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Printing Invoices and Estimates

To print invoices and estimates, you select the invoices and estimates you want to print from the Print Invoices & Estimates dialog box.

Note: To associate an invoice with a custom template, it must be done when working with the actual invoice. By default, invoices will be printed using the layout defined in the Invoice Styles dialog box, but if an invoice has a custom template associated with it, the custom template overrides any selected style. If you set up an invoice with a custom template, but you want to use a “style”, then in the Invoice Details dialog box on the Printing tab, select no template selected.

If a customer is set up to receive invoices by email, when you click Print, the invoice is sent as a text or PDF file attached to an email message.

To print an invoice or estimate:
  1. Choose File > Print Invoices/Estimates in Queue.
    or
    Choose Company > View Company Overview or click Company Overview in the Company section of the task bar. In the Company Overview dialog box, click the Invoices To Print link under Print Queue To Do’s.
    or
    View the invoice in the Invoices dialog box, and then click Print at the bottom of the dialog box.
  2. In the Print Invoices & Estimates dialog box, to change the style, click the Change invoice style link at the top of the dialog box. In the Invoice Styles dialog box, specify a different invoice style and click OK. (For details, see Selecting Invoice Styles for Printing.)
  3. Select the invoice you want printed by selecting or clearing the check boxes in the Print Now column. To clear all boxes, click Deselect All.
  4. Select the method for printing or saving each invoice from the Output Format list.
    To send invoices electronically, you must select PDF File or Text File.
  5. To select a printer, click Setup at the bottom of the dialog box. In the Printer Setup dialog box, select the printer from the list and click OK.
  6. Specify the number of copies to print.
  7. To have PAID stamped on the invoice, select Include Paid Stamp.
  8. To print shipping labels with the invoices, select Print Shipping Labels. (See how to print shipping labels below.)
  9. If you’re printing on paper that has your company name and address, select Suppress Company Information.
  10. To include the company logo, select Use Company Logo. For information about including your company logo, see Adding a Company Logo.
  11. Make any needed alignment adjustments for pre-printed forms or window envelopes:
    In Body Alignment, enter the adjustment for body text.
    In Company Address Alignment, enter the adjustment for the company’s address.
    In Customer Address Alignment, enter the adjustment for the customer’s address.  
  12. To test by printing the first paper invoice, click Test. Click OK.
  13. To print the selected invoices and estimates, click the Print button.
  14. If Brass Jacks Bookkeeper asks whether the invoices printed correctly or not, click Yes or No.
To print shipping labels:
  1. After clicking Print, in the Customer Shipping Label Selection dialog box, if you don’t want a shipping label for a customer in the list, clear the check box.
  2. To make changes to the customer’s address information, click the customer's name. In the Customer Detail dialog box, edit the information and click OK.  
  3. Click OK to view the labels.
  4. In the Reporting dialog box, to set additional options, click Options. Specify the options and click OK. (See Setting Report Options.)
  5. To format the labels, click Formatting. Specify the formatting and click OK. (See Formatting Reports.)
  6. To print the labels, click Print.