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Emailing Invoices, Advice please?
It seems to be a spreading practice by a few companies I deal with that have now taken to emailing their invoices. And with the cost of postage today I don’t blame them. How do they get the invoice into the pdf???
The only way I can do it is to print it off and then scan it and save as a pdf, but the file is way to large. To get the file down I lose resolution and that looks un-proffessional.How do they do it (?) 😕
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23 Replies
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What software are you using to create your invoices?
I use sage and you can save the invoice as a file, which creates a PDF.
I have two templates invoice mail, invoice e-mail. the e-mail one has my printed template as a background so it looks the same as the printed one.
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Most PDF programs install as a printer. When you go to print you should see your PDF app (eg Adobe Acrobat) listed as a printer.
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http://www.bullzip.com/products/pdf/info.php
Bullzip printer works a treat for ‘printing’ as a PDF.
Just makes you a file on the desktop.
Just install then choose it from the list of printers.
use it all the time.
Dave
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What accountancy package do you have Mike – Sage allows you to email the invoice direct from the application or save the file as a pdf ready to invoice later.
However, if you install "cute pdf" you can save any file from any application as a pdf file. "Cute pdf" is installed as if it is just another printer – you then simply select which printer you wish to use – then selct pdf and it produces the file for you which you can email. No need for scanning, much lower file size, and no resolution issues apart form any embedded raster files that you may use for a logo etc.
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Quickbooks allows you to email as pdf too.
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I use PDFCreator from sourceforge.
Seems good to me as it does what it says. I also save the PDF with all restrictions on with a password apart from printing that is.
Otherwise some cleaver bod could import it and edit it??
Alex. -
I’m using "Sign Estimator" for my invoices and it is a bit dated but does everything I need it to do. No facilities for converting to pdf in the program and it will not allow me to see the full invoice in one shot as it comes up in a scroll box. 🙄
Looks like I’m scuppered there! (hot) -
quote Mike Grant:Looks like I’m scuppered there! (hot)
Doesn’t matter- you can alter the page size or do multi pages on these ‘pdf convertors’…honestly, it’ll do it. "if you can print it on paper – you can ‘print’ it as a PDF.
Install one & give it a go – just choose it as the printer.
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Just tried the "CutePDF" and it worked great. The only problem now is that my program prints onto pre printed letterheads, if I use the programs default header it only prints as a normal address and not as my logo’ed letterhead.
Currently the pdf "prints" without my header on it.
Any ideas on that one.Thanks for all your help so far. 😀
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Can you edit the template you use to print the invoice?
I had this problem with sage, and inserted the image as a background that I print over for paper copies.
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I was looking for this as well as my accounting software " Businessware", which is not very well known but simple and i like it. Only saves files in its own weird format.
Just tried both Cute & Bullzip. Cute won hands down on size of file produced and quality of images.Mike. I have always had a similar problem. I solved it as my accounting software allows me to make up & save several invoice, statement, etc templates. So it was a matter of setting up a template with my logo & address in place as well as a template without. I just select if I want to print with or without the logos depending if printing to my letterhead paper or saving electronically. depends I guess if you accounting software has a document designer.
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Unfortunately my software will not let me import any documents like logos etc. I either must select for "plain paper" which will just type out the address etc as per a normal document or you can select "letterhead" in which case it leaves a gap for your pre printed letterhead.
I thought I had a eureka (-) moment and opened up the saved pdf in Corel and imported my letterhead. This worked great, but the pdf document comes out very pixelated and not at a suitable quality. 😥
*drums fingers on desktop* :banghead:
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Pixelated PDFs??
Mine saves out as vectors & text as a vector so no issues there. infinitely scaleable.
Never tried doing it with embedded jpgs…but there has to be a setting to keep original quality in the ‘advanced’ tab.
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Try opening each file in seperate windows Mike (instead of importing one into the other) then cut and paste from one window to the other to produce the new document.
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Thanks David
I didnt no S
age did that. You all have a great weekend.COME ON ENGLAND !!!
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quote Phill Fenton:Try opening each file in seperate windows Mike (instead of importing one into the other) then cut and paste from one window to the other to produce the new document.
The only way I can get the pdf to open in Corel is to drag and drop from Explorer. If I try to import it into Corel it tells me the file is corrupt????
😕If I print from the original pdf it prints good quality, but the minute I open it into another program to drop in my header it pixilates. (not my header though thats perfect)
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Here is a scan of the result.
Original on the left, imported on the right.
Attachments:
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We use Xero, a cloud based accounting program which allows us to email invoices as pdf’s direct from it.
Mike, can you not print your invoice to file and then use your mail program to send as a pdf.
We’re MAC based and Preview and Apple Mail allows this very easily. -
Neil, my problem now is not the pdf transfer but getting my letterhead onto the pdf to send it to the client. My current invoice package won’t let me do this. 😥
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quote David Hammond:What software are you using to create your invoices?I use sage and you can save the invoice as a file, which creates a PDF.
I have two templates invoice mail, invoice e-mail. the e-mail one has my printed template as a background so it looks the same as the printed one.
Hi,
I use sage too and have the problem of doing this either the invoice printing with all the preset boxes in edit template or emailing without my logo etc, how can I solve this one like you do?
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Create your ‘template’ in your design software, and save as jpg.
In sage edit your invoice, in report designer, in toolbox embedd image.
Click off the page, on the grey area around your document in the properties rename the file name… I just call mine e-mail invoice. Then save as.
I then save as a pdf and attach to the e-mail.
Same with quotes I have a green blank and changed the wording at the bottom, with an expiry date, rather than bank details.
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Thankyou for your reply, much appreciated I will give it a go at work tomorrow 😀
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quote Mike Grant:Neil, my problem now is not the pdf transfer but getting my letterhead onto the pdf to send it to the client. My current invoice package won’t let me do this. 😥
😳 Sorry Mike it’s been a long day!!
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