Droopify Team
Jan 21, 2026
|8 min read
If you are reading this blog, it’s because it has happened to you—just like many other sellers—that an eBay customer (or a customer from any other marketplace) has requested an invoice after making a purchase, but since you are a private seller (without a company or VAT number), you are not able to issue a tax invoice, and therefore you don’t know how to handle the situation.
First of all, don’t worry: it’s not a problem at all and you absolutely don’t need to cancel the sale. This can be managed in just a few minutes; you simply need to send a short message to the customer to clarify the situation.
Hi! 😊 Just to let you know, I’m a private seller and since I don’t have a VAT number, I can’t issue a tax invoice. If the invoice is essential for you, just tell me and we’ll immediately find the best solution. -Angela
Let’s split this situation into two different cases:
If the buyer requests the invoice directly in the order notes or with a message right after the purchase, you can inform the customer before shipping the item that you are a private seller, without a VAT number, and therefore you have no way to issue an invoice.
The best thing to do is to offer the customer the possibility to cancel the order before it is handed over to the courier (in the case of dropshipping, before you purchase the order on the supplier’s website), so that, if they prefer, they can buy the item from another seller who can issue an invoice.
If the customer agrees to the cancellation, proceed by selecting the cancellation reason: "The buyer requested to cancel".
If instead you don’t receive a response after trying to contact the customer, you can absolutely fulfill the order and, if later the customer requests the invoice after receiving the item, explain that you tried to notify them as soon as possible but, since you didn’t get a reply, you shipped the item as usual.
If the customer later complains, you could offer them a return or a partial refund. See how to manage returns and refunds in dropshipping with this guide, click here.
Hi! 😊 Thank you for your order. I’d like to let you know transparently that I’m a private seller and since I don’t have a VAT number, I can’t issue a tax invoice.
If the invoice is essential for you, I can cancel the order before shipping, so you can purchase the same product from a seller who can issue it. Let me know how you’d like to proceed, thank you! -Angela
Hi! 😊 I messaged you to inform you that I’m a private seller and therefore I can’t issue a tax invoice, but I still haven’t received a response.
To meet the expected shipping timelines, I will proceed with fulfilling the order.
If the invoice is essential, once you receive the item we can arrange a return according to the expected procedure.
Thank you! -Angela
If the buyer contacts you after you have already shipped the item or after it has already been delivered to the provided address, you can do exactly the same thing described above.
You can notify the customer via direct message stating that you are a private seller, without a VAT number, and therefore you have no way to issue an invoice. Finally, offer the buyer a return or a partial refund.
If the item is in transit and the customer absolutely wants the invoice, kindly ask them to wait until the package is delivered, and then you can arrange the return process.
See how to manage returns and refunds in dropshipping with this guide, click here.
Hi! 😊 Thank you for your message. I confirm that I’m a private seller and since I don’t have a VAT number, I can’t issue a tax invoice.
If the invoice is essential for you, we can proceed with a return (or consider a partial refund if you’d prefer to avoid sending the item back). Let me know what you prefer and we’ll immediately find the best solution. -Angela
An important piece of advice is to always be respectful toward the customer and transparent. Don’t ignore messages requesting an invoice, because invoices are essential for companies, businesses, or individuals who purchase items for work purposes and, if you don’t reply or provide a solution, you end up creating a major inconvenience.
If you are a private seller, you can’t issue a tax invoice, because an invoice is usually issued by someone who has a VAT number.
However, in some cases you can provide the customer with a simple private sale receipt (or “non-tax receipt”), which is useful as proof of purchase, but it doesn’t replace an invoice and usually isn’t valid for deducting the expense as a business cost.
Often, the most useful proof of purchase remains the eBay order receipt or the payment confirmation, visible directly on the platform.
📌 If the buyer needs the invoice for tax reasons (company or freelancer), the best solution remains: cancellation before shipping or return after delivery.
In conclusion, if a customer requests an invoice but you are a private seller, you don’t need to panic—and most importantly, you don’t need to automatically cancel the sale. The most important thing is to be clear and transparent right away: politely explain that you don’t have a VAT number and therefore you can’t issue a tax invoice, and propose a simple solution such as cancelling the order before shipping or a return (or a partial refund) if the item has already been delivered.
In most cases, a well-written message resolves everything within a few minutes and allows you to handle the request professionally without any issues with the customer. Remember: quick communication, respect, and clarity are always the best choice to avoid disputes and maintain a reliable seller account.
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