Printing and Sharing Documents

Every document you send to a customer or a supplier can be produced as a PDF: an invoice, a credit note, a quotation, a purchase order or a delivery note. The PDF is what you email, print on letterhead-free paper, stamp and file.

This page is for anyone who sends documents out — sales, purchasing, or the accounts department.

Before you start: fill in your organization profile

A printed document carries your company’s legal identity, and Beelocity will not guess it. Go to the organization’s own page — Organizations, its code, then the Organization profile tab (every field explained) — and fill in at least:

• your legal name and address;
• your NIF (tax identification number) and RC (commercial register number), and your AI and NIS if you have them;
• a phone number or an email address.

Until that is filled in, the Print button answers with a message telling you so rather than producing a document with a blank letterhead — an invoice with no NIF is one your customer’s accounts department will send straight back.

Make the documents yours

The logo, an accent colour, the paper size and margins, extra columns, a header and a footer line, standing payment terms and the wording of any label are set per document type under Settings → Document Settings, with a live preview — see Branding Your Documents. None of it rewrites a document already sent.

Print a document

1. Open the document — for example Invoicing → Invoices, then click the invoice number.
2. Open More actions — the three dots at the bottom of the page — and choose Print PDF.
3. Choose the language: English, French or Arabic.

The PDF opens in a new tab, where you can read it, print it or save it. Only if your browser blocks the new tab is the file downloaded instead — under the document’s own name — and Beelocity tells you so; a tab that opened normally never comes with a download or a warning beside it.

The file is named after the document — INV-2026-000078.pdf — so a folder of them stays readable.

Download a document — the copy that is kept

In the same menu, next to Print PDF, there is Download PDF, and the difference matters:

• Print PDF draws the document for you to look at. Nothing is kept — close the tab and it is gone.
• Download PDF draws the document, stores it, and downloads that stored copy. From then on, that exact file exists in Beelocity’s document store: download it again next week and you get the same file, byte for byte. Once the document has been sent, shipped or issued, nothing changes that copy — not a payment recorded since, not a new phone number on your letterhead. The language you choose decides the stored copy; an issued document has one copy, in one language.

Use Download for anything you are actually sending or filing. Because the stored copy never changes, the version you emailed, the version you filed and the version a colleague downloads later are one file — there is no “which copy did we send?” conversation.

The file arrives through a new browser tab that closes itself once the download starts, so you stay on the page you were on. If the download link has expired — you left the page open for a long while before clicking — that tab shows the storage service’s refusal instead; close it and click Download PDF again for a fresh link.

Two details worth knowing:

• Downloading the same document twice does not create two copies. Beelocity notices the document has not changed and hands you the copy it already keeps.
• The download link itself expires after a few minutes. It points straight at the stored file and works without a sign-in — long enough to click, too short to be worth forwarding. When it expires, download again: you get a fresh link to the same stored file.

Sending an invoice keeps its PDF automatically

When you send an invoice — Send on the invoice page, taking it from draft to sent — Beelocity renders and stores its PDF in the background, without anyone clicking Download. Within a few seconds the stored copy exists, and every later download of that invoice serves it.

That stored copy is frozen. Fixing a typo in your organization profile, renaming a product, recording a payment, changing anything at all — none of it rewrites a document you already sent, and Download PDF keeps handing you the same copy. A correction is a new document: a credit note against the invoice, a revised quotation or purchase order with its own number. While a document is still a draft, nothing is frozen — each download shows it as it is now.

Download many at once

On the invoices list, tick the invoices you want and click Download PDFs. A dialog queues them and shows progress as each one is rendered — for typical batches this takes seconds — then gives every finished invoice its own Download button. Closing the dialog early loses nothing: the rendering continues, and each invoice’s stored copy is there next time you download it.

If an invoice in the batch fails — most commonly because the organization profile is not filled in — the dialog says so per document, and the rest of the batch is unaffected.

Choosing the language

The language you pick applies to that document only, and it changes more than the headings:

• the labels — “Invoice” becomes “Facture” becomes “فاتورة”;
• the dates — 25 March 2026 becomes 25 mars 2026;
• the numbers — 595,000.00 becomes 595 000,00;
• the amount in words under the totals;
• the country in the address blocks — Algeria becomes Algérie becomes الجزائر.

Just as important is what the language does not change: your own words. Line descriptions, product and partner names, payment-term names and everything else you typed print exactly as you wrote them, in whatever language you wrote them. Picking Arabic for an Arabic-reading customer translates the frame around your text, never the text itself — a line that says Ciment gris 42,5 says Ciment gris 42,5 on the Arabic invoice too. If a customer should read your descriptions in their own language, write them in that language on the document.

