Running the store has its own bills
Shopify administration contains customer orders and payout information, but here you need documents for running your own store. Look for its billing: the plan, billed apps and other fees. First note which store and period you are preparing the documents for.
If you only have access to orders, ask an authorized administrator to export the bills. Shopify distinguishes permission to view and download billing from permission to change payment methods or plans. Access for Plus stores also depends on organization roles.
Decide whether you need a document or an overview
Under Settings → Billing, Shopify lists individual bills in Past bills. You can export a selected document as PDF or CSV. A history export for a period and a fees overview are separate options. Label each output according to what it actually contains.
Official export instructions →
To hand over a particular bill, open the corresponding entry and choose Export bill → PDF. When looking for several documents, the history for your chosen period helps identify which entries you still need to download. Do not automatically treat the history overview as a collection of individual PDFs.
Keep both the summary and the itemized charges
According to Shopify, the PDF includes a summary and a detailed breakdown of charges. Open the full file and check the store name, billing period and entries. Keep every page for the handover so the explanation of the total is retained.
In a hypothetical example, Tomáš prepares September documents for company A’s store. The bill includes the plan and two apps. He does not label the entire file simply “monthly plan”; his accompanying message explains that it also covers those apps. If an app supplier sends its own document outside Shopify, he finds it separately for the actual purchase.
Do not alter the original PDF’s details. Shopify states that changes to the billing profile affect newly issued bills; older documents retain their original details.
When an entry or a whole period is missing
Write to the administrator: “Please send the original PDF bill for company A’s store for the September period. I need the complete document with the breakdown of the plan, apps and other billed entries. Please also check whether any other documents were issued for that period.”
If the administrator cannot find the corresponding bill, give them the store number, period and a known entry to take up with support. Leave the missing document open in your list.
Finally, give your accountant the individual original documents and a short list of what they cover. Add payouts from customer sales or customer orders only as separately agreed supporting records; do not use them to replace the bills for running the store.