How To Print an Invoice? Step By Step Guide

What Is an Invoice and How to Fill It?

An invoice is a document that business owners send to request payment from a client. This document includes the entire details like company name, client name, corresponding contact details, service or product details, rate, discount, and total due amount. Additionally, it includes payment terms.

Filling out an invoice and making is easy with the available tools like Moon Invoice. You need to follow the listed steps:

1. Initially, sign up at Moon Invoice (if you are a new user of Moon Invoice)
2. Log in to your account
3. Go to the Sales option and then select Invoices option
4. Click on the Create Invoice and fill in the details
5. Add the customer’s name and address
6. Set the invoice number, currency, and due date
7. Add details of products or services along with quantity, rate, tax, and discount (if applicable).
8. Provide payment options
9. Include terms and conditions (if there are any)

Click Save as Draft, or you can directly send it to the client via WhatsApp or email.

How to Print an Invoice Effortlessly?

Printing an invoice is essential for business owners to keep a manual record. Plenty of software like Moon Invoice offers an easy print invoice online process. Here are the steps to print invoices easily with Moon Invoice.

1. Use your credentials to Log in to Moon Invoice
2. Go to the invoices option on the left side
3. Open the invoice for which you want to take a print from the invoices page or create a new invoice
4. Click on the printer icon in the top right corner
5. Adjust the settings (paper size and color) for printing your desired print
6. Then Click the Print button

These are the steps to print an invoice easily with Moon Invoice.

Print Using Common Software Options

MS Excel

• Choose the invoice in MS Excel that you want to print
• Navigate to File and then click the Print option, or you can do Ctrl + P
• Adjust the print settings to your choice
• Then select the Print button

MS Word

• Choose the invoice in MS Word that you want to print
• Navigate to File and then click the Print option, or you can do Ctrl + P
• Adjust the print settings to your choice
• Then select the Print button

PDF

• Open the PDF file
• Click on the printer symbol in the upper right-hand corner or press Ctrl + P
• Adjust the print settings to your choice
• Click on the Print button

Google Docs

• Choose the DOC file that you want to print
• Go to File and click the Print option or press Ctrl + P
• Adjust the print settings to your choice
• Click on the Print option

Merits and Demerits of Printing Invoice

Here are the advantages and disadvantages of printing invoices.

Advantages –

• Printed invoices make it easy to record and maintain records.
• It is easier to read and understand a printed invoice when compared to a digital invoice.

Disadvantages –

• Printing an invoice needs investment because there is a need for a printer and toner.
• Printing invoices negatively impacts the environment. It is because paper comes from cutting trees, and toner consists of chemicals.
• Invoice printing is a manual process that takes a lot of time. Thus, sending and tracking invoices takes time.

How to Save an Invoice as PDF?

Saving invoices in PDF format is beneficial for you and your client. You can keep your own records through PDF, and meanwhile, it is easy for your client to read. Moon Invoice offers a simple way to save an invoice as a PDF, and it requires a few clicks. Here are the steps for it –

1. Use your credentials and log in with Moon Invoice
2. Select your preferred invoice
3. Click the Preview option located in the top right corner
4. A new section will open that presents the preview of your invoice
5. Click the Download button at the top
6. The invoice will be saved as a PDF in your downloads folder.

You can rename the PDF file and give the desired name to the file.

What Is the Method to Send an Invoice to a Client?

There are two methods of sending an invoice to the client: online and offline. When you take a print of your invoice, then offline sharing is the only option.

Offline Method

In offline mode, you must send the printed invoice to the client’s address.

• Fold the hard copy/printout of the invoice
• Put it in an envelope
• Mention the postal address on an envelope
• Put it in the mailbox

Online Method

Sending an invoice online is possible with invoice software. You can create an invoice and send it via WhatsApp or email.

• Log in to Moon Invoice
• Open the invoice you want to send
• Click on an Email icon
• Add the subject line
• Include an email address to whom you want to send the invoice
• Write an email body
• Attach the pdf file of the invoice
• Click on the Send option

Last Words

Here, we are ending our words on how to print an invoice. Printing an invoice is not a big challenge and professionals can easily accomplish it. Taking a hard copy of an invoice is a good option to record and understand things for those who are unfamiliar with technology. However, choosing digital invoices is a better option.

Looking to advance your invoicing process? Try Moon Invoice which commits speed and accuracy with all new features to streamline your invoicing process.

Frequently Asked Questions