Download, print and share quotes and invoices as PDF

Open any quote or invoice and use Preview, Download PDF or Share. Leadnote produces a print-ready page, and you save it as a PDF with your browser. You can also email it, send it on WhatsApp or copy a link for the customer.

Preview and save as PDF

The buttons at the top of a quote, invoice or sales order are:

• Preview opens the document in a window on the same page. Open in new tab shows it full size.
• Download PDF opens the printable document in a new tab.
• Print / Save as PDF is the button on that printable page. It opens your browser's print dialog. Choose Save as PDF as the destination to get a file, or choose a printer to print on paper.

If you have unsaved changes, Leadnote saves them first so the printout is current. The page is laid out for A4 paper with 16 mm margins, and the toolbar is hidden when printing.

Payment receipts have their own printable page, opened with View receipt on the Payments tab. See Record payments and balances.

What the printed document shows

• Your logo, or your company name if there is no logo, plus your address. Leadnote uses the address of the branch selected on the document. If no branch is selected, it uses your company profile address.
• Your tax reference and registration number from the Company Details settings.
• The document title, number, date and stage. Quotes show Valid until, invoices show Due, and sales orders show the requested delivery date.
• The customer box with your reference numbers, and the Bill to and Ship to addresses with their tax numbers.
• The line items, with discount and tax columns when the document uses item-level discount or tax.
• Subtotal, discount, net total, additional costs, each tax line, round off and grand total. Invoices also show the amount received, the balance due and the payment status.
• The payment QR code, bank details and payment link, if you switched them on for the document, plus payment notes.
• Terms and conditions, your signature image and the footer.

Numbers and dates follow your organisation's locale and time zone. Money uses the digits of the document currency.

Templates and branding

An Owner or Manager sets these in the Settings tab. Quotes and Invoices have separate Settings tabs, so repeat the setup in both:

• Templates: Classic (clean, minimal), Modern (bold branding with accent colours) or Executive (full-width banner and a signature block). The choice applies to new documents. A custom template option on the same screen has a Contact Us button.
• Branding: upload a Company Logo and a Signature Image. JPG and PNG are supported, up to 5 MB. A PNG with a transparent background works best for the signature.
• Document title: the name printed in the header, for example Quotation, Proposal, Invoice or Tax Invoice.
• Payment & Footer: payment link, payment QR image, bank details, payment terms, terms and conditions and the footer text.

On each document, the Payment & footer tab lets you choose which of the QR code, bank details and payment link appear on that printout.

Share by email or WhatsApp

1. Click Share and choose Email or WhatsApp.
2. Check the To address, or the Mobile number for WhatsApp. Leadnote fills it from the lead.
3. Edit the Subject and Message. A link to the printable document is added to the message.
4. Click Send.

The message goes through the same messaging engine as your campaigns, so sending needs a working email or WhatsApp channel. See Messaging overview. An Owner or Manager can check the result in the message log. Sharing a Draft quote or invoice by email or WhatsApp also moves it to the Sent stage and locks its currency and exchange rate.

Copy a link

Choose Share and then Copy link. Leadnote copies a link to the printable document. Anyone who has the link can open it without logging in, and can use its Print / Save as PDF button. The link always shows the current version of the document, and it stops working if the document is deleted. Copying the link does not change the stage.

Who can share

Sharing counts as editing, so it needs edit access to Sales Tools. Account Owners and Managers can share any document. L1 Users can share documents they created or are assigned to. L2 Users can preview and print, but sharing is disabled for them by default. On the mobile app, open a document and use Share.