One caveat when you type Arabic descriptions: Arabic runs right to left, so a bare numeric range inside Arabic text — 0-16 in a product called a 0-16 bar gauge — can print with its ends swapped. Write the range in words, من 0 إلى 16 (from 0 to 16), and it reads correctly everywhere.

On a document in dinars the amount is spelled out in full — “cinq cent quatre-vingt-quinze mille dinars algériens”. In another currency Beelocity does not invent words for money it does not know: it spells the whole units and names the currency by its code, and writes the small change as a fraction, the way a cheque does — “One hundred USD and 50/100”.

Documents are drawn with four bundled typefaces that cover Latin, French and Arabic text. They do not cover emoji, Chinese or Japanese characters or unusual symbols: a description, a partner name or a custom block containing one stops the print with a message quoting the characters to replace. Your screen shows them because your browser has fonts the printer deliberately does not.

Nothing on your screen changes. The language belongs to the document you are sending, not to the person sending it.

Two things that look wrong and are not

A French document shows 1 234,56 DA even on a computer set to English. This is deliberate. The figures on a document are formatted for the language the document is written in, not for the laptop it was produced on — otherwise the same invoice would print differently in your office and in your accountant’s, and the two copies would not match.

An Arabic document is not typewriter-spaced the way the English and French ones are. Arabic script is cursive: the letters join up, and forcing them onto a fixed grid breaks the joins and makes the text hard to read. So Arabic text is set in a face chosen for legibility, while the numbers, references and product codes stay in the same typewriter face as the other two languages. The layout — the boxes, the rules, the columns, the totals — is identical; it is simply mirrored, because Arabic reads right to left.

Which language an invoice is sent in

Print PDF and Download PDF ask you each time. Two things do not: Send on an invoice, which stores the PDF the moment the status moves, and Download PDFs on a list. Those take, in order, the partner’s own Document language (on the partner page, under Document Preferences), then the language preference of the person sending, then your organization’s Default Document Locale on the Organization Profile, then English. So a customer in Marseille with French on their partner record receives a French invoice from an Arabic-speaking clerk without anyone choosing — and if that is not what you want, set the partner’s language before sending.

What appears on each document

Each document prints what it is evidence of, and deliberately leaves out what it is not.

A delivery note carrying prices would hand your commercial terms to whoever receives the pallet, so it never does.

“Where to” on a delivery note is the address chosen on the note itself; with none chosen, it is the customer’s shipping address. The customer block above it always shows the customer’s billing address — the same one the invoice will carry — so a customer whose only address is the billing one gets a note with no separate Deliver to block: the goods go to the address already on the page.

Print a customer statement

A statement is the one document that is not printed from a record of its own — it covers a period. Open the customer under Business partners → Partners, and in the page header click Print statement. The dialog asks for the period (it proposes the current month to date) and the language, and Print opens the PDF in a new tab exactly as Print PDF does elsewhere. The action appears on customers only, for anyone who may print documents.

What a customer statement adds up

A statement lists, for one customer and one period, every invoice as it was raised and every reduction against it as its own dated line: the credit notes, the payments — and, since the receipt that settles an invoice is not always for the full amount, the settlement discount granted on it, any balance written off by the cashier, and any refund paid out against a credit note (with whatever remainder of that note was written off on the refund). The closing balance is therefore what the customer actually owes — the same figure as the open invoices’ amounts due, less any credit note not yet refunded — rather than the cash alone.

The ageing table at the bottom is as at the end of the period, not as at the day you print: a March statement reprinted in June still ages the invoices as they stood on 31 March. Cash you have received but not yet allocated to an invoice, and credit notes not yet applied, appear in the Current column as a credit, so the five columns always add up to the closing balance.

A statement is always in one currency — your organization’s default unless you ask for another. If a customer holds invoices in both dinars and euros, Beelocity will not add the two into one balance, and it will not quietly leave the euro invoices out either: it refuses and tells you to choose a currency, and you print one statement per currency.

The date on the document

A document printed today is dated today in your organization’s time zone — the Timezone on the Organization Profile. An invoice issued at half past midnight in Algiers says today, not the yesterday a server clock set to UTC would print. Pick a region zone such as Africa/Algiers; the profile refuses anything that is not a real zone name.

Who can print

Printing needs two things: the right to open the record on screen, and the document permission, which is separate. The printed form carries your legal identifiers and the bank account your customers pay into, so someone who may look at an invoice is not automatically someone who may send its letterhead outside the company — and, the other way round, the document permission never opens a record you could not otherwise see. Purchasing staff print purchase orders under the same permission as sales staff print invoices.

Download PDF needs the stronger produce documents permission, because it stores the document of record; it is the same permission that queues a batch. Someone who may print but not download sees Print PDF alone. If you cannot find the action on a document you can otherwise open, ask an administrator to grant the permission.

If something goes wrong