Export a Quote as PDF (Print / Download Quote PDF)

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Export a Quote as PDF (Print / Download Quote PDF)

OctopusPro lets you export any quote / estimate as a professional PDF so you can download it, print it, or share it with customers, property managers, insurers, or internal teams. A PDF is ideal for approvals, procurement, record keeping, and offline access.

Export quote data to PDF for sharing, offline access, and record keeping

On this page

What this feature is for

  • Professional proposals: Send a clean, branded quote/estimate that’s easy to review and forward.
  • Approvals & procurement: Provide a printable document for sign-off (property managers, strata, insurance, internal approvals).
  • Reduce back-and-forth: Clearly communicate scope, pricing, and terms in one document.
  • Offline access: Download the PDF and access it anytime (even without internet).
  • Audit trail: Keep a snapshot of what was quoted at the time it was issued/sent.

What the quote PDF can include

Depending on your quote setup and PDF template settings, your quote PDF can include:

  • Quote reference: quote number, created date, expiry date, status.
  • Customer & site details: name, contact info, service address/location details.
  • Scope & line items: services/items, quantities, descriptions, taxes, discounts, totals.
  • Terms & conditions: payment terms, exclusions, disclaimers, policies.
  • Itemized pricing visibility: show detailed breakdown or totals-only (configurable).
  • Scheduled appointments: include or hide appointment date/time blocks (configurable).
  • Branding: logo, header/footer content, fonts, and styling.

Note: If you edit the quote after exporting, export it again to generate a fresh PDF that reflects the latest scope/pricing.

Option A: Export/preview PDF from the Quotes list (fastest)

Use Preview PDF when you need a quick export without opening the quote record.

  1. Go to Quotes from the main menu.
  2. Open All Quotes (or another quote list view).
  3. Find the quote, then open the Actions menu on the right.
  4. Select Preview PDF to generate/view the PDF (then download or print from your browser PDF viewer).

Quotes list actions menu showing Preview PDF option

Tip: Preview PDF is also the fastest way to double-check branding and layout before emailing the quote.

Option B: Export PDF from the Quote details page

Use Print Quote PDF when you want to review or update the quote first (scope, pricing, expiry date, follow-up date, appointments, attachments, etc.).

  1. Go to Quotes → All Quotes.
  2. Click the quote to open the Quote details page.
  3. Open the quote Actions / ⋮ menu.
  4. Select Print Quote PDF (the PDF will download or open in a new tab depending on your browser settings).

Print Quote PDF option in the Quote details actions menu

Tip: If your browser blocks pop-ups/new tabs, allow pop-ups for your OctopusPro domain and try again.

Email the quote PDF (manual sending & attachments)

When you email a quote from OctopusPro, you can include the quote PDF as an attachment and add extra files (photos, documents, specifications) if needed.

  1. Open the quote.
  2. Select the email option (e.g., Send Quote).
  3. Confirm the quote PDF attachment is included (if enabled), attach any extra files, then click Send.

Send quote email window showing the quote PDF attached

Learn more: How to Send, Track & Automate Quotes in OctopusPro

Quote Creation Methods

Quote Followup and Automated Reminders

Automatic PDF attachment in quote emails

OctopusPro can automatically include the quote as a PDF attachment in both manual quote emails and automation-enabled quote emails. A simple checkbox controls whether the PDF is attached—so you can include it when needed and remove it when you don’t.

  • Use cases: automatically attach the PDF for approvals, procurement, and record keeping.
  • When to disable: if your customer’s email security blocks attachments and you prefer link-based viewing/approval.

Tip: If a customer says they didn’t receive the attachment, ask them to check their spam/quarantine filters (some email systems strip attachments), then resend with the PDF enabled.

Fieldworker access (mobile/app permissions)

Fieldworkers can view and email quote PDFs from the Fieldworker App if an admin enables the required permissions. This is useful when a technician needs to send an estimate from the field.

Fieldworker App: Email Quote option

Fieldworker Quote Sending Workflow

Customize your quote PDF template (branding & layout)

You can control how your quote PDFs look and what they include—so every PDF matches your branding and shows the right level of detail.

Go to: Settings → Financial Settings → Invoice Template

Full guide: Invoice & Quote Template Layout, Style and Design Customization

Invoice Template settings used to customize quote and invoice PDFs

1) Font style (family, size)

Choose a readable font family and size so your PDFs look professional on-screen and in print.

PDF font size and font family settings

Upload your logo and control its alignment so every quote PDF is instantly recognizable and on-brand.

PDF logo alignment settings

Branding guide: Company Branding & Logo Setup (Invoices, Trading Names & Emails)

Add custom header/footer content such as contact details, licensing info, warranty/aftercare notes, or important disclaimers.

Header and footer customization for PDF templates

4) Payment terms & regulations (terms & conditions)

Include payment terms, cancellation policies, and any legal/regulatory text required for your industry.

Terms and payment advice section for quote/invoice PDFs

5) Visibility controls (itemized pricing & scheduled appointments)

Control the level of detail customers see in the PDF:

  • Itemized cost breakdown: show detailed service line items (or simplify to totals-only).
  • Scheduled appointments: include or hide appointment dates and times (where applicable).

Toggle to display itemized service cost breakdown in quotes and invoices shared with clients

Toggle to display scheduled appointments in customer PDFs (where applicable)

Best practices & troubleshooting

  • Export after edits: If you changed scope/pricing/terms, export again so the PDF reflects the latest version.
  • PDF won’t download/open: Check browser pop-up blockers and download settings, then retry (or try another browser).
  • Customer can’t see the attachment: Confirm the PDF attachment checkbox was enabled and ask them to check spam/quarantine filters.
  • Branding looks wrong: Update logo/fonts/header/footer/terms in Invoice Template, then preview/export again.
  • Itemized pricing or appointments not showing: Review the PDF visibility toggles (itemized cost breakdown / scheduled appointments) and re-export.

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