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About saving and emailing PDF forms

You can save QuickBooks forms (credit memos, estimates, invoices, purchase orders, reports, sales orders, sales receipts) as PDF files for various reasons:

Portable Document Format (PDF) is a universal file format that preserves the fonts, formatting, and graphics of the source document. PDF files are compact in size and can be viewed exactly as intended by anyone with free Acrobat® Reader® software. When you email a business form or report from QuickBooks as a PDF file attachment, the message includes a link the recipient can click to download the free Acrobat Reader software.

You can also save forms and reports in PDF format for other purposes.

  • To create a copy to save for your own records

  • To see what an emailed PDF looks like before you send it to a customer

  • To email using your own email service outside of QuickBooks

When you email a form (invoice, estimate, statement, sales receipt, credit memo, purchase order, sales order, or report) directly from QuickBooks, the document is automatically converted into a PDF file attachment that is sent with the message. The message containing the attachment includes a link your customer can click to download the free Acrobat Reader software.

Save a form or report as a PDF file

  1. Display the form or report you want to save as a PDF file.

  2. Go to the File menu, and then click Save as PDF.

  3. Select a location to save the file, enter a name for it, then click Save.

Note: You cannot save a statement as a PDF (the menu option is grayed out). However, if you need a statement in PDF format, you can email a statement to yourself as an attached PDF.

You can e-mail statements to your customers directly from QuickBooks. When you e-mail a statement, your customer receives the form as a PDF file e-mail attachment.

Portable Document Format (PDF) is a universal file format that preserves the fonts, formatting, and graphics of the source document. PDF files are compact in size and can be viewed exactly as intended by anyone with free Acrobat® Reader® software. When you email a business form or report from QuickBooks as a PDF file attachment, the message includes a link the recipient can click to download the free Acrobat Reader software.

You can also save forms and reports in PDF format for other purposes.

If you enable the statement for online payment, your customer has the option of paying it online.

With QuickBooks Merchant Service andBilling Solution, you can give your customers the option to pay you online from a secure Web site hosted by Intuit, whether you send them invoices or statements by e-mail, invoices you print and mail yourself, or invoices you send with the QuickBooks mailing service.

Of course, your customers do not have to pay you online. They can send you a check instead, for example.

To do this task

  1. To sign up to receive online payment through QuickBooks Billing Solutions, open the Billing Solutions Service information page Shortcut. This page contains important information about the service.

  2. Notify your customers that you are about to provide a new way for them to receive and pay invoices or statements.

  3. Enable either an invoice or statement for online payment.

    • To enable an invoice for online payment, select the Allow online payment checkbox on the Create Invoices window.

    • To enable a statement for online payment, select the Allow online payment checkbox in the Edit E-mail Information window.

    If you do not want a particular customer to pay you online, simply clear the checkbox.

To do this task

  1. Go to the Customers menu and click Create Statements.

  2. Select One Customer; then choose the customer's name from the drop-down list.

    If you want to send a statement for a particular job for that customer, select the job name.

  3. Click View Selected Customers to verify your selection.

  4. Click E-mail.

  5. In the Edit E-mail Information window, review the e-mail addresses shown in the From and To fields.

    The From field must show your company's e-mail address. The To field must show your customer's e-mail address.

  6. If other people are to receive a copy of the statement, enter their addresses in the Cc or Bcc fields. Use commas (,) or semi-colons (;) to separate the addresses.

    Note: If you use the Billing Solutions delivery tracking feature, the invoice or estimate will be marked Viewed if any recipient on the Cc or Bcc list views it, including you.

  7. If necessary, customize the cover note so that it is appropriate for your customer.

    Click anywhere in the note text and enter your changes.

  8. (Optional) Edit Template

    You can set defaults for the Bcc email address, the Subject line, and the text for emails by clicking Edit Default Text and entering information on the Company Preferences form. If you want to receive a copy of the email, enter your own email address in the Bcc field.

    Spelling

    Checks the spelling of words in the Description, Memo, Notes, and Message fields of most sales forms and other selected lists and forms. As a general rule, whenever you see the Spelling button, you'll be able to spell-check a field in which text can be entered manually.

  9. (QuickBooks Billing Solutions) To give your customer the option to pay you online, make sure that the Allow online payment checkbox is selected.

    Note: This option appears only if you are subscribed to QuickBooks Billing Solutions.

  10. Click one of the following:

    • Send Now To send the statement immediately.

    • Send Later To hold the statement to be sent later in a batch with other forms waiting to be sent.

See also

Troubleshoot PDF files

If you create a PDF file that is blank when you or your customer opens it, you may be able to solve the problem by using a different font. For the form (such as an invoice) for which you are having this problem, choose a standard font such as Arial or Times-Roman, as described in Changing fonts on forms. After you change the font, create the PDF file again, then print it.

To do this task

  1. Open the Basic Customization window.

    To do this task

    1. Open the type of form you want to customize.

      For example, to open the invoice form click the Create Invoices icon.

    2. At the top of the form, click the Customize drop-down arrow and select Customize Design and Layout.

      Note: If you don't see the Customize drop-down arrow, you may need to resize or maximize the window.

    3. Click the Customize Data Layout button.

    4. At the bottom of the Additional Customization window, click the Basic Customization button.

  2. Click to select the element you want to change under Change Font For.

  3. Click the Change Font button.

  4. If you receive a warning that not all fonts are the same, either click OK and continue with these steps, or click OK and change the font for individual objects in the Layout Designer.

  5. In the Example window, do any or all of the following:

    As you make your changes, the example in the Sample box is updated to show you how the element will look on the printed form.

    • Change the font (for example, Arial), font style (for example, Bold), or size.

    • Choose Strikeout or Underline.

    • If you will print the form on a color printer, choose a different font color for the element in the Color drop-down list.

  6. Click OK to save your changes and close the fonts Example window.

  7. Repeat steps 3 through 6 for each element whose font you want to change.

  8. You can see how the fonts will look on the printed form in the Preview section of the Basic Customization window. To see a larger version of the form, click the Print Preview button.

  9. In the Basic Customization window, click OK to save the changes and close the window.

See also

If the PDF file is still blank, contact QuickBooks Customer Support, or visit the Go onlineQuickBooks Support Site for more help working with PDF files.

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