How to Finalize, Download, and Share a Standalone Invoice?
Once you have filled in a standalone invoice, the last step turns your working draft into a finished document. Finalizing locks the invoice, stamps it with a permanent invoice number, and unlocks the Download PDF and Print actions so you can hand a professional copy to your customer. This page walks through that final step and how to get the PDF out.
New to standalone invoices? Start with How to Create a Standalone Invoice? to build the draft first. This page picks up once your details are entered.
Before You Start
- You need the standalone invoices write permission to finalize an invoice. If your role is view-only, the Finalize button and the builder’s edit fields will be hidden or disabled.
- Everything in the builder auto-saves as you go — there is no separate Save button. You only need to reach the final step to finalize.
- Finalizing is permanent. Double-check amounts, tax, and the billed-to details before you lock, because a finalized invoice can no longer be edited.
Step 1: Move to the Design & Share Step
The builder has two steps, shown in the progress bar at the top:
| Step | Name | What you do |
|---|---|---|
| 1 | Add Invoice Details | Enter title, dates, parties, line items, taxes, and extras |
| 2 | Design & Share | Preview, finalize, then download or print |
From Step 1, scroll to the bottom and click Continue to Generate Invoice. This takes you to the Design & Share step.
Need to change something? Click Back at the top of the Design & Share step to return to Step 1 — but only while the invoice is still a draft. After you finalize, editing is locked.
Step 2: Review the Live Preview
The Design & Share step shows a live preview of the finished invoice using your organization’s default invoice PDF template. Read through it exactly as your customer will see it — logo, header, line items, totals, terms, and bank details.
If anything looks wrong, go Back and fix it in Step 1 before finalizing. This preview is your last checkpoint.
Step 3: Finalize the Invoice
When the preview looks right, find the Finalize Invoice card and click Finalize Invoice.
A confirmation dialog appears warning that this action cannot be undone. Once you confirm, Rentablez will:
- Lock the invoice so no further edits are possible.
- Generate the invoice number (if you left it blank, one is assigned now).
- Unlock the sharing actions — Download PDF and Print.
Click Finalize in the dialog to confirm, or Cancel to keep editing.
Why finalize at all? A draft is a work-in-progress that anyone with edit access can still change. Finalizing freezes the numbers and gives the invoice its official number — the version you send to a customer should always be a finalized one.
After it succeeds, an Invoice Ready badge appears in the header and the card switches to an Invoice Generated confirmation showing the finalize date and time.
Step 4: Download or Print the PDF
Once finalized, the Quick Actions card gives you two ways to get the invoice out:
| Action | What it does |
|---|---|
| Download PDF | Opens the finished invoice as a PDF in a new tab so you can save it and attach it to an email or message |
| Opens the invoice ready for your browser’s print dialog for a hard copy |
To send the invoice, download the PDF and attach it to your usual email or messaging channel. There is no built-in email or link-sharing button today — you share the downloaded file yourself.
If your browser blocks the new tab, allow pop-ups for Rentablez and click Download PDF or Print again.
Finding a Finalized Invoice Later
You do not have to finalize in one sitting. Your invoice is saved the whole time and lives in the standalone invoices list.
- Open the list from the Standalone Invoices area (the exact menu label can vary by organization).
- Each row shows a Draft or Finalized badge, plus the payment status once it is finalized.
- On a Draft row, the pencil icon reopens the builder so you can keep editing and finalize when ready.
- On a Finalized row, the eye icon (View Invoice) opens the locked invoice, where you can download or print it again anytime.
A finalized invoice’s numbers are locked, but you can still act on it from the list — for example, record a payment or mark it as bad debt. See How to Record a Payment on an Invoice? for the next step in getting paid.
Quick Recap
- Fill in the invoice, then click Continue to Generate Invoice.
- Review the live preview on the Design & Share step.
- Click Finalize Invoice and confirm — this locks the invoice and assigns its number.
- Use Download PDF or Print to send it to your customer.