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Invoice creation isn’t a separate step you take — it happens automatically as part of approving an order.

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The trigger

When an order is approved (by you selecting Approve, or automatically for auto-accept customers), FikaTrade:
  1. Creates a draft invoice for that order.
  2. Finalizes it immediately, in the same action.
There’s no in-between “draft awaiting your review” state you interact with — by the time you see the invoice, it’s already finalized. See Invoice statuses for what “finalized” changes.

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Whether it uses Xero

FikaTrade decides automatically, per order, whether to create the invoice in Xero as well: if your business currently has a working Xero connection, the invoice is created in Xero too; if not, it’s created in FikaTrade only. This isn’t something you choose per order — it follows directly from whether Xero is connected at the time. See Connect FikaTrade to Xero.

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What’s required

The order needs at least one line with a quantity and price for FikaTrade to calculate an invoice amount. In practice, any order that’s reached Placed status already has this.

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If creation fails

If FikaTrade can’t create the invoice — for example, the Xero connection has a problem — approving the order fails and you’ll see an error at that point, rather than the order silently staying unapproved. There’s no automatic retry in the background and no separate “retry” button for a failed invoice; if this happens, resolve the underlying issue (see Invoice and Xero troubleshooting) and approve the order again.