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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:

  • 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.

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.

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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