Invoice Export
Build a single combined PDF of invoices and proformas, filtered by document type, date range, status, and payment method, for accounting and audits.
What Invoice Export does
Invoice Export builds a single combined PDF containing all your invoices and/or proformas that match the date range, status, and payment-method filters you choose. It is designed for accounting handover, monthly bookkeeping packages, audit requests, and year-end submissions. The PDF is generated server-side and downloads to your computer automatically when it is ready.
How to reach it
Open the admin Settings page from the sidebar, then under the Financial group choose Invoice Export. The page is laid out as a series of cards you work through from top to bottom, finishing with the Export button.
Step-by-step: create an export
- Pick the document type. At the top, click one of the three buttons: Invoices Only, Proformas Only, or Both. The choice you make here controls which status options appear below and how the final PDF is labelled.
- Choose a date range. Click a preset — This Month, Last Month, or Custom Range. The range filters documents by their creation date. When a valid range is set, a blue summary line appears showing the resolved dates, for example Selected range: May 1, 2026 - May 31, 2026.
- Set custom dates (optional). If you picked Custom Range, two date pickers appear — Start Date and End Date. Pick any window you need beyond the current or previous month.
- Filter by status. In the Status Filter card, tick the statuses you want to include. Use Select All / Deselect All in the top-right of the card to toggle everything at once. A counter below the grid shows how many of the available statuses are selected (for example 3 of 6 statuses selected).
- Filter by payment method (optional). If you have payment methods configured, a Payment Method Filter card appears. Click the Enabled / Disabled toggle on the right to turn it on, then tick the methods to include. When the filter is off, the export includes documents regardless of how they were paid.
- Review the Export Summary. The final card shows a read-only recap of your choices: Document Type, Date Range, Statuses, and Payment Methods. Confirm everything looks right.
- Export. Click the Export… to PDF button. The button label reflects your document type (for example Export invoices to PDF). While the file builds, the button reads Generating PDF…. When finished, the combined PDF downloads automatically and a green PDF exported successfully! confirmation appears.
Field and option reference
| Control | Options | What it does |
|---|---|---|
| Document Type | Invoices Only, Proformas Only, Both | Selects which kinds of documents are eligible for the export and which status options appear below. |
| Date Range preset | This Month, Last Month, Custom Range | Filters documents by creation date. Presets resolve automatically; Custom Range reveals manual date pickers. |
| Start Date / End Date | Date pickers (Custom Range only) | Define an exact window. The start date cannot be later than the end date. |
| Status Filter | See status table below | Includes only documents in the ticked statuses. At least one status must be selected. |
| Select All / Deselect All | Toggle link | Ticks or clears every status (or, in the payment card, every payment method) in that card at once. |
| Payment Method Filter | Enabled / Disabled, plus a method list | When enabled, restricts the export to documents paid through the ticked methods. Only shown if you have payment methods set up. |
| Export Summary | Read-only | Recaps Document Type, Date Range, Statuses, and Payment Methods before you commit. |
| Export to PDF | Button | Generates the combined PDF server-side and downloads it. Disabled until a valid range and at least one status are set. |
Available statuses
The statuses offered depend on the Document Type you selected. Choosing Both shows the combined set.
| Document type | Statuses you can include |
|---|---|
| Invoices Only | Paid, Unpaid, Pending, Cancelled, Refunded, Collections |
| Proformas Only | Paid, Unpaid, Pending, Cancelled, Expired, Converted, On Hold |
| Both | The combined list of all invoice and proforma statuses |
Each status has a colour-coded checkbox so you can spot your selection at a glance — for example Paid is green, Unpaid is amber, and Cancelled is grey.
Tips and notes
Defaults speed up routine runs. When the page loads, the document type starts on Invoices Only, the range on This Month, and the statuses on Paid, Unpaid, and Pending — a sensible starting point for a current-month review.
For revenue reporting, narrow the statuses. Tick only Paid to produce a clean PDF of settled documents. For VAT filings, it is usually best to leave out Cancelled and Refunded, since those do not represent recognised revenue — but always follow your own accountant's guidance.
The Export button stays disabled until your filters are valid. You need a valid date range and at least one selected status. If you enabled the Payment Method Filter, you must also tick at least one method (or switch the filter back to Disabled), otherwise an inline red message appears instead of starting the export. The same red message warns you if the start date is later than the end date.
Large exports take a moment. The PDF is built server-side, so a wide date range covering many documents may take a few seconds before the download begins. The button shows Generating PDF… while it works — wait for the download rather than clicking again.
Related
See Invoices for managing individual documents, and Settings: Billing for invoice numbering, due dates, and tax configuration.