Share, email & download a document
Every transaction document in JewelTrak — invoice, memo, memo return, work order, appraisal — is produced from one Documents button in the header.
It lists the versions that document can take, with the delivery choices on each row, so you pick the version first and then how it leaves:
- Work order — Counter, Bench, Customer, or Job Envelope.
- Invoice — Standard, Resale, or Tax Exempt, showing only the ones this sale may legitimately produce.
- Memo — all line items, or only what’s still out on memo.
- Appraisal — with or without the appraiser’s signature.
- Memo return — one form, so the menu just offers the delivery choices.
Each row offers Print · Email · Share · PDF on a computer, and Email · Share · PDF on a phone or tablet, where printing works differently (see below).
Whichever version you pick is the one that gets sent. Emailing the Customer Copy attaches the customer copy; emailing a Resale invoice attaches the resale document.
Share — text or AirDrop the PDF
Share is the fastest way to get the document to a customer. Tap it and your device’s own share sheet opens with the finished PDF attached — pick Messages, WhatsApp, Mail, AirDrop, or anything else you have installed, and it sends the actual file, not a link that expires.
- Works on any modern phone — whether you’ve installed JewelTrak to your home screen or you’re just in the browser. It’s the natural way to send a document when you’re standing with a customer at the counter.
- Works on supported desktops too (recent Chrome, Edge, and Safari), where the same share sheet appears.
- On a browser that doesn’t support file sharing (for example Firefox on a desktop), Share simply downloads the PDF instead, so the button is never a dead end.
Nothing is stored or hosted — the PDF is generated on the spot and handed to whatever app you choose. Because it’s a real file, the customer keeps a copy they can save or forward.
Email sends the same PDF as an attachment from your store’s sending address. Use it when you want a record in your sent mail or the customer prefers email. See Email identity for which address it sends from.
To starts with the customer’s email on file, and you can change it. Send to more than one person by separating addresses with commas — a spouse, an assistant, an insurer. What you type applies to this send only; it does not change the customer’s contact record, so correct it there too if the address on file is wrong. If the customer has no address on file, type one here and the document still goes out.
Before it goes you can also set the subject, add a personal note that appears at the top of the message, CC anyone else (same comma-separated rule), and turn the PDF attachment off if you only want the message.
Your note is the first thing the customer reads — it sits above the document, not inside it. JewelTrak opens the message with the customer’s name, but if your note already starts with a greeting (“Hi Sarah,” “Dear Mr. Chen,”) it won’t add a second one.
Below the note the customer sees a short summary of the document — who it’s for, the date and number, and the total — not the full item list. The complete detail is in the attached PDF, so the email stays readable on a phone and the number that matters isn’t pushed off the screen by a long table.
Send me a copy puts your own address on the email as a BCC, so you get exactly what the customer got. Blind, so the customer never sees your address on their document. The box remembers your choice on that computer, so if you always want a copy you only tick it once.
Download
Download saves the PDF to your device. Handy when you want to attach it somewhere yourself, keep a local copy, or print it through your computer’s own print dialog.
Why Print is different
Print sends the job to your printer through a desktop print service, so it only works on a computer. On a phone or tablet there’s nothing for it to talk to, so it isn’t shown — a button that could only ever report a missing service is worse than no button.
You can still print from a phone. Tap Share and choose Print: JewelTrak hands the finished PDF to your device, and your device prints it on your own printer (AirPrint on iPhone and iPad). Download works too — it saves the PDF, and you print it from wherever it lands.
Sending a document is usually why you’d open one on a phone in the first place, which is why Email, Share, and PDF stay available on every device. To hand a customer their invoice or appraisal on the spot, use Share.
Related
- Sharing certificates — the same one-tap share for a diamond’s grading certificate.
- Email identity — the address your emailed documents come from.