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.

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

Is this a feature that will be added?

Thanks,

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!

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.

did this ever get sorted? this feature is sorely missed. 

Hello there, benappease.

Customizing the PDF file isn't available in QuickBooks yet. As for now, you can perform the steps provided by my colleague above to customize Pdf file.

I'd make sure to let our product engineers know your feature request. Product suggestions are used to consider whenever they'll have a product update.

I'd also make sure to keep you updated with this. Feel free to visit us again.

When you "email invoice" in QB, can you delete the default PDF from the email in QB and replace it with your own file? That way we have the file format we want but we have the email history still in QB.

Greetings, @slharris.

There are two options you can consider to successfully use your own file when emailing your invoices. Let me provide them to you.

In QuickBooks, you can either import your template in QuickBooks. Or you can manually send your invoices from your email provider.

If you prefer to import your own template, note that it should be in the Corel Designer File (.DES) format.

You can follow the steps in importing:

1. Click on Lists from the menu bar.
2. Choose Templates.
3. From the Templates drop-down, choose Import.
4. Choose your template.
5. Click on Open.

But if you prefer to email it manually to your customers, you can send an invoice from QuickBooks to a dummy email. This way, it’ll show in the history that you've sent it in QuickBooks.

Then you can copy the email and change the PDF attachment with your own and send it using your email provider.

You can read this article to help you in customizing your templates: Use and Customize Form Templates.

You can let me know if you need help with anything else. I’ll always be here to help.

How we handle this is we bcc every invoice to a separate email account.  (set up in Company Preferences).

Good to hear from you today, JohnnyGearStick.

I can lend you a hand in sending an invoice to a separate email via QuickBooks.

You can use the send forms option to add the separate email when sending an invoice via QuickBooks.

Here's how:

1. Click File at the top menu bar and choose to Send Forms.
2. Go to the Bcc field.
3. You can separate the email using a comma.
4. Hit Send Now.

You may find this article helpful: Set up and send progress invoices in QuickBooks Desktop.

For additional help, you can also reach out to our QuickBooks Desktop Support.

1. Within your QuickBooks Desktop, click Help at the top menu bar.
2. Click Contact us.
3. To route you to the correct support expert, we need to know what type of question you have. Give a brief description of your issue and click Continue.
4. We’ll provide you a few options. You choose which one is best for you.

Should you need more help in sending an invoice in QuickBooks, please let me know. Have a good one.

Hi, when is this issue going to be resolved? It was requested in 2019

You need to allow users to customise the file name 

I need docs sent with specific wording in the name to comply with my customers automated processing systems

Please kindly sort this out guys, it's been a long time since the initial request

Note: don't tell me to save the document, change the name & then send it, it defeats the purpose & could result in human error in processing

I welcome your reply & action

Thanks 

I hope this is something that they are working on . This one and the ability to add our custom logo when printing envelopes would be a great one for me.  I have to open a different Word file with our envelopes that are already customized and cut and paste the customers billing information from QB desktop to the Word file I have opened separately from QB.  Again, everyone knows how to save a pdf under a different name.  What we are asking of you QB is to make it an option within your program so that it is a simple task that we can perform directly from the QB app and not have to save the pdf file, open the email, type the salutation/email body and then attach a file. QB should have this option available by now. This is 2021.

Quickbooks - Come on! Let's get this fixed. It is ridiculous this can't be adjusted, and the work around is tedious and time-consuming.

Hi jkosta,

I understand that this will bring help to your work, so I'm taking note of your feedback to be considered in future updates. You can send one by going to the Help menu and choosing Feedback. You can send your product suggestions there.

If you have questions, feel free to go back to this thread.

This needed to be added asap. It's very simple. 

Get on it already! Seriously, we all pay a ton of money for QB Desktop and it's silly that we can't edit the file name that's attached to the send email functionality. Change it or I'm taking my business someplace else and will be asking for a refund. I just upgraded to Premier 2021 and paid $700 - essentially for nothing! 

You're going to start losing customers. We also need the ability to customize the payments email that gets sent. 

There are no excuses!

It's a huge oversight that you can use fields to customize the body of the email sent out but you can't use any of those same fields to customize the filename of the auto generated+attached PDF.

This is trivial to implement!

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

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!

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!

I recognize the importance of being able to change the file name when saving a sales receipt PDF, @bethsnow.

Let me provide some insights on how you can have it changed.

From the Customer's Center, manually open the sales receipt. Then, rename and save it as a PDF. Make sure to erase the asterisk (*) sign in the file name box.

Here's how:

1. Go to the Customers menu.
2. Select Customer Center.
3. Locate and open the customer name you want to save PDF from.
4. Locate and double-click the sales receipt to open it.
5. From the Print icon, select Save As PDF.
6. Once done, hit Save.

In case, you'll not have this option to rename the file, you can refer to the steps provided by @JessT. This way you can send us feedback about this so we can work on it as soon as possible.

For future use, check out this article on how to manage sales forms in QuickBooks: Use and customize form templates.

Please let me know if you have other concerns about QuickBooks or sales receipts. I'm always willing to help you further. Stay safe!

Hello,

In addition to other requirements above, I'd like to chime in with the need for the automated invoice filename generation to be in the invoice language. It's a little insulting to invoice a non-english speaking client with a english filename. In french "invoice 1234_from_abc123inc.pdf" should be "facture 1234_de_abc123inc.pdf".

Thank you,

Philippe

Hello,

In addition to other requirements above, I'd like to chime in with the need for the automated invoice filename generation to be in the invoice language. It's a little insulting to invoice a non-english speaking client with a english filename. In french "invoice 1234_from_abc123inc.pdf" should be "facture 1234_de_abc123inc.pdf".

Thank you,

Philippe

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? 

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:

• What’s new in QuickBooks Desktop 2023
• New and improved features in QuickBooks Desktop Plus 2023 (this article is for Accountants but it should also apply to regular users as well) 

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.