PDF SHARING GUIDE · QUOTAVANI
How to send an invoice PDF by WhatsApp or email
Share an invoice or quotation PDF from Android using a compatible messaging or email app, with checks for the file, recipient and payment details.
Updated · Quotavani
Send the document, not just a picture of it
A PDF keeps the invoice or quotation together as a file the recipient can open, download and retain. A screenshot may be useful for a quick discussion, but it can crop totals, omit pages or make text hard to read. Before sending, generate the final document in your invoicing app and preview the complete PDF. Check the business name, customer, document number, date, items, amounts and payment information.
Choose the sharing destination on Android
In Quotavani, confirm the details to generate and open the PDF preview, then choose Share or Send. Android’s available destinations depend on the apps installed on your phone and what they accept. If WhatsApp or your email app is offered, select it and follow that app’s recipient and sending steps. Sharing takes place in the Android app: you choose the destination and send the document yourself.
Check the recipient inside WhatsApp
When a messaging app opens, choose the intended customer or business conversation carefully. Similar contact names, old chats and groups make mistakes possible. Check that the correct PDF is attached, add a short covering message and review the total or job reference you mention. Only send when the file and conversation match. The precise steps can differ by app version and device.
For email, make the reference easy to recognise
Use a subject that identifies the document and job, such as “Invoice INV-014 — repairs completed.” Check the To field and attachment before sending. In the message, briefly identify the work and the agreed payment date rather than copying every invoice line. If you send a quotation, explain the next step for accepting or discussing it. Avoid disclosing unrelated customer information in either the message or the attachment.
Treat delivery and payment as separate events
Sending a file does not prove that the recipient has read it, agreed to it or paid it. Confirm important documents through the communication method you agreed with the customer. Record payment status only after checking your payment records. Update the payment status in Quotavani after confirming payment, and use reminders to keep track of follow-ups. Payment verification and collection remain separate from these records.
Keep copies and privacy under control
Keep the invoice copy your business needs, and protect the device or storage location where it is saved. Once you share a PDF, the destination service and recipient handle their copies; deleting your local file does not erase theirs. Use fictional customer details during app testing. If a sharing destination is unavailable, try saving the PDF and attaching that file manually in the chosen app.
See the finished document.
See Quotavani invoices and quotations with business details, itemised work and clear totals.
Explore the PDF output ↗