Invoicing your customers

Invoices to your customers are issued through your own e-invoice account; the platform never issues them for you. Under Invoicing you set how invoices are worked out, then either let your BirFatura account pull what’s ready to be invoiced, or export it as a CSV file for your accounting tool or your accountant.

Invoice settings

• What becomes an invoice. Ask your accountant which fits:

  • Each approved top-up (the default): one invoice per top-up, when it’s approved.
  • Each charged order: one invoice per order, for what was charged: the full price, or only the delivered part of a partly delivered order.
  • Each customer’s orders, once a month: after a month ends, one invoice per customer covering every order charged in it. Months follow Turkey’s calendar.
  • Nothing: you invoice outside the platform, and nothing is listed for export.

  A top-up and the orders paid from it are the same money, so only the kind you choose is listed. Choose once: switching between top-ups and orders later can invoice money that was already invoiced the other way. An order is never invoiced twice, even if you switch between per-order and monthly.

• VAT rate. Your prices include VAT. For each amount a customer paid, the export shows the part before VAT and the VAT itself, using this rate. The default is 20%. A change applies to invoices from then on; ones already issued keep their rate.

• Customers must give their invoice info before topping up. When this is on, a customer is asked for it the first time they try to top up. Until they’ve given it, their top-ups wait.

• Default phone. Used on an invoice when the customer hasn’t given a phone number.

What customers give

Once you’ve saved your invoice settings, customers see Invoice info in their menu. Customers can fill it in even when you don’t require it. They choose whether the invoice is for a person or a company:

• a person: full name and T.C. national ID number;
• a company: company name, tax number and tax office;
• for both: address, district, province and, optionally, a phone number.

ID numbers are checked when they’re entered, so a mistyped one is caught right away. They’re stored encrypted and used only for invoices. After saving, a customer only ever sees the last four digits again. When a closed store’s data is anonymized, this information is deleted.

Connecting BirFatura

If you use BirFatura, it can pull what’s ready to be invoiced straight from your store and send each invoice it issues back here. You set up BirFatura yourself, under your own account and e-invoice agreement; the platform never applies for you.

1. In BirFatura, open a custom integration (Özel Entegrasyon) store.
2. Under Invoicing → BirFatura, switch on Let BirFatura connect and save.
3. Enter your current 2FA code and press Create API password. Copy the password into the store’s API Şifresi field right away: it’s shown only once. If you lose it, create a new one; the old one stops working at once, so update BirFatura too.
4. Copy the Site address shown on the card (your store’s own address, such as https://yourstore.panely.pro) into the store’s web site address. BirFatura adds /api/orders and its other paths itself.
5. In BirFatura, fetch the order statuses and payment methods, then pull orders from Onaylanmış Siparişler with the status Faturalanacak and the dates you want.

What BirFatura gets:

• exactly what What becomes an invoice lists for those dates: top-ups, charged orders, or each customer’s ended months. Under Nothing, it gets nothing;
• only amounts in Turkish lira. If your wallet currency is another one, BirFatura finds nothing to invoice; use the CSV export;
• only customers who’ve given their invoice info, and a mobile phone (theirs, or your Default phone). Turn on Customers must give their invoice info before topping up so nobody is left out;
• each record as one line per top-up or order, VAT split out at your rate, with the customer’s name, address and ID number. A record keeps the same order number every time BirFatura sees it.

When BirFatura issues an invoice, it sends the link back: the invoice appears under Issued invoices with its number, and that record isn’t offered again, to BirFatura or to the CSV export. If you exported a record as CSV before BirFatura invoiced it, the link goes on that same invoice. The card shows when the password was created and when BirFatura last connected.

Anyone who has the API password can read your customers’ invoice info, which is why creating one needs your 2FA code and you’re told under the bell. Switching Let BirFatura connect off stops every request at once.

Exporting

Export CSV lists what’s ready to be invoiced under your setting and hasn’t been exported before, then marks it as issued. Exporting the same dates again won’t list anything twice:

• top-ups: those approved in the dates you pick;
• orders: those charged in the dates you pick;
• monthly: every whole month that has ended and overlaps the dates you pick. A month still running waits until it ends.

Each row has:

• the amount the customer paid or was charged, its currency and the date;
• the part before VAT, the VAT and the rate, unrounded (for example 4.16666667);
• the customer’s invoice info, if they’ve given it, ID number included;
• for a monthly invoice, the month it covers (2026-10).

Invoices to correct

When money you already invoiced goes back, the platform can’t cancel the invoice for you: that’s done in your e-invoice account. Instead, Invoices to correct appears at the top of Invoicing, and you’re told under the bell, when:

• you refund an order from a support ticket and that order was on an invoice;
• a card holder disputes a top-up that was invoiced;
• you pay out a withdrawal while you invoice top-ups, and that customer’s top-ups were invoiced. No single invoice matches a withdrawal, so check which ones to correct.

Correct or cancel the invoice in your e-invoice account, then press Mark as done. A refund into the customer’s balance while you invoice top-ups needs nothing: the money is still theirs to spend.