Include Invoice as PDF

Electronic Invoicing with Sproom can embed a printed PDF copy of the invoice or credit memo directly inside the electronic document using the Include Invoice as PDF feature. Recipients receive both structured XML data for automated processing and a familiar, human-readable PDF layout for manual review or archiving — all in a single electronic delivery.

Feature Overview

Include Invoice as PDF renders the sales invoice or credit memo using Business Central's standard report selections and embeds the resulting PDF as a Base64-encoded attachment within the OIOUBL XML. The report used for the PDF rendering is determined by your report selections configured for email attachments, ensuring consistent visual output across all document channels. The embedded PDF gives recipients a printable, visually formatted document alongside the structured electronic data.

Typical Use Cases / User Stories

A finance department sends electronic invoices to a public-sector customer who processes the XML automatically but also needs a PDF copy for their internal audit archive.
As an accounts receivable manager, I want a PDF version of every invoice embedded in the electronic document, so that customers who lack an OIOUBL viewer can still read and verify the invoice details.
A small business owner invoices a mix of digitally mature and traditional customers — embedding the PDF ensures all recipients can access a readable version regardless of their technical capabilities.
As a billing specialist dealing with disputed invoices, I want the exact PDF rendering included in the electronic document so there is no ambiguity about what the customer received.
A controller needs to send credit memos electronically where the approving manager on the customer side prefers reviewing a formatted PDF rather than raw XML data.

Key Concepts

Report selections drive the PDF: The PDF is generated using the reports configured under report selections with the email attachment flag enabled. The PDF layout matches what your customers already receive via email.
Single-document delivery: The PDF is embedded inside the electronic XML file as an additional document reference, not sent as a separate file. The recipient extracts it from the electronic document.

Relations to Other Features or Apps

Include Invoice as PDF works alongside Enable Attachments — the PDF is added in addition to any source document file attachments. When both features are active, the electronic document carries file attachments from the sales document plus the rendered PDF.
The feature builds on Business Central's standard OIOUBL electronic invoicing by enriching the XML output with an embedded visual representation.
Include Invoice as PDF is available on the electronic invoice preview dialog when sending, allowing the user to toggle it per document if the Don't show Electronic Invoice Preview Dialog option is not enabled.

Frequently Asked Questions

Which report layout is used for the PDF?
The PDF is generated from the reports configured in your report selections with the email attachment flag enabled. Include Invoice as PDF uses the same layout your customers already receive when invoices are sent via email, ensuring visual consistency.

Can I include a PDF for credit memos as well?
Yes. Include Invoice as PDF applies to both sales invoices and sales credit memos. The PDF rendering uses the corresponding report selections for each document type.

Is the PDF sent as a separate file or inside the XML?
The PDF is embedded directly inside the OIOUBL XML as a Base64-encoded additional document reference. Recipients receive a single electronic file that contains both the structured data and the printable PDF.

When This Feature Adds Value

Your customers need both structured electronic data and a printable document in a single delivery.
Recipients include organizations that archive PDF copies alongside electronic invoices for compliance or audit purposes.
You serve a mixed customer base where some recipients process XML automatically while others rely on the visual PDF for review and approval.