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.