How to download an invoice

In this article, you'll learn how to get a PDF of an invoice. That's handy when you want to keep a copy on your computer, attach it to an email you're writing yourself, or hand it to your bookkeeper.

The CRM's invoice page doesn't have a download button of its own. The PDF comes from the customer's copy of the invoice, the same page your customer sees in their portal. So you open that copy, then download it from there.

To open an invoice:

  1. In the menu, click Invoices.
  2. Click the invoice you want.
Note: Your customer's portal only shows invoices that have gone out. If the invoice still says Not sent, send it first, or tick it on the Invoices list and click Mark sent. Until then there's nothing to preview.

Downloading an invoice on the web

  1. Open the invoice.
  2. Under the totals, click Preview. The customer's copy of the invoice opens in a new tab.
  3. At the top right of the invoice, click the ⋮ menu.
  4. Click Download as PDF. The PDF opens in its own tab, where you can save it to your computer.

If you'd rather print it, click Print in the same menu instead. The PDF opens and your browser's print window comes up.

Opening the customer's copy of an invoice
Tip: Preview only shows on invoices that have a customer on them. If you don't see it, add the customer to the invoice first.

If the invoice is paid

Once an invoice is paid in full, the customer's copy becomes a receipt. Download as PDF then gives you the receipt rather than the invoice, and there's a Download receipt button beside the menu. On an invoice that's partly paid, you'll see Receipt so far for what's been paid up to now, while Download as PDF still gives you the invoice.

Downloading an invoice on the phone app

  1. Open the invoice.
  2. Tap the ⋮ menu at the top.
  3. Tap Preview or View as client. Either one opens the customer's copy of the invoice in your phone's browser.
  4. Tap Download PDF at the top of the page.
  5. On a phone, the PDF is emailed rather than downloaded. In the Email the PDF box, type the address you want it sent to and tap Send.
Warning: The Email the PDF box starts out with your customer's email address in it. Replace it with your own before you tap Send, or the copy goes to your customer.

If the app says "Send or ready the invoice first — then there's a page to preview," the invoice hasn't gone out yet. Send it, then try again. If it says "This invoice has no customer to view it as," add a customer to the invoice first.

What the PDF looks like

The PDF is built from your Invoice template, so your logo, layout and wording carry over. A paid invoice's receipt uses your Payment Receipt template. To change how either one looks, see Customizing estimate, invoice and receipt templates.

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