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3 min readQuotes & Invoices

Printing or Downloading PDF Invoices

Every invoice in Trade2Base can be exported as a professionally branded PDF. You can download it to your device, email it directly to the customer, or print it for on-site handover — all from the invoice detail screen.

Downloading the PDF

1
Open the invoice

Navigate to Invoices in the sidebar and click on the invoice you want to export. You can search by invoice number or customer name.

2
Click "Download PDF"

In the invoice detail header, click the "Download PDF" button. Trade2Base generates the PDF and your browser prompts you to save or open the file.

3
Save or open the file

The file is named with the invoice number (e.g. INV-2026-0042.pdf). Save it to your device, open it in your PDF viewer, or share it via any app on your phone or desktop.

What the PDF includes

The PDF is generated from your brand settings and the invoice data. It includes:

Business logoUploaded in Settings — Business Profile.
Invoice numberUnique auto-generated reference for record-keeping.
Invoice date & due dateCalculated from your payment terms.
Customer detailsName, address, and email from the customer record.
Line items with VATEach item shows quantity, unit price, VAT rate, and line total.
VAT breakdownSubtotal, VAT by rate, and grand total inc. VAT.
Bank detailsSort code and account number from Settings — Payment Details.
Payment termsThe terms set on the invoice (e.g. 30 days).

Emailing the invoice directly

1
Click "Send invoice" or "Resend"

From the invoice detail, click "Send invoice" to email it for the first time, or "Resend" to send another copy. The PDF is attached automatically.

2
Review the email preview

A modal shows you a preview of the email subject and body. You can edit the message before sending. The PDF is always attached as a file.

3
Send

Click Send. Trade2Base delivers the email via your business email address and logs the send event in the invoice timeline.

Printing for on-site handover

If you need to hand a paper invoice to a customer on-site:

  • Download the PDF using the steps above.
  • Open the PDF in your browser or PDF viewer.
  • Use your browser or system print dialog (Ctrl+P / Cmd+P) to send to your printer.
  • The PDF is formatted for A4 paper with sensible margins. No scaling required.
Add your logo for a professional finish

Go to Settings → Business Profile and upload your company logo. It will appear in the top-left of every generated PDF. Supported formats are PNG and JPG, minimum 200×200 px.

GDPR — store PDFs securely

Invoice PDFs contain personal data (customer name, address). If you download and store PDFs outside of Trade2Base, ensure they are kept in a secure location with appropriate access controls, in line with your GDPR obligations. Trade2Base stores all invoice data securely in your account — you can always re-download the PDF from the app at any time.

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Next steps

Marking an invoice as paidCreating an invoice

Branded invoices in seconds

Trade2Base generates professional PDF invoices with your logo, VAT breakdown, and bank details automatically.

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