Generate a Quote PDF

Who This Is For

Users who need to create a PDF document from their quote to preview, download, or prepare for sending to customers.

What You'll Accomplish

By the end of this article, you will be able to:

  • Generate a PDF from any quote
  • Preview the PDF
  • Download the PDF
  • Understand PDF versions

Before You Start

Make sure you have:

  • A saved quote with at least one product
  • A customer added to the quote (recommended)
Note: You can generate a PDF without a customer, but the quote will be incomplete.

Step 1: Open Your Quote

  1. Navigate to Quotes > Sales Quotes
  2. Click on the quote you want to generate a PDF for
  3. The quote editor opens

Step 2: Generate the PDF

  1. Click Create PDF in the top action bar
  2. Wait for the PDF to generate (usually 2-5 seconds)
  3. A success message appears when complete

Step 3: Preview the PDF

After generation, you can preview the PDF:

  1. The PDF viewer opens automatically, OR
  2. Click View PDF to open the preview
  3. Review the document for accuracy

The PDF includes:

  • Your company logo and information
  • Quote number and date
  • Customer details
  • All products with descriptions, quantities, and pricing
  • Totals including discounts, shipping, and tax
  • Any terms and conditions

Step 4: Download the PDF

  1. In the PDF viewer, click the Download button
  2. The file downloads to your computer
  3. File name format: Company Name - Quote#QB0001 v1.pdf

Understanding PDF Versions

Each time you generate a PDF, a new version is created:

  • v1 — First version
  • v2 — Second version (after changes)
  • And so on...

All versions are saved, so you can access previous versions if needed.

Troubleshooting

Problem: PDF won't generate

Cause: Quote may be missing required data.

Solution: Ensure you have at least one product. Save the quote first.

Problem: Logo doesn't appear on PDF

Cause: Logo not uploaded or wrong format.

Solution: Go to Account Settings and upload a PNG or JPG logo.

Problem: Wrong template or layout

Cause: Custom template not selected.

Solution: Check Settings > PDF Templates to select your preferred template.

Problem: Prices look wrong

Cause: Price or tax calculations may be incorrect.

Solution: Review the quote totals before generating. Check tax rate settings.

See also