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Download and save sales forms and statements in QuickBooks Online

by Intuit Updated 1 week ago

Learn how to download and save sales forms and statements as PDFs in QuickBooks Online.

There may be times when you need to send a physical or PDF copy of a statement or sales form to your customer. Here's how to save a copy that you can print or send to your customer.

Your estimates or invoices will look different depending on whether you have the old or new estimate and invoice experience. Find out which experience you have.

Now that you understand if you have the new or old experience of estimates and invoices, here’s how to download or print statements and sales forms.

Download sales forms

Download or print estimates and invoices in the new layout

  1. Go to Sales and select Customers (Take me there).
  2. Select the customer.
  3. From the Transaction List tab, find the estimate or invoice you want to download or print, then select Edit.
  4. If you want to print the statement, select Print and download, then print as you normally do.
  5. Or to save as a PDF, select the Download icon. Choose where you want to save it on your computer, then select Save.

Show or hide the Pay Invoice option on invoices

You can show or hide the Pay Invoice option on invoices you or your customer downloaded or print as PDFs.

1. Create a new invoice or find and select the invoice you want, then select Edit.
2. Select Manage, then select the Design dropdown.
3. Go to Add payment link to PDF and toggle it to turn it on or off.
Note: When you toggle it on or off, it'll add or remove the payment link to PDFs for all invoices. There's no individual invoice setting.

  1. Go to Sales and select Customers (Take me there).
  2. Select the customer.
  3. From the Transaction List tab, find and select the sales form you want to download or print.
  4. Select Print or Preview, then select Print or Preview again.
  5. If you want to print the estimate or invoice, select Print and print as you normally do.
  6. Or to save as a PDF, select Download.
  7. Select Close to exit the PDF viewer.

Download or print sales receipts

  1. Go to Sales and select Customers (Take me there).
  2. Select the customer.
  3. From the Transaction List tab, find and select the sales receipt you want to download or print.
  4. Select Print or Preview, then select Print or Preview again.
  5. If you want to print the sales receipt, select Print and print as you normally do. 
  6. Or to save as a PDF, select Download.
  7. Select Close to exit the PDF viewer.

Download statements

  1. Select + New
  2. Select Statement.
  3. In the Statement Type field, select the ▼ dropdown and choose the statement type you want to download: Balance Forward, Open Item (Last 365 days), or Transaction Statement
  4. In the Statement Date field, enter the date through which you want to view the statements. 
  5. In the Customer Balance Status field, select the ▼ drop-down and choose the status you want to display: Open, Overdue, or All
  6. Verify the Start Date and End Date fields.
  7. Select Apply
  8. Select the checkbox for the customer you want to view or download. 
  9. Select Print or Preview.
    • If you want to print the statement, select the Print icon and print as you normally do. 
    • Or to save as a PDF, select the Download icon and choose where you want to save it on your computer. Then select Save.
  10. Select Close to exit the PDF viewer.
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