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Download, print and export documents

Each document is available as a PDF and as an Excel file, and both carry the same data. The PDF is what you send. The Excel file is for a customer or an accountant who wants to work with the figures.

One document

Section titled “One document”

In Documents → Documents, use Download on a row for the PDF, or Excel for the spreadsheet. Click a row to preview it, and Open the PDF from the preview.

Many documents

Section titled “Many documents”

Select rows in the list. In the bar that appears, click Download to get the selected documents as one zip of PDFs. Only documents Keelvy generated are in the zip. An uploaded file opens from its own row, and a link opens where it points.

Section titled “Print a batch of invoices or packing lists for orders”

This is the end-of-day job: one pass over everything that is going out.

  1. In Sales → Orders, select the orders.
  2. In the selection bar, choose Print invoices or Print packing lists.
  3. Choose the format: a zip of PDFs, one Excel workbook with a sheet for each document, or a Google Sheet if your Google Drive is connected.

Keelvy draws up a document for each order first, in the same way as issuing one by hand, then bundles them. Each shows in Documents as a draft you can issue. Invoices use the selling company’s own paper and the default VAT treatment, with no per-order choice. One bundle holds up to 200 documents.

If an order cannot get a document (no selling company, say), the others still go and Keelvy tells you how many failed.

Page size and layout

Section titled “Page size and layout”

A PDF follows the template of its company, document type and language: the columns it shows, its header and footer, and its page size, A4 or Letter. A company registered in the US starts on Letter. A document that was already issued keeps its look when you download it again. See Set up a template for each kind of document.

Export the documents list

Section titled “Export the documents list”

Above the list, Export to Excel and Export to CSV download what the list shows. They keep the filters you have set, so filter first. You can filter by status, type, language, currency, source (generated, uploaded, link, certificate), what the document is related to, and paper kind. You can also search by number or customer.

Section titled “Related”