create PDF's of past invoices

Hello there, luxl. We can create PDF's of your past invoices.

If you're referring to gather all your invoices in one PDF, you can run a report such as Transaction List by Customer. Then, customize the report to the correct type of transaction and date.
 

To guide you further, you can follow the steps below:

1. Go to the Reports menu.
2. Select Customers & Receivables. Then, choose Transaction List by Customer.
3. Click the Customize button.
4. In the Filters tab, search for Transaction Type. 
5. Select Invoice.
6. Make sure to set the date correctly to get the past invoices.
7. Hit OK.
   

Once done, click the Print drop-down arrow. Then, select Save As PDF. Once you save it to your desktop, manually open it. This is how it looks like:

If you want to review each invoice as PDF, you'll have to manually open them. Then, click the Print drop-down arrow and select Save As PDF.

You'll want to know about exporting reports in QuickBooks Desktop company file: Export reports as Excel workbooks in QuickBooks Desktop. This also ensures you have a handy copy of your data.
 

If you're referring to something else, just let me know as I'm always here to help. Take care and stay safe always, luxl.

Hi SarahannC,

You did not understand. I already know how to create a pdf of any specific invoice. I have been working with QB for about 15 years.   I know how to create a report. I need a pdf of EVERY invoice.  That should be about 10,000 individual pdfs. 

I do not understand why you were not able to understand my question. But this seems to be most times I am on this forum. Please do not advise me to do this one at a time. Are there any folks out there who can help with this? I think most likely the answer, if there is one, will not come from a QB Admin or moderator.  There must be an add on to do this?

Thanks for pointing this out and for adding clarification to your concern, luxl.

When printing PDF's for past invoices, you'll want to make sure the Print Later box is checked in each of those invoices. This way you can batch print them from the Print Forms option.

Here's a sample screenshot to see where the Print Later box is located.

To print invoices, please follow this:

1. Go to the File menu.
2. Choose Print Forms and select Invoices.
   
3. You can see the list of invoices to be printed and select all the invoices you want to print.
4. Click OK.
   
5. You can click Preview to review the invoice or just Print it right away.

In case you encounter issues when printing PDF's, you can keep this article handy for tips on how to resolve them: Troubleshoot PDF and Print problems with QuickBooks Desktop.

Feel free to browse this link here if you need help with other tasks in QBDT. It'll route you to our general payroll topics with articles. 

Anything else you need help with can be answered here in the Community. Just let me know and I'd be happy to assist. Have a good one.

Were you able to print all those invoices to a pdf file? We can’t seem to get more than 140 invoices to print to a pdf file and Quickbooks bombs and leaves @All the invoices unchecked and we have to manually check them all to try again.

Hi there, brasmus288.

I'm here to help you print a PDF copy of your invoices in QuickBooks Desktop.

To prevent the program from unselecting your invoices, I recommend printing them by batch. Instead of choosing the 410 invoices, you can print the first 20 to 50 transactions. I suggest following the steps below to print them:

1. Go to the File menu, then choose Print Forms and select Invoices.
2. Choose the first 20-50 invoices you want to print.
3. Click OK.
4. Hit Preview to review the invoices, then Print.

Aside from that, you also have the option to save your invoices as PDF one at a time or email a copy with that format:

Here's how to save your invoice:

1. Open the invoice you want to save as PDF.
2. From the File menu, select Save as PDF.

Another way to do that is by opening the invoice. Then, click the Print drop-down menu at the top and then hit Save As PDF. 

You can perform these steps to send the transaction by batch:

1. After you create a sales form, select Email later before you save it.
2. When you're ready to email the forms, select File, then Send Forms.
3. Review the list of forms to email. Remove the checkmark from any you don't want to send now.
4. A preview of the email shows within the send forms window. Feel free to select another template or edit the email text to your liking.

Please comment on this thread if you have more questions or concerns about printing or emailing your invoices. We're always here to lend a hand. Keep safe.

That is a very poor way to accomplish our goal Charlene, based on what you are recommending we would have 10 to 20 batches of invoices to send the customer with each excel report we send them so after a couple months the customer will have hundreds of pdf files with only a few invoices in each one, what is causing the limitation in Quickbooks Pro, Premier and Enterprise to only allow us the ability to print 140 invoices to a pdf print file? is it a memory issue with the QBW.INI file, How can I talk to Tier 2 or a programmer? This is a very important issue and I have been asking about it for years. I am willing to pay for their time, please have them call me at [phone number removed]

We're always looking for ways to make your experience with QuickBooks more convenient, brasmus.

I can see that being able to print more than 140 PDF invoices is important for your accounting processes. However, this functionality is unavailable within the software. You can follow the steps provided in this thread which can be time-consuming for large volumes. We understand that this limitation may cause inconvenience for you. I encourage submitting a feature request for this option directly to our development team. They actively consider customer suggestions when planning future updates and enhancements to QuickBooks.

Here's how:

1. Go to the Help menu on the upper right side.
2. Select Send Feedback Online and choose Product Suggestion.
3. Type your comments in the box.
4. Click Send Feedback.

The company listens to its customer base, which is why many of the program's current features were suggestions from QuickBooks users. The company also wants to hear from you, so check out its website to vote on future ideas. To access the page, visit this link: Customer Feedback for QuickBooks.

Further, you can talk to our Tier 2 support by following these steps:

1. Go to Help, then select QuickBooks Desktop Help/Contact Us.
2. Select Contact Us.
3. Give a brief description of your issue, then choose Continue.
4. Choose to chat with us or Have us call you.

Keep me posted if you have any other printing concerns or other issues. I'm always here to help.

I have tried the contact us page sooooo many times and have been told Tier 2 will contact me, but the call never comes and when I try the next time I have to go thru all the same questions over and over, isn't there a better way to get ahold of someone who can help me? I have been a Qbooks user since 1998 and I'm a beta tester, does that count for anything?

sorry to hear of this issue. I feel your pain. My solution is that I am soon leaving quickbooks. 

Even if the default on sales receipts is "Print Later", when I print one for a given purpose, then I cannot print it again without individually editing each sales receipt.  (And there's no indicator on the receipts list as to which ones are print later -- I know I can see the list under Print Forms.)

We should be able to select any sales receipt, or batch, and print them!!, by customer, by year, etc.

Any other suggestions than manually edit 10,000+ receipts?

Hello juliehite,

It seems that you've posted the same concerns twice. My colleague already posted their response. You can check this link to review it: https://quickbooks.intuit.com/learn-support/en-us/reports-and-accounting/re-download-all-2021-receip....

I'm always around whenever you have concerns with QuickBooks.