How do I generate a PDF of the Bill and email to employee?

Contractor Foreman allows you to generate professional, printable PDFs of your project Bills and easily send them via email to employees or any directory contact. This can be helpful for internal documentation, payment verification, or administrative coordination.

Whether the recipient needs to verify the Bill, archive it, or take further action, the process of sending a Bill as a PDF is simple and efficient. Follow the steps below to generate and email the PDF version of a Bill directly from the system.

Open the Relevant Bill

Start by navigating to the Bills module from the main menu. Locate and click on the specific Bill you want to email. This will open the full details of the Bill.

Access the PDF and Email Options

Once you’re inside the Bill, look to the top-right corner of the screen. You’ll see an icon with three vertical dots – this is the actions menu. Click on this icon and then select “View/Email PDF” from the drop-down menu.

Choose a PDF Template

After selecting “View/Email PDF,” a new File Preview window will appear. At the top of this window, you’ll find a Templates dropdown menu. Use this to select the desired PDF template you want to apply for formatting the document. This allows you to choose the most appropriate layout and content presentation based on the purpose of the email.

Tip: If you’ve previously created customized templates for Bills (under Settings > Templates), those will appear in the dropdown for selection.

Click the Email Icon

After previewing and confirming the selected template, look again at the top-right corner of the File Preview window. You will see an email icon—click this to open the email sending interface.

Choose a recipient by selecting the appropriate directory contact. This could be the employee you want to send the Bill to.

On the left, you can select additional options:

• “Save a copy of the PDF to the Bills folder”: This saves a copy of the PDF to your project’s file storage for record-keeping.
• “CC a Copy to My Email”: Select this to send yourself a copy for reference.

Customize and Send

Next, you will be prompted to customize the:

• Email subject line – You may want to include the Bill number or project name for clarity.
• Email body – Include any message you want to accompany the Bill (e.g., “Please review the attached Bill for your records.”).

Once everything is set, click “Send” to email the PDF.

Emailing a Bill as a PDF to an employee or directory contact in Contractor Foreman is a smooth and user-friendly process. By using the “View/Email PDF” function within the Bill screen, you can generate a professional document and quickly share it, ensuring transparency, faster communication, and reliable project tracking.