AliExpress is a goldmine for dropshippers and SMBs, yet it does not hand you audit‑ready paperwork by default. If you need consistent, compliant documentation for bookkeeping, VAT, or customs, the fix is simple. Generate your own printer‑friendly PDFs and customize them once, then re‑use the exact structure every time you buy. This guide shows you what to include, why it matters in major jurisdictions, and how to produce one‑click invoices inside AliExpress with AliBilling.
Why clean, consistent invoices matter
Regulators tightened cross‑border e‑commerce rules in recent years. From 1 July 2021, the EU introduced IOSS and made marketplaces deemed suppliers in defined cases, which means platforms collect VAT at checkout for many low value imports. The European Commission explains that the Import One Stop Shop simplifies VAT on consignments up to 150 euros and removes the prior small‑consignment VAT exemption, so all imports are subject to VAT now, with marketplaces sometimes responsible for collecting it at the point of sale according to the EU’s VAT One Stop Shop guidance. Even when VAT is collected automatically, your business still needs orderly invoices for expense tracking, profit analysis, and audits.
On the accounting side, the IRS reminds small businesses that they must keep records that substantiate income and deductions, such as invoices and receipts. The agency states that your recordkeeping system should summarize transactions and be retained long enough to support a filed return, typically at least three years for federal purposes as described in What kind of records should I keep.
The core fields auditors expect to see
Across jurisdictions, tax authorities expect certain invoice basics. According to the UK government’s guide on invoices, an invoice should include a unique number, supplier and customer names and addresses, a clear description of what was supplied, the supply date, the invoice date, amounts charged, and VAT if applicable, as set out in GOV.UK invoicing guidance.
For the EU, national tax authorities mirror similar lists. The Irish Revenue lists the required VAT invoice details, including date of issue, sequential invoice number, supplier name, address and VAT registration number, customer details, description and quantity, unit prices, VAT breakdown, total VAT, and the date of supply, as described in What information is required on a VAT invoice. That page also describes notations for reverse charge and intra‑Community supply when applicable.
AliBilling helps you populate these fields consistently. You can set your legal entity name, address, and tax or VAT ID once, then generate invoices for any AliExpress order with a single click. See how it works in the step‑by‑step guide How to download AliExpress invoice or the related tutorial on our blog, How to download invoice from AliExpress.
Tax IDs you may need on the invoice
- EU and UK VAT IDs. If you are registered, add your VAT identification number and ensure the invoice includes the correct VAT treatment. The European Commission’s VAT invoicing notes confirm that invoices must maintain authenticity, integrity, and legibility and that standard content rules apply, with the VAT amount typically expressed in the national currency using the ECB rate, as discussed in the Commission’s explanatory notes.
- India GSTIN. A valid GST invoice should carry the supplier’s GSTIN, invoice number and date, recipient details, HSN or SAC, tax rates and amounts, and more. The GST Council summarizes the mandatory fields in its flyer on tax invoices under GST, available in the Council’s guide Tax Invoice and other such instruments in GST.
- Brazil CPF or CNPJ. Brazil requires a taxpayer ID on imports. Correios announced that international parcels must include the customer CPF or a valid document like CNPJ or a passport number, otherwise parcels can be returned or destroyed. This requirement is outlined by PagBrasil’s note on CPF for international parcels. If you ship to Brazilian consumers or forward goods, capture this number and keep it visible for customs and delivery.
With AliBilling, you can add multiple IDs that appear on every invoice, including your VAT numbers or GSTIN and customer identifiers like CPF when you collect them in your cart.
Supplier details that withstand scrutiny
Authorities look for supplier identity and contactability. According to GOV.UK’s invoicing checklist, include your company’s legal name, address and contact details. For EU VAT, the Irish Revenue guidance emphasizes the supplier’s VAT registration number and a sequential invoice number. If you are dropshipping, include the AliExpress seller as the supplier of goods within the invoice description block or supplier notes so your audit trail ties the invoice to the order page and payment, which aligns with the EU expectation for a reliable audit trail described in the Commission’s invoicing explanatory notes.
Date formats that travel across borders
Ambiguous dates cause reconciliation errors. The ISO organization recommends the YYYY‑MM‑DD format to avoid regional confusion, as explained by ISO’s 8601 overview. In AliBilling you can set a unified date format once. Many teams choose ISO 8601 for both the invoice date and supply date so reporting and bank exports line up cleanly.
Language, currency, and localization
Invoices can be bilingual without losing compliance. The EU does not prescribe a single language for invoices, but Member States can request a translation during an audit. The Commission’s notes state that translation can be required for control purposes and that authorities cannot impose a general obligation to translate all invoices, as detailed in the EU’s invoicing explanatory notes. For currency, EU rules allow amounts in any currency while requiring the VAT payable to be expressed in the national currency using the ECB rate. You can add a currency note on the invoice and let your accounting system handle conversions.
One click inside AliExpress, unlimited invoices
Once the AliBilling Chrome extension is installed, a Download Invoice button appears next to every order in AliExpress My Orders. You can:
1) Set your company profile, tax IDs, and preferred date format. 2) Click Download Invoice on any order, old or new. 3) Get a clean, printer‑friendly PDF with your fields applied. 4) Repeat as needed, with unlimited downloads and live support.
If you need help, start with the guide How to download AliExpress invoice, browse our FAQs, or message us via Contact us. Pricing is designed to be simple and low cost for small teams, see current plans on the pricing page.
Pro tips for audit‑proof recordkeeping
- Numbering policy. Use a sequential schema and stick to it. The EU notes specifically highlight sequential invoice numbering. Set this once in AliBilling and match it in your accounting tool.
- Attach order evidence. Keep the AliExpress order page, tracking, and payment confirmation with the PDF. The EU guidance stresses authenticity, integrity, and a reliable audit trail between invoice and supply.
- Retention and legibility. Store invoices in human‑readable form and keep them for the required period. The EU allows electronic invoices if legible throughout storage, while the IRS advises businesses to keep records long enough to support a filed return, typically at least three years per IRS recordkeeping.
- Shopify and COGS. If you sell on Shopify, connect your purchase invoices to cost of goods workflows and monthly P&L. New sellers can get started with Shopify and pair their sales with AliExpress invoice PDFs for clean margins.
Want more practical guidance? See our blog on Audit‑proof AliExpress invoices, the smart way, learn the basics in Tax obligations 101 for dropshippers, and check compliance foundations in Dropshipping the legal way. You can always start from the homepage and review our Terms of Service and Privacy Policy before you install.
