Shopify invoicing with Apollo

Note

This is an implemented candidate flow. Availability, approval, and the Shopify install screen may change before release; the Shopify screen is authoritative for the subscription role and price.

Install and identify your account

Install Apollo from the Shopify App Store, then open it in Shopify. To use the embedded flow, either:

• create an Apollo account with the verified email address of the current Shopify staff member and explicitly accept the terms; or
• explicitly sign in to an existing Apollo account with its password.

Apollo does not link an existing account merely because the email addresses match. OAuth-only and legacy accounts keep the secure Apollo fallback flow instead.

Accounts created through Shopify don’t have an Apollo password. You don’t need one for setup, order processing or PDF downloads inside Shopify.

To open your organization in Apollo:

1. After connecting the store, go to About Apollo → Advanced, prepare a secure link, and select Open this organization in Apollo.
2. Sign in with the Apollo account linked during setup. To set a password, use the password-reset option on that sign-in page; the reset email brings you back to the same place.

The link works once, expires after 30 minutes, and only opens the organization for the linked account. Prepare a new one in Shopify if it expires. Opening the Shopify app doesn’t send a reset email or change billing; app charges stay on Shopify.

Choose an issuing organization

Choose a manageable live Apollo organization, or create a new legal issuer using its real business details and country. The form suggests details from your Shopify store; review and correct them, choose the base currency, and confirm the registered business details before creating the organization. Complete any advanced fiscal, tax, or e-invoicing setup in Apollo before relying on automated documents.

Connect the selected organization, then explicitly approve the Shopify subscription. The current candidate prices are:

Store role	Price	Trial and usage
Primary store	EUR 24.99 every 30 days	14-day trial; 1,000 invoices per store in the pooled allowance; EUR 0.01 overage with a EUR 100 primary-store cap
Additional store	EUR 5.99 every 30 days	Adds 1,000 invoices to the pooled allowance; no repeat trial

Only the primary store receives the trial. If the organization is already paid for outside Shopify, it cannot be connected through this flow until a separate migration is arranged; this prevents double charging.

After approval, return to the embedded Shopify app to finish setup.

Configure automation

New embedded connections start with automatic processing enabled after Shopify billing approval, using the order-created trigger. Eligible new orders are processed using the saved settings; customer invoice and estimate emails start off. Complete any required fiscal setup before connecting the organization.

Under Invoice automation, choose whether orders should process when they are created, paid, or fulfilled, or turn automatic processing off. You can also choose document email and PDF attachment behavior. Enable customer emails only when you are ready to send them.

An explicit historical sync can import prior orders and may create or send documents according to the settings in effect. Review the settings before starting it.

Imports run in bounded batches. If more orders remain, select Continue import to fetch the next batch in the same time window. The app never starts the next batch automatically. Keep the app open until it reports completion; returning focus or checking status does not discard the current continuation.

Monitor and recover orders

The embedded app shows the most recent 50 orders for that store and provides retry controls for eligible failed or pending orders. Errors are shown in the app. Select Download PDF on an order with an invoice or estimate to save its document directly from Shopify; no separate Apollo login is required. Open Apollo for detailed accounting and follow-up.

Pausing and resuming a connection does not automatically catch up missed orders. Start a historical or catch-up sync explicitly when you are ready.

Existing connections and data

This flow does not change existing custom Shopify apps. It also does not change Apollo privacy, accounting, or retention policies.