Pull the Order, Let the System Generate the Invoice
Converting Marketplace Orders to Invoices
Invoicing orders one by one from Trendyol, Hepsiburada, and other marketplaces takes days. We explained how to set up the store connection, how orders are converted into invoices, and their impact on stock.
For a marketplace seller receiving 30 orders a day, issuing invoices alone is a half-day job. Open the order from the panel, copy the buyer's details, find the product, issue the invoice, move on to the next.
What's more, this task starts over every single day and is entirely mechanical. It is one of the processes most suited for automation.
Connecting the store
Setup is a one-time process. You get your API credentials from your marketplace panel and enter them into the Marketplaces screen on Qolay.App. Platforms like Trendyol, Hepsiburada, n11, Pazarama, PTT AVM, and Amazon TR are supported.
One thing to know from the start: you can connect as many stores as your license count allows. If you have three stores, you need three marketplace licenses. When your quota is full, you either add a license or remove a store you are not using.
The E-Commerce menu is only visible when you have an active marketplace license; if you cannot see the menu, this is the first thing to check.
From order to invoice
Once the connection is established, orders drop into the Orders screen. If you want to fetch historical orders, you can select the store and date range and pull them manually—though there is an upper limit to the date range you can fetch.
When you convert an order into an invoice, three things happen simultaneously: the invoice is issued, the current account balance is updated, and the stock is deducted.
"Why was a new current account automatically created?"
This is the most frequently asked and most concerning question. The answer: it is expected behavior.
If the buyer in the order from the marketplace is not in your current account list, the system creates the card from the order data. The same applies to the product. Otherwise, you would have to manually open a card for every single order, which would defeat the purpose of automation.
If you do not want products to be created as duplicates, make sure the stock code on the marketplace matches the product code on Qolay.App. The match is established through this field; if the codes do not match, the same product will be created a second time and your stock will be split in two.
Check before converting to an invoice
- Do product codes match? Try a few orders individually before your first bulk conversion.
- Are VAT rates correct? The rate on the product card is carried over to the invoice.
- Are there any returned orders? Invoicing a return requires a correction later on.
- Is your stock availability up to date? If not, stock may drop into the negative after conversion.
The commission is not inside the invoice
A common mistake: deducting the marketplace commission from the sales invoice. The invoice you issue to the customer is the full amount of the sale, while the commission is a separate expense document issued to you by the marketplace.
Confusing the two will show both your turnover and VAT incorrectly. For other pitfalls, check out the article on common mistakes in e-commerce accounting.
Frequently asked questions
What should I check if orders are not coming in?
The validity of the API credentials, whether the store connection is active, and the date range you selected for manual fetching. A restriction on the marketplace side could also be the cause.
Does the buyer get an e-Invoice or e-Archive invoice?
Since most marketplace buyers are end consumers, it is usually an e-Archive invoice. The determining factor is the buyer's tax status; we explained the distinction in the article on differences between e-Invoice and e-Archive invoice.
Is stock written back to the marketplace?
When an invoice is issued, the stock in Qolay.App decreases. Review your own processes to keep the stock in the marketplace panel up to date; the article on preventing stock tracking errors touches on this topic.
What wastes time in marketplace sales isn't the selling itself, but the bookkeeping after the sale. If your product codes are correct, this process runs largely on its own.
You can open a free account on Qolay.App and connect your store.