PDF Schedule

Written By Gemma DeMasi

Last updated About 1 month ago

The PDF Schedule export system allows teams to generate highly customizable FF&E schedules, specification packages, procurement reports, and client-facing product presentations.

PDF exports can be configured differently depending on whether the schedule is intended for clients, procurement teams, installers, vendors, or internal operations.

Accessing PDF Export

  1. Open the Products module

  2. Click Export in the top-right corner

  3. Select PDF Export

This opens the PDF customization panel.

Customizing the PDF Schedule

The PDF export panel includes extensive customization controls for organizing and displaying schedule information.

Teams can customize:

  • Document title

  • Grouping structure

  • Visible columns

  • Financial information

  • Procurement fields

  • Specification fields

  • Images and layouts

  • Terms and conditions

  • Internal notes

  • Sub-items

  • Status visibility

Grouping Products

Schedules can be grouped by:

  • Room

  • Category

  • Vendor

This allows teams to generate schedules tailored for procurement, installation, client review, or vendor coordination.

Financial Display Options

Financial visibility can be customized depending on the audience.

Teams can choose whether to display:

  • Firm pricing

  • Client pricing

  • Markup

  • Margin

  • Freight

  • Landed costs

  • Additional fees

  • Budget totals

Specification & Procurement Fields

PDF schedules can also include operational product data such as:

  • Specifications

  • Dimensions

  • Lead times

  • Tracking information

  • Install dates

  • Status updates

  • Vendor information

  • Location codes

Terms & Conditions

Terms and conditions can be added directly to exported schedules.

This is commonly used for:

  • procurement disclaimers

  • pricing validity windows

  • shipping policies

  • installation limitations

  • approval terms

Best Practices

  • use different export layouts for clients and internal teams

  • group schedules based on operational workflows

  • verify financial visibility before exporting

  • review terms and conditions regularly

  • use specification fields for installation coordination

Operational Tip

Many firms create multiple versions of the same PDF schedule for different stakeholders, including clients, procurement teams, installers, and accounting teams.