Print, email or export an invoice

In WorkflowMax, printing an invoice creates a document that can be printed, emailed to a client or exported into several file formats.

The following instructions provide a simple way of printing, emailing or exporting one or more invoices without opening them first. You can also print an invoice by using the Print Invoice screen when you have it open in Client Manager, Job Manager (Financial tab), Work in Progress Manager or Invoice Manager.

To print, email or export single or multiple invoices from the Invoice Manager:

1. In the Business menu, select Invoices.
2. If required, select the down-arrow to the right of the page title (All Invoices by default) and select the required filteredA filter provides a quick way to display only selected clients, invoices, quotes and work in progress based on pre-defined criteria. Once a filter has been selected, it becomes the default title for the page. Page titles that are also filter names are shown in blue text with a drop-down arrow, at right. .
3. Select the required tab: Draft, Awaiting Payment or Overdue.
4. Use the checkbox to the left of the invoice number to select one or more invoices to print.

   The selected invoices are grouped into a single output file, which can be printed, emailed or exported, as required.

   If you're planning to email the invoices to a client, make sure that you select invoices for a single client only.

5. Print.
6. On the Print Selected Invoices screen, choose the required print options.
   1. If the Template drop-down list is visible (it's visible only when custom print templates are available), do one of the following:
   • Select a custom print template. The System Default template print options are not available for custom print templates.
   • Leave the System Default template selected.
   2. Provide the following information, as required.

      Checkbox	Description
      Mark as sent	Leave this checkbox selected to mark the invoices you are printing as sent. Marking an invoice as sent does not actually send it to the client, but simply displays a  in the Sent column in the Invoice Manager screen. This makes it easy to see which invoices have been sent out. Deselect the checkbox if you do not yet wish to mark the invoice as sent – you can do it later (see Mark an invoice as sent).
      Checkboxes displayed only when System Default template is selected
      Print	Items to include in the printed invoice. Select items as required.
      Time/Quantity Rate Amount Notes	Details to include in the printed invoice. For Tasks and Costs items, select Time/Quantity, Rate, Amount and Notes, as required.

7. Print. The contents of the invoice are displayed on screen.

   You can use the print icon () on the PDF toolbar to send the invoice directly to your printer, if you wish.

8. (optional) Email the invoice.
   1. On the Print Selected Invoices screen, select Email.
   2. Provide the following information, as required.

      Field	Description
      Contacts	A list of contacts at the selected client. Deselect any contacts that you do not wish to receive the email. This field is displayed only if you have one or more contacts (with email addresses) set up for the client.
      Additional / Email to	Optional additional email addresses with a comma or semicolon between each address. Type any additional email addresses, as required. This field is called Email (and is mandatory) if you do not have any contacts set up for the client. Type one or more email addresses, as required.
      Send me a copy	This checkbox is selected by default. Deselect the checkbox if you do not wish to receive a copy of the email you are sending.
      Subject	The subject line of the email. If you need to, you can change the subject text: in this field for the current email, or in the appropriate Default Email Subject field on the Business > Settings > Personalise > Email tab. The new text will become the default subject line for future emails of this type.
      Message	The message text of your email.

   3. Send Email. The selected invoice is emailed to the specified contacts or email addresses as an attached PDF document.
9. (optional) Export the invoice in the required format. The options available depend on whether you're printing using the System Default template or a custom print template.
   1. Do one of the following:
      • Select Export to Excel (.XLS format), Export to CSV (.CSV format) or Export to PDF (Adobe PDF format) (when using the System Default template).
      • Select Export to Word (.DOCX format) or Export to PDF (Adobe PDF format) (when using a custom print template).
   2. View or save the exported file, as required.

Related tasks

• Export an invoice to another application