How do PDF outputs and letterhead documents work?
The PDF outputs module is the core layer that makes sure every document produced across the panel — an invoice, a statement, a receipt, a passenger list — comes out of the same engine, with the same letterhead, and under the same logging discipline. Each module defines its own document template, but this is the only place that actually renders a document to paper — there is no second PDF path anywhere.
Letterhead
Your company logo, address and contact details are set up once, from the letterhead editor inside the Documents screen; every document produced afterward — no matter which module it comes from — carries that letterhead. A document can be requested in Turkish or English — both are built from the same underlying data, so a TR and EN copy of an invoice never disagree on content, only on language.
Where it is used
Four modules use this engine today: accounting produces the current-account statement and the collection receipt, the invoice/proforma side prints its own documents through the same engine, and the trip module produces the passenger list. On the driver’s copy of a passenger list, phone numbers are masked automatically — a driver only needs a name to recognise a passenger, not their phone number. On any document that carries amounts, the amount column is never printed at all for a user without amount-viewing permission; a figure hidden on screen never leaks through the PDF either.
Render log and retention
Every document produced leaves a record: which template, for whom, by whom, and when it was generated, sits in a permanent ledger. Small documents (an invoice, a receipt) render instantly; larger ones — a passenger list over 400 rows, say — are queued in the background with visible progress. The produced file itself is kept for 30 days — that window is a convenience for re-downloading, not a permanent archive; a document you need should be downloaded within that window and kept in your own company archive.
Document numbering
Documents that must carry an official sequence, like invoices, get their number assigned at the moment of issue, inside the same transaction — with no gaps, and no collision even if two users issue at the same instant. Numbering is the responsibility of the relevant module (accounting, for instance), not of the PDF engine — the engine only prints a number that has already been assigned.
Who uses it, and from where
The person producing a document is usually whoever is using the relevant module — the accounting clerk issuing an invoice, the operations team completing a trip; producing a PDF is not a separate screen, it is a “print” or “download PDF” action right on the record. The panel’s own print menu lists which documents can be produced for that record, so a user never has to memorise which templates exist. The letterhead editor and the render ledger, on the other hand, belong to management and sit behind their own permission — day-to-day document production and the right to change letterhead/branding are deliberately kept separate.
Example
Picture a transfer company: once a trip is completed, the passenger list is produced as a PDF in two copies — the office copy carries everything, the driver’s copy has phone numbers masked. The invoice issued the same day comes out of the same engine, with the same letterhead; accounting can see when each document was produced from the ledger on the Documents screen, and if a document seems to have gone missing, they check the render log before assuming it needs regenerating.
How it works in Rotenta
- From the letterhead editor under Settings › Documents, the company logo, address and contact details are set up once.
- Choosing “Download as PDF” or print on the relevant module (invoice, statement, passenger list) produces the document through this engine.
- Large documents are queued in the background with visible progress; small ones download instantly.
- The produced document leaves a permanent row in the ledger on the Documents screen, where past renders can be reviewed.
- A user without amount-viewing permission downloading the same document gets the amount columns back empty.
- The document file itself is kept for 30 days; after that only the render record (who, when) remains, and the file is deleted.
You can read where invoices and statements come from in accounting, invoices and cash, about the trip side of a passenger list in trip and transfer operations, and how amount visibility is protected by permission in roles and audit trail. Our module guide shows how this engine connects to the rest; to set up your letterhead and branding, get in touch.
Frequently asked questions
Can the Turkish and English copies of the same invoice carry different content?
No; both are built from the same underlying data, only the language changes — there is never a content mismatch.
Can we re-download a PDF later?
Yes, but only for 30 days; that window is not an archive, so a document you need should be pulled into your own company archive.
Are phone numbers visible on the driver’s copy of a passenger list?
No; phone numbers are masked automatically on the driver’s copy — a name is enough to recognise a passenger.
Is the invoice number assigned while the PDF is being produced?
No; the number is assigned by the accounting module at the moment the invoice is issued — the PDF engine only prints a number that already exists.
Can a user without amount-viewing permission still download the document?
Yes, they can download it, but the amount columns come back empty — a figure hidden on screen does not show up in the PDF either.
More in this category
- How does vehicle and driver document tracking work?
Warns on an expired or upcoming vehicle/driver document, and blocks trip assignment when a required one has lapsed.
- How does the vehicle and driver (fleet) module work?
One ledger for your vehicles and drivers that trips assign from and that answers who is available, when.
- How does recurring shuttle planning work?
A route and weekly plan are defined once; public holidays are skipped, one-off exceptions post as billing deductions, and off-plan extra trips enter the statement as their own line.
- How is e-invoicing (e-Fatura/e-Arşiv) integrated?
Tax ID and scenario data carried on the invoice record flow straight through; send status and the tax authority's reference show on the panel in real time.
- How does the Excel data import module work?
A module that validates and previews your existing spreadsheets, isolates the bad rows, and can undo an import if needed.
- How is workflow automation set up?
Trigger + condition + action rules ship as ready templates, every run is recorded as evidence, and a rule bound to a closed module shows as visibly inactive, never silent.
- How does the consent management module work?
Records customer consent per channel, ties sensitive fields to explicit consent, and exports to Turkey's İYS registry.
- How does the customer management (CRM) module work?
One card for people and companies, encrypted sensitive fields, tagging and notes — how Rotenta's CRM module is laid out on screen.
- How does the accounting module: accounts, invoices, cash work?
Current account, invoice, cash and instalment tracking brought together in one accounting module, from proforma to day-close.
- How are staff shifts and timesheets managed?
Timesheets are produced from realised trips, deductions carry evidence and a dispute path, staff on leave cannot be reassigned, and period close freezes the past.
- How do reports and profitability analysis work?
Every list you own exports at full fidelity, aging buckets of 0-30/30-60/60-90/90+ days sit on one screen, and period profitability drills all the way down to the source trip.
- How does booking and capacity management work?
A resource x time-slot booking engine that blocks double-selling, tracks option deadlines and converts a confirmed request straight into a trip or service record.
- How do roles, permissions and the audit trail work?
Roles decide who can see what, and the audit trail keeps a permanent record of who changed what and when.
- How does the trip and transfer operations module work?
One record that follows a trip from planning to completion, carrying its passengers, driver, vehicle and price lines together.
- How do contracts and progress billing work?
The contract is the single price source; progress billing is calculated automatically from trip records, penalty clauses apply on their own, and an approved statement becomes an invoice in one click.
- How do quotes and proposals work?
Quote lines read from the published rate list, margin is visible to authorised users, a five-state lifecycle is tracked, and an accepted quote converts to an invoice in one click.
- How does bulk messaging and consent compliance work?
Consent is checked at send time against İYS, the national record; every commercial message carries an opt-out link, and delivery state is kept as evidence.
- How is U-ETDS reporting done?
Every trip already carries the fields U-ETDS reporting needs; send status shows on the trip card and never shows an optimistic 'sent' before it is confirmed.
- How does the AI assistant module work inside the panel?
An in-panel assistant that works within your own permissions, masks personal data, and asks approval before every write.