Print, email, or export an invoice

In , printing an invoice creates a document that can be printed, emailed to a client or exported into several file formats.

The following instructions provide a simple way of printing, emailing or exporting one or more invoices without opening them first. You can also print an invoice by using the Print Invoice screen when you have it open in Client Manager, Job Manager (Financials tab), Work in Progress Manager or Invoice Manager.

To print, email or export single or multiple invoices from the Invoice Manager:

1. In the Business menu, select Invoices.
2. Select the required tile: Draft, Awaiting Payment or Overdue.
3. If necessary, search for the invoice you wish to work with. You can refine your search by clicking the Filter button (at right) and applying one or more filtersA filter provides a quick way to display only selected clients, jobs, quotes or estimates, work in progress, invoices and purchase orders based on pre-defined criteria. to narrow the scope of the search.
4. Use the checkbox to the left of the invoice number to select one or more invoices to print.

   The selected invoices are grouped into a single output file, which can be printed, emailed or exported, as required.

   If you're planning to email the invoices to a client, make sure that you select invoices for that client only.

5. Click Print.
6. On the Print Bulk Invoices screen, in the Choose Template drop-down list, do one of the following:
   • Select a custom print template. The Default template print options are not available for custom print templates.
   • Select the Default template.
7. Provide the following information, as required.

   Checkbox group	Description
   Groups of checkboxes displayed only when the Default template is selected
   Print	Items to include in the printed invoice. Select items as required.
   Time/Quantity Rate Amount Notes	Details to include in the printed invoice. For Tasks and Costs items, select Time/Quantity, Rate, Amount and Notes, as required.

8. Scroll down and click Generate. The contents of the invoice are displayed on screen.

   You can use the print icon  on the PDF toolbar to send the invoice directly to your printer, if you wish.

9. (optional) Email the invoice.
   1. On the Print Bulk Invoices screen, click Send.
   2. In the Send Email dialog, provide the following information, as required.

      Field	Description
      To	A list of contacts at the selected supplier. Delete any contacts that you do not wish to receive the email. This field is displayed only if you have one or more contacts (with email addresses) set up for the supplier.
      Cc	Optional additional email addresses with a comma or semicolon between each address. Type any additional email addresses, as required. This field is called Email (and is mandatory) if you do not have any contacts set up for the client. Type one or more email addresses, as required.
      Subject	The subject line of the email. If you need to, you can change the subject text: in this field for the current email, or in the Default Email Subject > Invoice field on the  > Settings > Features > Personalise > Email tab. The new text will become the default subject line for future emails of this type.
      Message	The message text of your email.

   3. Send Email. The selected invoice is emailed to the specified contacts or email addresses as an attached PDF document.

      When you send an email directly from within in this way, the invoice is automatically marked as sent.

10. (optional) Export the invoice in the required format. The options available depend on whether you're printing using the Default template or a custom print template.
    1. Do one of the following:
       • Default template: Select Export to Excel (.XLS format), Export to CSV (.CSV format) or Export to PDF (Adobe PDF format).
       • Custom print template: Select Export to Word (.DOCX format) or Export to PDF (Adobe PDF format).
    2. View or save the exported file, as required.