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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.

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

  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.

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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