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A
AmithS
April 17, 2019
Question

pdf file name customisation?

  • April 17, 2019
  • 4 replies
  • 2 views

Hi,

 

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?

 

Thanks,

    4 replies

    Rose-A
    Rose-A
    Level 10
    April 17, 2019

    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.

    A
    AmithSAuthor
    April 18, 2019

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

     

    Is this a feature that will be added?

     

    Thanks,

    C
    Catherine_B
    Level 9
    April 18, 2019

    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!

    R
    ralphwest
    July 14, 2021

    This feature is really needed. Please advise if it is on the development roadmap?

      katherinejoyceO
      katherinejoyceO
      Level 9
      July 14, 2021

      Hi @ralphwest,

       

      Thanks for following this thread. At the moment, all suggested plans are subject for further study. Hence, we are unable to provide a specific timeframe as to when this feature will be added.

       

       In the meantime, you can resubmit feedback by going to the gear icon and selecting Feedback. 

       

      Feel free to comment below if you have any other questions. Wishing you continued business success now and in the future!

      B
      bethsnow
      November 16, 2021

      This has been a known issue for a long time! Why can't this be fixed?

       

      My sales receipts are named Cash_Sale_from_[MY ORGANIZATION NAME]__[RANDOM DIGITS].pdf.

       

      This is very confusing for people paying with check or credit card!

       

       

       

       

        J
        joeculbert
        November 15, 2022

        So QuickBooks 2023 desktop is now available... Can anyone confirm if we are now able to customize the pdf file names yet?

         

        My scenario - I use the automatic statement reminders feature, but when I use it the annoying 4 digits number is being automatically generated in QuickBooks 2022. I am wondering if version 2023 has introduced the ability for us to customize the filenames? 

        J
        jamespaul
        Level 8
        November 15, 2022

        Hello, joeculbert.

         

        I'd like to take a moment to drop by here and give some details about the QuickBooks 2023 and the ability to customize the PDF names. 

         

        I checked the logs for QuickBooks 2023 updates and new features. The ability to customize the PDF file name isn't included in the updates. 

         

        Just to add more details on what my colleagues had given before, QuickBooks automatically assigns a file name for the PDF whenever a form is sent to the customers. As you've noticed, we're unable to customize this. 

         

        Though, we can send feedback to our developers regarding this option. They might reconsider adding this feature in the next future updates or versions of QuickBooks. To send feedback, click on the Help menu, hover on Send Feedback Online, then choose Product Suggestions. 

         

        For now, let's manually download the statement or invoices as PDF, then send them to the customers. We can follow the steps given by Rose-A above. 

         

        If you'd like to know more about what's new in QuickBooks 2023, I'll include these articles:

         

        Need to review your financials in the near future? There are a bunch of reports we can use within QuickBooks and all it takes is for us to know how the data is shown on each. Take a moment to read this article if you'd like to know how to utilize them: Understand reports. 

         

        You can always drop by if you have more questions about managing your customer statements and invoices. Would you like some assistance in handling other entries or reports? Create a new thread and my team and I will be right there with you. I'll see you again soon. 

        V
        VeronB
        September 19, 2024

        Hi, processing hundreds of invoices here and would like to set up my own automatic file name to save each time. I need to save a copy of the PDF using "save as PDF" and it would be so much more efficient if the name auto populated in the save window as " Invoice_{invoice #}_{purchase order #}. did they finally add the ability to set this up somehow.

        its been 5 years since this thread began requesting this. 

          MsNorthPND1881
          MsNorthPND1881QuickBooks Team
          QuickBooks Team
          January 8, 2025

          Your experience is acknowledged, and customization of the PDF file is important to your business. However, this feature is not available in QuickBooks Desktop (QBDT). I suggest sending feedback to our software engineer, Tiny Giant. They can consider adding it to our future product updates. Here's how:

           

          1. You can go to the Help menu.
          2. Select the Send Feedback Online.

           

          Feel free to visit this article for more insights about how to use and customize form templates in QuickBooks Desktop: Use and customize form templates.

           

          I want to ensure that everything is handled properly for you, so please keep me updated on how things are progressing or if you encounter any other issues or concerns. Feel free to leave a comment below, Tiny Giant, and I'll respond to you. Have a great day!

          FishingForAnswers
          FishingForAnswers
          Level 4
          January 8, 2025

          @MsNorthPND1881  "They can consider adding it to our future product updates."

           

          Uh-huh.

           

          How has that worked out the past 5 years?

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