How to Fax Invoices — Reliable Billing Document Transmission
An invoice is how a business demands payment for goods or services, and the date it lands in the customer's hands often starts the payment clock. Net 30 runs from arrival, not from when you hit send. Manufacturers, contractors, law firms, and service businesses fax invoices into accounts payable departments that still want hard copy, or when an email cannot be confirmed. A faxed invoice with a delivery confirmation ends the argument over whether and when the invoice arrived, which matters under state prompt payment acts and the federal Prompt Payment Act for government contractors, where the delivery date triggers automatic interest on late payments.
How to Fax a Invoices
- 1Prepare the invoice with a unique invoice number, invoice date, payment due date (Net 30, Net 60, etc.), and itemized description of goods or services with unit prices and quantities
- 2Include your business's full legal name, mailing address, payment remittance address, and payment methods accepted (check, ACH, wire) — incomplete remittance information delays payment
- 3Reference the customer's purchase order number on the invoice if one was issued — accounts payable departments often cannot process invoices without a matching PO number
- 4Verify the customer's accounts payable fax number — many large companies have a dedicated AP fax line separate from their main number
- 5Log in to Send FAX Mail, upload the invoice, and fax to the AP department; save the delivery confirmation as proof of delivery and as the start of your payment terms clock
- 6Follow up by phone to confirm receipt if payment is not received within the payment period — the delivery confirmation shows when the invoice was delivered if there is a dispute
Document Format
Invoice line items must include enough description for the customer's AP team to match them to a PO, receiving report, or service authorization — vague descriptions like 'consulting services' without dates or project references delay approval. Tax must be clearly itemized if applicable. Shipping and handling charges must be separately stated. For invoices with retainage in construction, show the gross amount, retainage withheld, and net amount due on separate lines. Include your federal EIN or SSN on invoices where required for 1099 reporting.
Legal Considerations
A delivered invoice creates an obligation to pay under the terms stated — if payment terms are not specified, most states default to a reasonable time (often 30 days) under the UCC. Prompt payment acts in many states (and the federal Prompt Payment Act for government contractors) require government entities to pay invoices within specified periods and assess automatic interest on late payments — the invoice delivery date starts these clocks. Retaining fax delivery confirmations for invoices is particularly important for construction lien claims, where the lien claimant must establish that a proper invoice was sent and not paid.
Industries That Fax This Document
Faxing a Invoices — FAQ
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