Export an Invoice as a PDF
OctopusPro lets you export any invoice as a PDF so you can download, print, share, or store it for record-keeping. You can export using the Standard PDF format, or your Custom Invoice Template (when enabled), so every invoice looks consistent and professional.
On this page
- What this feature is for
- How to export an invoice as a PDF (Web app)
- Export/email an invoice PDF (Fieldworker app)
- Standard PDF vs Custom Invoice Template
- Invoice PDF customization (template settings)
- Show bank account details & payment options on invoice PDFs
- Best practices & troubleshooting
- Related guides
What this feature is for
- Share faster: easily attach or forward a PDF invoice to customers, accountants, or internal staff.
- Print on-site: provide a printed invoice during or after the job.
- Consistent branding: export invoices in a consistent layout that matches your company identity.
- Clear payment instructions: include bank details, payment options, and terms so customers can pay without delays.
- Record keeping: store PDFs for auditing, reconciliations, and compliance.
Note: Exporting/printing an invoice PDF does not send it to the customer automatically. To deliver invoices to customers, use email/SMS sending workflows.
How to export an invoice as a PDF (Web app)
You can export an invoice PDF from the invoice details page or directly from the All Invoices list.
Option 1: Export from the invoice details page
- Go to Invoices from the main menu.
- Open All Invoices (or any invoice list view).
- Click the invoice you want to export to open the invoice details page.
- Click Actions, then select Print Invoice PDF.
- Select Standard PDF or Custom Invoice Template (if available), then download/print the PDF.
Option 2: Export from the All Invoices list
- Go to Invoices > All Invoices.
- Find the invoice you want to export.
- Click the invoice Actions menu, then select Print Invoice PDF.
Sending invoices with a PDF attachment: when you send an invoice to a customer, OctopusPro can include the invoice as a PDF attachment. When sending manually, you may see a checkbox to control whether the PDF is attached.
Learn more: Send Invoices to Customers (Email & SMS)
Export/email an invoice PDF (Fieldworker app)
Fieldworkers can access and email invoice PDFs from the OctopusPro mobile app (if an admin grants the required permissions).
- Permissions guide: Fieldworker Permissions
- Fieldworker invoice workflow: Invoicing, Payments & Refunds (App)
Standard PDF vs Custom Invoice Template
- Standard PDF: uses OctopusPro’s default invoice PDF layout.
- Custom Invoice Template: uses your configured template layout, styling, and display preferences (recommended for branded invoices and consistent presentation).
If you want your PDFs to match your brand (logo, fonts, colors, header/footer notes, terms, etc.), configure your invoice template here:
Invoice & Quote Template Layout, Style and Design Customization
Invoice PDF customization (template settings)
Control how invoice PDFs look and what information is displayed by configuring your invoice template settings.
Go to: Settings > Financial Settings > Invoice Template
Display service cost breakdown (itemized vs simplified)
Choose whether invoices and quotes shared with customers show an itemized service cost breakdown:
- Visible: customers see a detailed breakdown (recommended for transparency).
- Hidden: customers see a simplified invoice (useful for bundled pricing).
Display scheduled appointments in customer invoice PDF
Show the scheduled booking date/time details on the invoice PDF to reduce confusion and missed appointments (especially for multi-visit or recurring services).
Display custom field prices in customer invoice PDF
If you use custom fields for billable add-ons (e.g., materials, upgrades, surcharges), you can control whether those custom field prices are shown on the customer-facing invoice PDF. This helps you decide between full transparency and a simplified presentation.
Invoice entity display preference (Business vs Individual)
Choose which identity details appear on invoice PDFs:
- Business: show the company’s business identifiers (e.g., ABN/EIN, registration name).
- Individual: show the assigned fieldworker’s business details (useful for subcontractor models).
Invoice font size & font family
Adjust the font size (in pixels) and font family to improve readability and align with your brand identity.
Invoice logo & alignment
Upload your logo and set the logo alignment (left/center/right). For best results, use a high-resolution PNG with a transparent background.
Invoice font color & border color
Set font and border colors to match your branding. Keep strong contrast so invoices remain easy to read.
Invoice header & footer
Add extra business information and messages in the invoice header/footer, such as:
- contact details (phone, email, website)
- license/registration numbers
- warranty notes, service reminders, or thank-you messages
- short payment notes (summary)
Terms & Payment Advice (Invoice, Quote, and Statement)
Include payment terms and regulations to prevent misunderstandings. You can either type the terms directly or upload a PDF file containing your terms so they are included in outgoing invoices, quotes, and statements.
Tip: After updating invoice template settings, click Save changes, then export the invoice PDF again to confirm the changes are applied.
Show bank account details & payment options on invoice PDFs
Display bank account details on invoices (bank transfers)
You can add your business bank account details and display them on invoice PDFs, so customers can pay via bank transfer without having to contact your office for account details.
How to add bank account details:
- Go to Settings > Financial Settings > Payment Integration.
- Scroll to the Bank Details section.
- Click the pin icon to open the bank details popup.
- Enter the required information, then click Save.
Typical required bank details include:
- Account name
- Bank code (e.g., BSB / sort code / routing number / branch code)
- Account number
- Bank branch address
- Optional (country dependent): IBAN, SWIFT/BIC
Full guide: How to Add Company & Fieldworker Bank Details
Displaying payment options on invoices
OctopusPro can also display your available payment methods on invoice PDFs (e.g., Cash, Bank Transfer, Credit Card, Cheque, etc.). This gives customers more flexibility and can help you get paid faster.
Manage payment methods here: Payment Methods Configuration
Best practices & troubleshooting
Best practices
- Keep PDFs readable: choose a clear font, suitable font size, and high-contrast colors.
- Reduce disputes: enable cost breakdown visibility when customers need itemized clarity.
- Reduce missed appointments: display scheduled booking details on the invoice PDF when relevant.
- Speed up payments: include payment options and bank details (if you accept bank transfer), plus clear terms & payment advice.
Troubleshooting
- PDF won’t download/open: check pop-up blockers and browser download settings, then export again.
- Logo is blurry: upload a higher-resolution PNG (preferably transparent background) and avoid stretching.
- Wrong business details appear: confirm Invoice entity display preference (Business vs Individual).
- Bank details/payment options missing: confirm they are configured in settings and that relevant payment methods are enabled.
Related guides
- Invoice, Billing, Payment, and Refund Management
- How to View and Manage an Invoice
- Send Invoices to Customers (Email & SMS)
- Invoice & Quote Template Layout, Style and Design Customization
- Payment Methods Configuration
- How to Add Company & Fieldworker Bank Details
- Fieldworker Permissions
- Invoicing, Payments & Refunds (App)
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