Export Invoices for Your Records
Need a copy of your invoices? Whether you're backing up your records, sharing with your accountant, or preparing for an audit, Officaid gives you multiple ways to download and export invoices. You can grab a single PDF, bulk download filtered invoices, or export invoice data to a spreadsheet.
Downloading a Single Invoice
When you need a PDF copy of a specific invoice, you have two options:
- From Quick Actions – Open the invoice and click Download Invoice in the Quick Actions panel.
- From the PDF viewer – Click the download icon in the toolbar while viewing the invoice.
Both methods download the invoice as a PDF file to your device. The PDF includes all invoice details, line items, tax information, and your company branding.
Bulk Downloading Invoices as PDFs
When you need PDF copies of multiple invoices at once, such as for end-of-year records or sharing with your accountant, you can download them in bulk.
- 1 Navigate to Finance → Income and open the Invoices tab.
- 2 Apply filters to narrow down the invoices you want (optional but recommended).
- 3 Click the Download button in the top right corner.
- 4 Select Invoices from the dropdown menu.
Officaid will generate PDF files for all invoices matching your current filters. Depending on the number of invoices, this may take a moment to prepare.
Exporting Invoice Data to Excel
If you need invoice data in spreadsheet format for analysis, record-keeping, or sharing with external parties, you can export to Excel.
- 1 Navigate to Finance → Income and open the Invoices tab.
- 2 Apply filters to narrow down the invoices you want (optional).
- 3 Click the Download button in the top right corner.
- 4 Select Excel from the dropdown menu.
The Excel export includes key invoice details in a structured format:
- Invoice number and reference
- Client name and details
- Invoice date and due date
- Amount, currency, and tax
- Current status (Draft, Due, Overdue, Paid)
- Payment information if applicable
This format is ideal for importing into accounting software, creating custom reports, or maintaining offline backup records.
Filtering Before Export
Before downloading or exporting, use filters to narrow down exactly which invoices you need. This saves time and keeps your exports focused.
Available filters include:
- Status – Filter by All, Draft, Overdue, Due, or Paid to export invoices in a specific state.
- Year – Select a specific year to export all invoices from that period.
- Custom Range – Choose a specific date range using the calendar picker for precise control.
Quick date options make common selections easy:
- Last 30 days – Recent invoices from the past month
- Last 90 days – Invoices from the past quarter
- Last year – All invoices from the previous calendar year
- Custom Range – Set your own start and end dates
Common Export Scenarios
Here are some common situations where exporting invoices is useful:
- End-of-year accounting – Export all invoices from the year as PDFs or Excel for your accountant.
- Tax filing – Download Tax Invoices for a specific period to support your tax return.
- Audit preparation – Bulk download invoices matching specific criteria as supporting documentation.
- Client records – Export all invoices for a specific client to share history or resolve disputes.
- Backup – Periodically export invoices to maintain offline copies of your records.
PDF Viewer Tools
When viewing an invoice in Officaid, the PDF viewer provides additional tools beyond downloading:
- Zoom – Zoom in or out to view details more clearly or see the full page.
- Rotate – Rotate the document orientation if needed.
- Print – Print the invoice directly from Officaid without downloading first.
- Annotate – Draw on the PDF with different pen sizes and colours. Useful for marking up invoices during review.
- Save to Google Drive – Send the PDF directly to your Google Drive account.
These tools let you work with invoices directly in Officaid without needing to download and open them in a separate application.
Frequently Asked Questions
Yes. When viewing an invoice, click the Google Drive icon in the PDF viewer toolbar. You'll be prompted to connect your Google account if you haven't already. Once connected, the invoice PDF will be saved directly to your Google Drive.
The Excel export includes invoice details such as invoice number, client name, amounts, currency, tax, status, and key dates. Each invoice appears as a row in the spreadsheet, making it easy to sort, filter, or import into other systems. Line item details are summarized rather than listed individually.
Individual credit notes can be downloaded from the Invoice Activity section on the related invoice. Click Download next to the credit note entry to save it as a PDF. Credit notes are not currently included in bulk PDF downloads but will appear in Excel exports as adjustments to the related invoice.
There's no strict limit on bulk downloads, but very large exports may take longer to generate. If you have thousands of invoices, consider using filters to break the export into smaller batches by date range or status.
Currently, the bulk export includes all invoices matching your status and date filters. To export invoices for a specific client, you can download the Excel export and then filter by client name in your spreadsheet application.
Annotations made in the PDF viewer are temporary and for your reference while viewing. They are not saved to the invoice record or included when you download the PDF. If you need to permanently annotate an invoice, download it first and use a PDF editor.
What's Next?
Now that you know how to export invoices, explore these related guides:
- Sending an Invoice – Email invoices directly to your clients with the PDF attached
- Understanding Invoice Statuses – Track where each invoice stands in the payment cycle
- Recording a Payment – Mark invoices as paid when you receive funds