Invoice Ninja Order Tracking Integration

Connect Invoice Ninja to TrackMy.Shop

A lot of businesses invoice first and produce later. You send the invoice, the customer pays, and then you start making or assembling what they ordered. Invoice Ninja is great for managing that billing workflow, but once the invoice is paid, you need somewhere to track the actual production. That is where TrackMy.Shop comes in.

The Invoice Ninja integration turns your invoices into trackable orders on a visual Kanban board. Every invoice that meets your criteria automatically becomes an order card that moves through your production stages -- from received, through manufacturing or assembly, to completed and shipped. Your team gets a clear picture of what needs to be done, and your customers get branded tracking pages showing their order's progress.

Why Connect Invoice Ninja to a Production Tracker?

If you are using Invoice Ninja, you have already solved the billing side of your business. But there is often a disconnect between "the customer paid" and "the order is done." That gap gets filled with spreadsheets, sticky notes, email threads, or somebody's memory. As order volume grows, things slip through the cracks.

TrackMy.Shop bridges that gap. Once an invoice reaches a status you care about -- paid, for example -- it shows up on your production board as an order. From there, your team tracks it through every stage of the work. No more checking email to see what needs to be made next. No more asking coworkers where a job stands.

This is especially useful for:

• Print shops that invoice before printing
• Custom manufacturers that require deposits before starting work
• Service businesses that bill for projects and need to track delivery
• Fabrication shops working from purchase orders
• Any business where billing and production are separate steps

How It Works

The connection uses Invoice Ninja's API token for authentication. You generate a token in your Invoice Ninja account settings, enter it in TrackMy.Shop along with your Invoice Ninja URL, and the two systems are linked.

TrackMy.Shop works with both Invoice Ninja hosting options:

• Invoice Ninja Cloud (hosted at invoiceninja.com) -- just paste your API token and you are connected
• Self-hosted Invoice Ninja -- enter your custom domain along with the API token

Once connected, TrackMy.Shop monitors your invoices and imports the ones that match your configured criteria. You choose which invoice statuses trigger an import. Most businesses set this to "Paid" so that only confirmed, paid invoices become production orders. But you can also import on "Sent" if you start production before payment, or on any other status that fits your process.

Setting It Up

1. In Invoice Ninja, go to Settings > Account Management and find your API token (or generate a new one)
2. In TrackMy.Shop, go to your workspace integration settings and select Invoice Ninja
3. Enter your API token and your Invoice Ninja URL
4. Choose which invoice statuses should trigger an order import (e.g., "Paid")
5. Map your TrackMy.Shop workflow stages to the statuses you want to sync
6. Save and test with a recent invoice

The setup takes just a few minutes. Once configured, new qualifying invoices will automatically appear on your Kanban board. See our help article on Invoice Ninja setup for a complete walkthrough.

What Gets Imported

When an invoice meets your import criteria, TrackMy.Shop pulls in the details you need to produce the order:

• Invoice number -- becomes the order reference number
• Client information -- name, email, phone, and address
• Line items -- product or service descriptions, quantities, and amounts
• Invoice notes -- any special instructions or details included on the invoice
• Due dates -- useful for prioritizing production schedules

This gives your production team everything they need to start working without toggling back to Invoice Ninja. The order card on the Kanban board shows the client, the items, the quantities, and any notes -- all at a glance.

Real-World Example: A Print Shop

Consider a print shop that uses Invoice Ninja to send quotes and invoices. A customer calls in and requests 500 business cards with a custom design and 200 letterheads. The shop creates an invoice in Invoice Ninja, emails it to the customer, and waits for payment.

When the customer pays, the invoice status changes to "Paid" in Invoice Ninja. TrackMy.Shop detects this and creates an order card on the production board. The card shows up in the "New Jobs" column with the customer's name, the items (500 business cards, 200 letterheads), and any design notes from the invoice.

The prepress team moves the card to "Design Review" after checking the artwork. Once approved, it goes to "Printing," then "Cutting and Finishing," then "Quality Check," and finally "Ready for Pickup" or "Ready to Ship." The customer can follow along on a branded tracking page that says something like "Your print order is in the Cutting and Finishing stage."

Before this integration, the shop owner would print out paid invoices and put them in a physical tray for the production team. Jobs would occasionally get buried, and customers would call to ask when their order would be ready. Now, every paid invoice automatically becomes a tracked job, nothing gets lost, and customers have self-service visibility into their order status.

Building Your Workflow Around Invoices

The power of this integration is in how you design your workflow stages. Think about the steps between "invoice paid" and "order delivered," and create a stage for each meaningful checkpoint.

Here are some examples by business type:

Print shop: New Jobs > Design Review > Prepress > Printing > Finishing > Quality Check > Ready for Pickup

Custom furniture maker: Paid Orders > Material Sourcing > Cutting > Assembly > Sanding and Finishing > Upholstery > Final Inspection > Delivery Scheduled

Promotional products company: New Orders > Art Proof > Customer Approval > Production > Decoration (screen print, embroidery, etc.) > Packing > Shipped

IT services firm: Paid Projects > Requirements Gathering > In Progress > Testing > Client Review > Completed

In each case, the invoice triggers the order, and the workflow stages reflect the actual work. Your team always knows what is next, and your customers always know where things stand.

Tips for Getting the Most Out of It

• Set the import trigger to "Paid" unless you have a reason not to. Importing on payment means you only track confirmed jobs, which keeps your board clean.
• Include production details in your invoice line items and notes. Whatever you put in Invoice Ninja travels to TrackMy.Shop, so the more detail on the invoice, the more context your production team has.
• Use the tracking page link in your client communications. When a customer asks about their order, send the link instead of typing out a status update.
• Review your workflow stages after the first month. You will quickly learn which stages are useful and which are too granular or too broad. Adjust accordingly.
• Combine with barcode scanning if you handle physical items. Print a barcode label when a job enters production, and your team can scan to move orders through stages without touching a computer.

Common Questions

Does it work with self-hosted Invoice Ninja? Yes. Enter your self-hosted Invoice Ninja URL along with the API token during setup. As long as your instance is accessible over HTTPS, the integration works the same way.

What Invoice Ninja versions are supported? The integration works with Invoice Ninja v5 and later, including the latest releases. Both the cloud-hosted and self-hosted versions are supported.

Can I choose which invoices to import? Yes. You configure which invoice statuses trigger an import. If you only want to track paid invoices, set the trigger to "Paid." You can also filter by other criteria to keep your board focused on the work that matters.

What if I use Invoice Ninja alongside Shopify or WooCommerce? TrackMy.Shop can connect to multiple sales channels. Orders from Invoice Ninja, Shopify, and WooCommerce can all appear on the same Kanban board. Each order is tagged with its source, so you can filter and sort by channel.

How much does it cost? The Invoice Ninja integration is included on all TrackMy.Shop plans. The free plan supports up to 30 orders per month. Paid plans start at $19.99 per month for higher volumes.