Send or print a bill

Share a PDF from your phone, print an A4 invoice, print an 80mm or 110mm thermal receipt, reprint a counter receipt and set your default format.

There are three ways to give a customer a bill: share a PDF from your phone, print a full invoice, or print a narrow counter receipt. This article covers each, step by step.

Share an invoice as a PDF

  1. Save the invoice (Save Invoice). The saved panel shows the invoice number and three buttons: Print, Share and New Invoice.
  2. Look at the Share button. If it says Preparing…, wait a few seconds while InvoBill builds the PDF. When it says Share, it is ready.
  3. Tap Share. Your phone's own share sheet opens with the invoice PDF attached.
  4. Choose WhatsApp, email, Messages or any other app. Pick the customer and send from that app.
  5. A small message says Shared. If your browser cannot share files, it says PDF downloaded instead, and the PDF is saved on your phone for you to attach yourself.
Good to know: InvoBill hands the PDF to your phone. It does not send the message itself, so it cannot tell you whether the customer received or opened it. You send the message from the app you picked.

Share an older invoice

  1. Go to Sales > Invoices.
  2. On the invoice's row, open the row menu (the three dots).
  3. Choose Share to open the invoice and prepare the PDF, or View / Print to open it for printing.

Print an invoice on A4

  1. Open the saved invoice, or finish saving a new one.
  2. Tap Print.
  3. Your device's print dialog opens with the invoice laid out in your chosen format. Pick your printer, or choose Save as PDF if you want a file.
  4. Confirm the print.

The invoice is loaded from the server when you tap Print, so printing from this screen needs an internet connection.

If your company uses e-invoicing: when a signed e-invoice exists for the bill, Print opens the compliance version in a new tab, with the IRN and signed QR. If the IRN has not been registered yet, you see IRN not registered yet and get a standard copy. An IRN prints only after the government portal has confirmed it.

Print many invoices at once

  1. Go to Sales > Invoices.
  2. Tick the box on each invoice you want.
  3. Tap Bulk Print Selected (the count shows in brackets).
  4. A print window opens with all the invoices. Choose your printer and confirm.

Choose how your bills look (A4, 80mm, 110mm)

  1. Go to Settings and open the Print tab. You need an administrator login for Settings.
  2. The Invoice Format card shows your business type and a banner called Default for new receipts with the format in use today.
  3. Use the filters to narrow the list: type (All types, A4 Invoice, Cash Memo / POS, PDF custom), size (All sizes, A4, 80mm, 110mm) and tags.
  4. Open a format's preview to see it. The preview has tabs for A4, 80mm and 110mm.
  5. Tap Set as default on the format you want. The button changes to Current default.

Custom templates you create appear in the same list. A custom template can also be made the default with Use as default.

Print a counter receipt on a thermal printer

  1. Make sure your thermal printer is already set up as a printer on the phone, tablet or computer you use. InvoBill prints through the device's print dialog, so the device must know the printer.
  2. Complete a sale in Quick Sale. In the Complete Payment window there is a switch called Auto-print receipt after sale. Turn it on to print every sale straight away.
  3. After the sale a strip appears: Receipt ready with the invoice number and total. Next to it you see Using default format and a switch for 80mm (3-inch roll) or 110mm (4-inch roll).
  4. Pick the roll width that matches your paper. Then use the preview, print or reprint option shown in that strip.
  5. In the print dialog, select your thermal printer and confirm.

More receipt options in that strip

  • Download receipt: saves the receipt as a PDF.
  • Share receipt: opens the phone share sheet, the same as for invoices.
  • View sale: opens the saved invoice.

If the print fails

A red message says Sale (number) is saved. The receipt still needs attention. The sale is safe. Tap Retry print. This retries only the printing and never records the sale a second time. If the message also says the receipt could not be stored on the device, use Download receipt or Share receipt straight away to keep a copy.

Share a customer statement

For a customer's full account, use Reports > Customer Ledger. After you pick the customer and period, the buttons CSV, Share and Print / PDF appear. Tap Share once to prepare the PDF (a message says Statement ready to share), then tap Share again to open your phone's share sheet.