WooCommerce Wholesale Invoice Plugin: B2B VAT Workflow Checklist

Why wholesale stores outgrow generic invoice PDFs

Wholesale WooCommerce stores usually sell to companies with internal finance rules. A buyer can place the order, but accounts payable may still need a VAT ID, PO number, invoice email, payment terms, and a corrected PDF before paying.

Lattice Invoices is positioned around that B2B workflow: collect invoice fields before the order becomes support work, keep invoice documents tied to WooCommerce order data, and make refunds produce clean credit notes.

Trade buyers order on account

Wholesale customers often need a purchase order, cost centre, invoice email, and payment terms before finance approves the order. Those details should be captured before the order is paid or invoiced.

Mixed VAT and reverse-charge orders

A B2B catalogue can include domestic VAT, EU reverse charge, VAT-exempt buyers, and different shipping countries. The invoice workflow needs structured VAT evidence instead of support notes.

Returns, shortages, and partial credits

Wholesale stores handle partial refunds, damaged goods, returned units, or corrected quantities. The invoice plugin must create credit notes without overwriting the original invoice record.

Wholesale invoice must-haves

✓Company name, VAT number, PO/reference, cost centre, and invoice email fields at checkout

✓Sequential invoice numbers that stay separate from WooCommerce order IDs

✓Net 14/30 payment terms, due dates, and paid/unpaid invoice status

✓PDF invoices attached to order emails and available in the customer account

✓Refund-linked credit notes for returns, shortages, partial refunds, and corrections

✓Exportable VAT rate, VAT amount, customer VAT ID, invoice number, payment method, and credit-note relationship

Should a wholesale store buy now?

Store signal	Priority	Best next action
Wholesale customers email PO numbers or VAT IDs after checkout	Critical	Add dedicated B2B invoice fields before payment and include them in invoice metadata.
Orders are paid by bank transfer or on Net 30 terms	High	Require proforma/final invoice timing, due dates, reminder context, and payment status evidence.
Returns or quantity corrections happen every month	High	Verify credit-note support before trusting the workflow for accounting handoff.
Finance asks for invoice PDFs from old orders	Medium	Use customer-account invoice downloads and resend controls so support does not manually regenerate files.

Wholesale fit-check before the €49 early-access license

Send the requirements once instead of starting with a vague plugin question. A good wholesale fit check includes fields, payment terms, refund patterns, and accounting export needs.

→Map every B2B field wholesale buyers ask for today: VAT ID, PO number, invoice email, cost centre, delivery reference, and buyer company name.

→Decide when an invoice is issued: on order creation, after payment, after manual approval, or after warehouse fulfilment.

→Test one domestic VAT order, one EU reverse-charge order, one bank-transfer order, and one refunded order.

→Confirm that the accountant can export invoice number, invoice date, VAT totals, customer VAT number, payment status, and credit-note links without reading order notes.

Send wholesale invoice details

FAQ

Is a wholesale invoice plugin different from a normal PDF invoice plugin?

For B2B wholesale, usually yes. The store often needs PO numbers, invoice emails, payment terms, VAT validation, credit notes, and accountant-ready metadata — not only a PDF receipt attached to an email.

Should wholesale stores create invoices before or after payment?

It depends on payment terms. Bank transfer and Net 30 flows may need proforma or pay-by-invoice documents first, while card payments usually need final invoice PDFs after payment. The workflow should make that timing explicit.

Where does Lattice Invoices fit?

Lattice Invoices is the early-access WooCommerce EU invoicing path for VAT/BTW fields, invoice PDFs, customer downloads, credit notes, and accountant-ready data. Wholesale stores are a strong fit when B2B invoice requests are already recurring.

What should I send for a fit check?

Send your store URL, country, B2B/wholesale order volume, payment terms, VAT fields, PO/reference needs, refund workflow, and accounting export requirements.