> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Download an invoice PDF

> Download any invoice as a PDF from TimeTracker, see exactly what the document contains, and understand the Pro export requirement and the filename format.

Open an invoice and click **PDF export**. The file downloads to your computer.

## How to download

<Steps>
  <Step title="Open the invoice">
    Click its row in the Invoices list.
  </Step>

  <Step title="Click PDF export">
    The button is at the top of the invoice, next to **Edit** and **Send invoice**.
  </Step>

  <Step title="Wait a moment">
    The button reads **Preparing…** while the document is built.
  </Step>

  <Step title="The file downloads">
    Your browser saves it with a name derived from the invoice number.
  </Step>
</Steps>

The PDF is available at any status, including **Draft** and **Void**.

## The filename

The file is named after the invoice's display number:

| Invoice number      | Filename                        |
| ------------------- | ------------------------------- |
| `INV-000042`        | `Invoice-INV-000042.pdf`        |
| `2026/BLUEBIRD/001` | `Invoice-2026-BLUEBIRD-001.pdf` |

Characters that are awkward in a filename, such as slashes, are replaced with hyphens.

## What the PDF contains

The PDF is the same document you see on screen. Nothing is recalculated for the export.

| Block       | Contents                                                                     |
| ----------- | ---------------------------------------------------------------------------- |
| Title       | **Invoice** and the number                                                   |
| Status      | The status label, for example **Partially paid**                             |
| Issued      | *"Issued 1 Apr 2026"*                                                        |
| Due         | *"Due 30 Apr 2026"*                                                          |
| **From**    | Your snapshotted bill-from block, or your workspace name                     |
| **Bill to** | The client name and the billing contact email                                |
| Lines       | Description, Qty, Rate, Amount                                               |
| Totals      | Subtotal, Discount, Tax, Total, Paid, Credit notes, Written off, Balance due |
| Watermark   | A diagonal **VOID** on a voided invoice                                      |
| Notice      | On an overdue invoice, *"\$1,332.80 overdue since 30 Apr 2026"*              |

Discount, Tax, Paid, Credit notes and Written off only appear when they are above zero, so a simple invoice stays simple.

Dates follow your workspace date format. See [/settings/date-and-time-format](/settings/date-and-time-formats).

## The client gets the same PDF

When you send an invoice, the same document is attached to the client's email. There is no second version and no different layout – the client's copy and your download are built from the same source.

See [/invoicing/send-an-invoice](/invoicing/send-an-invoice).

## Plans

Downloading an invoice PDF needs the **`exports`** feature, which is on Pro.

| Plan | Read the invoice | Download the PDF |
| ---- | ---------------- | ---------------- |
| Free | Yes              | No               |
| Pro  | Yes              | Yes              |

The check runs after your permission is confirmed, so someone who cannot see the invoice at all gets a permission message rather than an upgrade prompt.

See [/concepts/plans-and-features](/concepts/plans-and-features).

## Permissions

| Action                  | Capability       | Default roles                          |
| ----------------------- | ---------------- | -------------------------------------- |
| Download an invoice PDF | `invoice.manage` | Owner, Admin, Project Manager, Finance |

There is no separate PDF capability. If you can open the invoice, you can export it – subject to the plan.

Cost figures are never in the document. An invoice carries client-facing money only, so the PDF is safe to share. See [/invoicing/invoice-permissions](/invoicing/invoice-permissions).

## Example

Ruth Castillo at Bluebird Coffee asks for a copy of March's invoice for her accountant.

<Steps>
  <Step title="Open it">
    Daniel opens INV-000042 in the Invoices list.
  </Step>

  <Step title="Export">
    He clicks **PDF export**. The button shows **Preparing…**, then `Invoice-INV-000042.pdf` downloads.
  </Step>

  <Step title="Check">
    The document shows Northwind Studio in **From**, Bluebird Coffee in **Bill to**, three lines, and a **Balance due** of \$1,332.80 after the part payment.
  </Step>
</Steps>

## Common questions

<AccordionGroup>
  <Accordion title="Can I download a draft?">
    Yes. The PDF works at any status. A draft prints with the **Draft** status label.
  </Accordion>

  <Accordion title="Can I customise the PDF layout?">
    The layout is fixed. What you control is the **From** block and the description on each line.
  </Accordion>

  <Accordion title="Can I bulk export several invoices?">
    Not from the invoice list. Export them one at a time, or use a report export for a summary. See [/reports/export-a-report](/reports/export-a-report).
  </Accordion>

  <Accordion title="Does the PDF show cost or margin?">
    Never. An invoice carries client-facing figures only.
  </Accordion>

  <Accordion title="Why does a voided invoice still export?">
    Because it is still a record. It exports with a large VOID watermark so it cannot be mistaken for a live invoice.
  </Accordion>

  <Accordion title="Does the PDF update if I record a payment?">
    Yes. Export it again and the Paid and Balance due rows reflect the current ledger.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Message or symptom                                    | Meaning                                        | Fix                                       |
| ----------------------------------------------------- | ---------------------------------------------- | ----------------------------------------- |
| "Couldn't build this invoice PDF. Try again."         | The export failed                              | Retry. If it persists, reload the invoice |
| "We couldn't save the invoice PDF. Please try again." | The file could not be stored                   | Retry                                     |
| An upgrade prompt appears                             | Your plan lacks `exports`                      | Upgrade to Pro                            |
| A permission message appears                          | You cannot see this invoice                    | Ask for `invoice.manage`                  |
| The button stays on **Preparing…**                    | The export is still running                    | Wait, then reload if it does not finish   |
| Nothing downloads                                     | Your browser blocked the download              | Allow downloads for this site and retry   |
| The filename looks mangled                            | Your custom number contained slashes or spaces | Expected – they are replaced with hyphens |

## Related guides

<CardGroup cols={2}>
  <Card title="Send an invoice" icon="paper-plane" href="/invoicing/send-an-invoice">
    The client gets the same PDF.
  </Card>

  <Card title="Invoice sender details" icon="building" href="/invoicing/invoice-sender-details">
    The From block on the document.
  </Card>

  <Card title="Invoice numbering" icon="hashtag" href="/invoicing/invoice-numbering">
    Where the filename comes from.
  </Card>

  <Card title="Invoice statuses" icon="signal" href="/invoicing/invoice-statuses">
    The watermark and the overdue notice.
  </Card>

  <Card title="Plans and features" icon="badge-check" href="/concepts/plans-and-features">
    Why exports need Pro.
  </Card>

  <Card title="Record a payment" icon="hand-holding-dollar" href="/invoicing/record-a-payment">
    What changes the totals block.
  </Card>
</CardGroup>