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Printing & Emailing Documents

Every document in ZAPTIZ — quotations, invoices (tax & proforma), purchase orders, RFQs, GRNs, supplier invoices, delivery notes, job cards, material issues, payment receipts, BOMs — shares the same Print and Email controls. Learn them once, use them everywhere.

The Print menu​

The Print button is a split button:

  • Click it to quick-print with your default template.
  • Open the caret menu for:
    • Print studio (preview & choose)… — a live preview where you pick any template before printing.
    • Quick-print entries for each named template.
    • Preview in new tab — the rendered document as a page (use the browser's Print → Save as PDF to make a PDF).
    • Manage templates… — jumps to the Template Center.

Documents render in your company's branding as designed in the Template Center.

The Email button​

Email opens a compose dialog: To (pre-filled from the customer/vendor record when available), Cc, Subject, Message, and Attachments — the document PDF plus optional "also attach the linked document" checkboxes.

Two things to know:

Company email must be connected first

Documents send from your company's own email address (connected by an admin in Settings → Integrations). Until it's connected you'll see "Connect your company email first." Every send is recorded in the email logs.

Emailing can advance the document's status

Emailing a quotation automatically marks it Sent — you'll see a toast confirming the status change.

The WhatsApp button​

If your company has connected a WhatsApp Business number, a WhatsApp button sits alongside Print and Email. It sends the same PDF to the customer's or vendor's number with a caption of your choosing.

Two differences from email worth knowing: WhatsApp only allows a free-form message within 24 hours of the customer's last message to you — outside that, the dialog asks you to pick an approved template — and the button doesn't appear at all until an admin has connected a number. Like emailing, sending a quotation on WhatsApp marks it Sent, and every attempt is logged.

The missing-price guard​

Before printing or emailing any priced document, ZAPTIZ checks the line items. If any line has a blank or ₹0 unit price, you'll see:

"N items have no unit cost" — the totals on this document will be understated. Set a price for them, or continue anyway.

Choose Go back & fix (recommended) or Continue anyway. Documents that are legitimately priceless — RFQs, delivery notes, payment receipts, job cards — skip the check.

Making a PDF​

There's no separate PDF button on most documents — use Preview in new tab and the browser's Print → Save as PDF. (The BOM Generator additionally has a one-click Download BOM PDF.)