Sending and downloading invoices

Once an invoice is ready, you can email it, print it, or save it as a PDF. For QuickBooks Desktop users, invoices can also be exported to an IIF file.

Emailing an invoice

1. Open the invoice from the Accounting list.
2. Click Send Invoice. The invoice opens in a document preview.
3. In Select emails, choose the recipients from the customer's saved email addresses, or type a new address. For a new address, RushHour asks whether to add it to the customer's profile for future use or use it only for this invoice.
4. Click the Send Email button.

When the email has been sent, the invoice's email icon changes to show it was sent, and an Email Sent entry is added to the invoice audit log. If the invoice is edited afterwards, the icon shows that it was edited after sending.

You can also email an invoice straight after editing it by choosing Save and Send in the invoice editor.

Emailing invoices requires the Email Invoice/Payment permission.

tip

If you change the amount of an invoice that was already emailed, RushHour marks it as revised — see Revised invoices. Send the updated invoice so your customer has the correct amount.

Printing an invoice

Open the invoice and click the Print icon. The invoice opens in a print view, from which you can print it with your browser.

Downloading an invoice PDF

Open the invoice and click the Download icon. RushHour saves the invoice as a PDF file named after the invoice number.

Downloading several invoices at once

1. In the Accounting list, tick the invoices you want.
2. Click the download icon above the list.

RushHour saves one PDF for each selected invoice. A few rules apply:

• Only default invoices that are Approved can be downloaded this way. If your selection contains other invoices, RushHour tells you which ones and downloads nothing.
• You can download up to 50 invoice PDFs at a time.
• If some files fail, RushHour keeps going with the rest and tells you how many were downloaded.

Downloading invoices requires the Download data permission.

Exporting an IIF file for QuickBooks Desktop

If you use QuickBooks Desktop, you can move invoices into it with an IIF file.

1. In the Accounting list, tick the invoices you want to export. As with bulk PDF downloads, they must be default, approved invoices.
2. Click IIF. RushHour downloads a file named export.iif.
3. Import the file into QuickBooks Desktop.

Each invoice line is written with the QuickBooks item and account names set on its charge type (see Charge types and additional charges), so fill those in before you export.

When you export, RushHour assumes the invoices are going into QuickBooks: it marks each exported invoice as added to QuickBooks and records the export on the invoice. A copy of the exported file is also kept in your Documents library.

If an invoice was marked by mistake — for example, the import into QuickBooks Desktop failed — open the invoice row's ⋮ menu and choose Cancel QB. Add to QB sets the mark again. Both actions are available on default, approved invoices that have been exported, and require the Send QB permission.

If you use QuickBooks Online, you don't need IIF files: RushHour can send invoices directly. See QuickBooks.