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Frequent Explorer **

pdf file name customisation?



Is there a way to customise the file name of the pdf's sent out by email from QuickBooks?


and what does the last 4 numbers in the file name mean/represent?



QuickBooks Team

Re: pdf file name customisation?

Good day, AmithS.

I'd be happy to help and provide you some information about the customization of the PDF file name sent out via QuickBooks Desktop.


The last for numbers you see in the file name is QuickBooks generated numbers and right now there isn't a way to customize the PDF file name sent out via QuickBooks Desktop.


For a workaround, you can save the invoices, estimates and other forms as a PDF file and manually change the name to customize them.


Save PDF in landscape or portrait orientation:


  1. From the QuickBooks File menu, select Printer Setup.
  2. Click the Form Name drop-down and choose Invoice.
  3. Click the Options button next to the Printer name field to open your printer properties window.
  4. Go to the Finishing tab and in the Orientation section, select Portrait or Landscape.



You can get more details in this article: Save QuickBooks Desktop PDF in legal size, landscape, or portrait orientation.


Also, you may find this article helpful: Troubleshoot PDF and Print problems with QuickBooks Desktop.


Should you have any other questions about PDF files in QuickBooks Desktop, don't hesitate to ping me out. I'll be here to help you out.

Frequent Explorer **

Re: pdf file name customisation?

Hi, this then becomes a manual process vs. automatically sending directly from QBs.


Is this a feature that will be added?



QuickBooks Team

Re: pdf file name customisation?

Hello there, AmithS.


I'll personally let our product engineers know that you'd like this feature to be added. We don't have a specific timeline as to when this will be added. 


As suggested by my colleague, you can save the pdf file on your computer and customize the file name there. Then, send it outside QuickBooks. 


Always know the Community team is always here to help you with your concerns. Have a good one!

Frequent Explorer **

Re: pdf file name customisation?

Thanks, nothing fancy.


Just a few variables, like date, customer name, company name, account number...

and the sequence of the variable should also be configurable.