How to save an invoice as PDF from any program

1 min read·25 July 2026

Saving an invoice as PDF is standard for professional sending. Almost any program can do it — here you see how from Word, Excel, Google Docs, and online accounting software.

From Microsoft Word or Excel

Choose File > Save as > PDF. Or choose File > Print > Printer: "Microsoft Print to PDF" > Print. The PDF file is saved to the location you choose. Check the layout afterwards in a PDF viewer.

From Google Docs/Sheets

Choose File > Download > PDF document (.pdf). Google converts the document to PDF and downloads it immediately. Note: some special fonts may not display correctly in the PDF.

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From accounting software

Programs like QuickBooks, Xero, FreshBooks, and Wave have a direct "Export as PDF" button on the invoice layout page. After generating you can download the PDF directly or send it by email.

Compress invoice for email

Invoices with a logo can be larger than you think. Compress via PDFrust if the PDF invoice is too large for email attachments. Also add the correct metadata (title = invoice number) for better archiving.