Printing Records

This functionality is particularly useful for creating invoices, work orders, receipts, and other types of documents that require a professional and standardized format. By leveraging this feature, you can streamline your documentation process, eliminating the need to manually retype information into separate documents.

Here is a video overview of the feature:

Setting up PDF Templates

To get started, you’ll need to upload a PDF template within your project. This task can only be performed by Project Administrators. Here’s how you can set up a PDF template:

1. Navigate to the project settings by clicking on the project settings icon next to the project name in the top bar.
2. In the project settings menu, locate the “PDF Templates” section.
3. Click on the “upload” button to upload a new PDF template.
4. Drag and drop the desired fields from your project onto the template, positioning them in the appropriate sections of the document.

See below for a table of supported and unsupported fields.

Formatting fields

Once a field is placed on the template, select it to adjust its font size and text colour from the field toolbar. Each field keeps its own settings, so different fields on the same page can use different sizes and colours.

Templates also respect each page’s real size — A4, Legal, Letter, and landscape orientations are all supported, and pages within a single template can differ.

Generating PDFs from Records

After setting up your PDF template, you can generate PDF documents directly from individual records within your project. Here’s how:

• Open the record for which you want to generate a PDF document.
• In the record toolbar, click the “…” menu and select Print.

• Choose the PDF template you created earlier from the list of available templates.
• Review the preview of the PDF document to ensure that all the information is accurately populated from the record.
• Select the desired output option: “Download” to save the PDF file locally or “Print” to send the document directly to a connected printer.

The generated PDF will include all the relevant data from the record, populating the appropriate fields within the template you created. This process eliminates the need to manually retype or copy-paste information, saving you time and reducing the risk of errors.

Exporting Filtered Records to PDF

You can also export many records at once into a single merged PDF, using your active filters to choose what’s included:

1. Apply the filters you want in the workspace’s records view.
2. Open Workspace Settings → Import & Export.
3. Under the PDF export option, choose a template and start the export.

The export runs in the background and the finished PDF is emailed to you with a download link, so a large export never blocks the app. A single export covers up to 250 records — for larger sets, narrow your filters or use CSV export.

Use Cases and Benefits

The ability to generate PDFs from records in Blue offers several benefits, including:

• Invoicing and Billing: Create professional invoices directly from your sales or billing records, ensuring accurate and up-to-date information.
• Work Orders and Service Reports: Generate detailed work orders or service reports for your clients or internal teams, streamlining communication and documentation.
• Receipts and Confirmations: Provide customers with well-formatted receipts or confirmation documents for their transactions or bookings.
• Compliance and Record-keeping: Maintain comprehensive documentation for audit trails, compliance purposes, or archiving records.