Export Booking as PDF (Print Booking PDF)

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Export Booking as PDF (Print Booking PDF)

OctopusPro lets you export any booking as a PDF work order / booking confirmation so you can download it, print it, or attach it to emails. This is useful for sharing job details with customers, internal teams, subcontractors, or site contacts—while keeping documentation professional, consistent, and easy to archive.

On this page

What this feature is for

  • Provide a clear work order: Give customers and teams a printable summary of the job (services, schedule, address, notes).
  • Send professional booking confirmations: Share a branded PDF that matches your business documents (logo, header/footer, terms).
  • Reduce back-and-forth: A single PDF helps answer common questions like “What’s booked?”, “Where is it?”, and “When are you arriving?”
  • Record keeping & compliance: Store non-editable PDFs for auditing, approvals, and internal documentation.
  • Works for all booking types: One-off jobs, recurring bookings, multi-visit jobs, group/class bookings, and remote/virtual services.

What the booking PDF includes

Your booking PDF can include (depending on your settings and template configuration):

  • Booking reference: booking number/reference, status, created date.
  • Customer details: name, contact info, site address/location details.
  • Service details: services booked, descriptions, quantities, and pricing visibility (where enabled).
  • Scheduled appointments: confirmed date/time windows (optional, controlled by settings).
  • Notes and instructions: customer notes, site notes, and important job instructions (based on your template/setup).
  • Payment summary/options: payment info and available payment methods (optional, if enabled).

How to export a booking as a PDF (Web app)

You can export a booking PDF from the booking details page using the Print Booking PDF action (sometimes shown under the Actions / ⋮ menu).

  1. Open the booking you want to export (Bookings → open the booking).
  2. Click the Actions / ⋮ menu (top-right), then select Print Booking PDF.
  3. The PDF will download to your device (or open in a new tab, depending on your browser settings).

Print Booking PDF action from the booking Actions menu

Tip: To print a physical copy, open the PDF and use your device’s print options. To store it digitally, save it to your device/cloud storage.

Email the booking PDF (manual & automated)

Option A: Email it manually from the booking

When emailing a customer from a booking, you can include attachments such as job photos, PDFs, and documents. Depending on your settings/templates, the booking PDF may also be available to attach.

Booking Confirmation Overview

Automated Manual Booking Communication

Exclude the PDF when needed: If you don’t want to include the booking PDF in a manual email, simply uncheck the PDF attachment option before sending (if shown).

Option B: Automatically attach PDFs to automated emails

If you use automated booking emails (confirmations, reminders, updates), you can enable a global setting to automatically include PDF attachments (including booking summaries/work orders) with automated emails.

Where to enable: Settings → General Settings → Booking Settings → enable Attach PDF Documents to All Automated Emails.

Learn more (including examples and troubleshooting): Booking Settings, Flags and Permissions

Booking configuration and preferences

Exclude PDFs from automated emails: If you want automated booking emails to send without PDF attachments, disable Attach PDF Documents to All Automated Emails in Booking Settings.

Customize your booking PDF template (branding & content)

Booking PDFs use the same template controls that govern your other customer-facing PDFs (such as invoices and quotes). This helps keep all documents consistent and professional.

Customer-facing document customization overview

Navigation path: Settings → Financial Settings → Invoice Template

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

1) Design & style (fonts, sizes, colors)

Set font family, font size, and visual styling so PDFs are readable and consistent with your brand.

PDF template design and style settings (font size, font family, alignment, colors)

Upload and align your logo so booking PDFs look professional and match your invoices/quotes.

Upload and set logo for PDF templates

Add company details, licensing text, aftercare notes, or special instructions to the PDF header/footer (useful for compliance and clarity).

Header and footer customization example on a PDF template

4) Show booking details & payment summary (optional)

Control which key booking and payment summary fields appear on the PDF (where applicable).

Booking and payment details shown in a PDF template

5) Show scheduled appointment times in booking PDFs (recommended)

If you want customers to see confirmed appointment time windows inside the booking PDF, enable the dedicated booking PDF flag:

Admin Portal → Settings → Booking Settings → PDF Options → enable Show Scheduled Appointment Times in Customer Booking PDFs.

Learn more: Booking Settings, Flags and Permissions

6) Other PDF options you may use (optional)

Depending on your workflow, you may also enable additional PDF display options such as showing a detailed cost breakdown and scheduled appointment blocks in related PDFs (for example, invoice/quote PDFs). These settings are typically managed within your PDF/template configuration.

PDF options such as service cost breakdown and scheduled appointments display

7) Display payment options (optional)

You can display available payment methods (e.g., cash, bank transfer, card) on PDFs so customers know how they can pay (where enabled).

Payment methods options used on PDFs (cash, bank transfer, etc.)

For more detail on payment instructions shown on PDFs, see: Export Invoice as PDF

Export invoice data to PDF in OctopusPro (Standard PDF or Custom Invoice Template)

Export/email booking PDF from the Fieldworker App (mobile)

Fieldworkers can email a booking PDF from the mobile app when an admin enables the required permissions. This is useful when a technician needs to send a work order/booking summary from the job site.

  1. Open the booking in the Fieldworker App.
  2. Tap Email, then select Email Booking.

Fieldworker app: Email Booking option

When composing the email, ensure the PDF attachment is selected, then send.

Fieldworker app: Email Booking screen showing PDF attachment

Permissions note: If a fieldworker cannot see these options, review your access controls: Fieldworker Permissions & Access Control

Best practices & troubleshooting

  • PDF didn’t download: Check your browser download settings and pop-up blocker, then retry (or try another browser).
  • Details look outdated: If booking details changed after exporting, export the PDF again to generate a fresh version.
  • Schedule/time window not showing: Enable Show Scheduled Appointment Times in Customer Booking PDFs under Booking Settings → PDF Options, then re-export the PDF.
  • Customer says “no attachment”: Confirm Attach PDF Documents to All Automated Emails is enabled (for automated emails), or ensure the attachment is selected (for manual emails).
  • Wrong time zone in PDF: Check your company locale/time settings, then regenerate/export again.
  • Keep branding consistent: Use a single PDF template (logo, fonts, header/footer, terms) so booking PDFs match quotes and invoices.

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