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Overview

Some customers still want paper — a copy left in the door, handed over at the end of a visit, or mailed out. Any invoice in ProBase can be printed through your device’s normal print dialog, where you can send it to a printer or choose Save as PDF and attach the file to an email. You don’t need to set anything up. The printed page is laid out for you: your business letterhead at the top, a Bill to block for the customer, the line items and totals, and a How to pay section — a QR code the customer can scan to pay online, or your contact details if you don’t take payments online. How you print depends on whether the invoice has been sent yet.

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An invoice you’ve already sent

1

Open the invoice

Go to Money → All invoices and tap the invoice you want, or open it from the customer’s billing history. See Managing invoices.
2

Tap ⋯ More, then Print

The ⋯ More button sits in the top-right corner of the invoice. Print is one of the rows in the sheet it opens.The invoice, with ⋯ More in the top-right cornerPrint in the invoice's More sheet
3

Choose a printer — or Save as PDF

Your browser’s print dialog opens. Pick your printer and print, or choose Save as PDF (called Print to PDF on some devices) to get a file you can email or keep.

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A draft

A draft is printed by sending it on paper. Open the draft, tap Send invoice, choose Print / PDF under Send as, and tap Generate PDF. ProBase gives the invoice its number and locks in your business and customer details — just like sending it by text or email — and then opens the print dialog. Nothing is sent to the customer. See Sending invoices and reminders.
The print dialog belongs to your browser or phone, not to ProBase, so it looks a little different on every device. Paper size, margins, and the number of copies are all set there. When you save a PDF, the file is already named for you — for example Invoice-00042-David-Chen.

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What the printout looks like

The printed page is not a screenshot of the app. Everything that’s only useful on screen — the navigation, the back arrow, the status badge, the ⋯ More menu and the buttons at the bottom — is left off, and a proper invoice letterhead is added in its place. A printed invoice, with letterhead, line items, totals, and a Pay-online QR code From the top down, a printed invoice carries:
Missing branding fills itself in. An invoice stores a snapshot of your business details at the moment you sent it. If you’d left your address or logo blank back then and have since added them, the printout uses what’s on your Business Profile today — so old invoices reprint with your current branding rather than a half-empty letterhead.
The Due date follows your setting. If Show overdue status to customers is off — which is the default — the printed invoice shows only the Issued date and never mentions a deadline, exactly as the on-screen version does. Turn it on in Payment terms and due dates and the Due date prints too. A paid invoice always prints its Paid date instead.

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How to pay

While money is still owed, the printout ends with a How to pay section that matches how you take payments:
  • You take cards — a Pay online QR code with the invoice’s link spelled out underneath. The customer points their phone camera at the code and their payment portal opens on that exact invoice, ready to pay.
  • You take Venmo — a Pay with Venmo QR code that opens Venmo, with your Venmo handle, the amount, and the note to use.
  • You take both — both, cards first.
  • You don’t take payments online — Contact [your business] to arrange payment. above your business phone and email.
A customer's printout from a business that doesn't take payments online A fully paid invoice prints without a How to pay section — there’s nothing left to pay.
The QR code points at the same invoice link the customer gets when you send it by text or email. Printing doesn’t send anything to the customer; it just gives them a way to pay off a piece of paper. See Sending invoices and reminders.

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Customers can print too

The customer’s own invoice page in their payment portal has a Print or save a copy button — a link under the payment area while the invoice is unpaid, and the main button once it’s paid — so a customer can keep a copy or print one for their records without asking you for it. Print or save a copy on a paid invoice Their printout is the same clean invoice: your letterhead, the Bill to block, the line items and totals, and each visit’s summary with the photos your crew uploaded. The card payment form, the tip selector, the Venmo block, and the portal’s own header all drop off — those only make sense on screen. A printed invoice from the customer's payment portal

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Saving an invoice as a PDF

There’s no separate Download PDF button — your device’s print dialog does the job:
  • iPhone or iPad — open the print dialog, then pinch outward on the preview, or use the share icon and choose Save to Files.
  • Android — open the print dialog, then pick Save as PDF from the printer list.
  • Computer — choose Save as PDF (Chrome, Edge) or PDF → Save as PDF (Safari) in the destination list.
The saved file is a normal PDF you can attach to an email, drop into your accounting software, or keep for your records.

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Next steps