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arkvalleyinfo
December 11, 2018
Solved

I need to export all of my invoices to PDF files. Preferably each invoice wouild be a separate file with the invoice number as a name.

  • December 11, 2018
  • 4 replies
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I am using QuickBooks Pro Plus 2015 Desktop edition.  I need to export all of my invoices to PDF files for an audit.  Each file needs to be named with the invoice number.  Is there any way to do this?  I hired a programmer and he has not found any way to do this.

    Best answer by qbteachmt

    If you have a PDF printer (Cute PDF or W10 comes with one), just select all the invoices to print, then direct them to this "printer" and it should force you to save one at a time.

    4 replies

    qbteachmt
    qbteachmtAnswer
    December 11, 2018

    If you have a PDF printer (Cute PDF or W10 comes with one), just select all the invoices to print, then direct them to this "printer" and it should force you to save one at a time.

      A
      arkvalleyinfoAuthor
      December 11, 2018
      Doesn't work for me.  MS Print to PDF on Windows 10 prints all as one file.
      A
      arkvalleyinfoAuthor
      December 11, 2018

      Hi James665,

      You can save your invoices as PDF files. However, you'll have to do this one at a time. Just open an invoice and click the Save drop-down button to select Save as PDF. There's no option right now to do this as a batch action. You can send a message to our product development team. This will make them aware of how you'd like the program to work. Just click Help, then select Send Feedback Online.

      Please let me know if you have any further concerns.

        A
        arkvalleyinfoAuthor
        December 11, 2018
        How can I do the same via web-services? like estimateQuery, I would like to create a estimate as pdf or download it through code(node js)
        M
        MaryGraceS
        December 18, 2018

        Hello there, James665 and sherronw.

         

        Currently, there isn't an option exporting invoices as PDF in QuickBooks Desktop. Just like what my colleague @arkvalleyinfo mentioned, you can save your invoices one at a time. 

         

        Here's how: 

        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 just open the invoice. After that, click the Print drop-down at the top, then select Save As PDF. 

         

        Also, I’ll be sure to share your thoughts with our engineers to see if this feature will be available on the next updates. I also recommend requesting this feature to our product developers. We'd love to know how we could make the program cost and time efficient to help run the business better.

         

        Let me guide you through the steps to send the feedback:

        1. Click the Help menu.
        2. Select Send Feedback Online.
        3. Select Product Suggestion.

        If you need to reach out for more help our phone agents will be able to help you get to a resolution quickly.

         

        Here's how you can reach them: 

        1. Go to https://help.quickbooks.intuit.com/en_US/contact#.
        2. Select your QuickBooks product at the top right.
        3. Select a topic. 
        4. Click the green Get Phone Number button to see the support number.

        Feel free to leave a comment below if you have any other questions about saving invoices as PDF or about QuickBooks. I'll be happy to help you out. 

         

        S
        sherronw
        January 14, 2019

        Thank you, Mary,

        Is this also true for Quickbooks online?  Per this article, it appears selecting "print later" or "save later" is optional:  https://quickbooks.intuit.com/community/Income-and-expenses/How-to-email-or-print-multiple-invoices-and-sales-forms-at-one/m-p/185633.  I am willing to purchase the online version if necessary.

        K
        KhimG
        January 14, 2019

        Thanks for coming back, @sherronw.


        Allow me to join the conversation and address your concern about exporting transactions as one pdf file in QuickBooks Online.


        With QBO, you can save your invoices as one pdf file by using the Batch Print option referenced in this article: https://quickbooks.intuit.com/community/Income-and-expenses/How-to-email-or-print-multiple-invoices-and-sales-forms-at-one/m-p/185633.


        Once all invoices are entered into QuickBooks, follow the steps below to convert the transactions as a pdf file:
        1.    Go to Sales from the left menu and select the Invoices tab.
        2.    Place a check mark on the box next to the invoices to select them.
        3.    Click the Batch actions drop-down and choose Print Invoices.
        4.    A print preview using pdf will show on the screen.
        5.    Choose the Download icon at the top next to the Print icon to save the invoices as a PDF file.

         

         

         

        Here’s an article for your reference: Download and save invoices, other sales forms, and statements as PDF.


        That should get you pointed in the right direction. Please let me know if you need anything else. I’ll be here to help. Wishing you the best!

          T
          trelfalabs
          January 12, 2023

          The only workaround I have found for this is to:

          1. Print all invoices to paper.

          2. Change my (ScanSnap) scanner settings to create separate files for each sheet scanned. (It will automatically assign separate file names as it goes. You can play with the File Name Format a bit. For example, all file names can include the words Invoice or 2023, or whatever label you choose, at the very least.)

          3. Pull out the invoices that are on multiple pages, to do separately later. (Otherwise each sheet in the one invoice will get separated into 2 files.)

          4. Feed all the one-page invoices through the scanner in large batches.

          5. Once scanning and file saving is complete, edit each individual file name.

          I may skip #5. because my scanner allows for OCR, so I can find the invoice I need by utilizing that feature without the need to rely on the file name. For me, putting them all in a folder identified by the fiscal year is enough.

           

          Hope this helps!

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