How to Generate a PDF from a Record
How to Generate a PDF from a Record
Section titled “How to Generate a PDF from a Record”HARi CRM can generate professional PDF documents from any record — invoices, quotes, proposals, or any custom entity you have set up with a template.
Generating a PDF
Section titled “Generating a PDF”- Open the record you want to generate a PDF for (e.g., an invoice or quote)
- Click the Generate PDF button in the toolbar
- If multiple templates are available, select the one you want
- The PDF is generated and attached to the record automatically
- A preview opens so you can review the document
Downloading or Sharing
Section titled “Downloading or Sharing”After generation:
- Download — Click the download icon to save the PDF to your computer
- Send by email — Click Send by Email to attach the PDF and send it directly from HARi
- View later — The PDF is stored in the record’s attachments, accessible anytime
How Templates Work
Section titled “How Templates Work”PDF templates define the layout and content of the generated document. They pull data directly from the record:
- Header — Your company logo, name, and address
- Customer details — Pulled from the linked contact or company
- Line items — For invoices and quotes, the items table is generated automatically
- Footer — Payment terms, notes, or legal text
Templates are managed in Settings > Templates. You can have multiple templates for different purposes (e.g., a formal invoice template and a simple receipt template).
Template Variables
Section titled “Template Variables”Templates use placeholders that are replaced with actual data when the PDF is generated:
- Record fields (invoice number, date, total)
- Related record fields (customer name, address)
- Calculated values (subtotal, tax, grand total)
- Your company information (from workspace settings)
- Preview before sending — Always review the PDF to catch formatting issues
- Use your branding — Add your logo and brand colors to the template for a professional look
- Multiple formats — Create different templates for different document types (invoice vs. quote vs. contract)