How to Send a Fax From QuickBooks
QuickBooks is where invoices, statements, and purchase orders are created, and plenty of vendors and clients still ask to receive them by fax. QuickBooks itself has no fax button — it can email a document or save it as a PDF, but not dial a fax line. The workflow that fits an accounting routine is to save the invoice or statement as a PDF from QuickBooks and send that PDF through an online fax service, keeping the delivery confirmation with your records.
Can QuickBooks fax an invoice directly?
No. Both QuickBooks Online and the desktop editions can email a transaction or export it to PDF, but neither includes a fax feature, and Intuit doesn't run a fax service behind them. The practical route is to use QuickBooks' own Save as PDF or Print to PDF on the invoice, then upload that file to an online fax service. This keeps the document formatted exactly as QuickBooks laid it out, which matters when a client matches the invoice number and totals.
How to fax a QuickBooks invoice or statement
- 1Open the invoice, statement, or purchase order in QuickBooks and choose Print or Save as PDF to export it as a file.
- 2Open Send FAX Mail, start the 7-day trial, and verify your email so sending is enabled.
- 3Upload the exported PDF.
- 4Enter the recipient's fax number with the correct area code.
- 5Add a cover page noting the invoice or account number so the receiving office can route it, then click Send.
- 6Save the confirmation email alongside your accounting records as proof the document was sent.
Before you send
Name the exported PDF with the invoice or statement number so it's easy to match to the confirmation later — clean records matter when a client disputes whether a bill was sent. If you fax the same vendors repeatedly, saving them as contacts speeds up addressing. For accounts-payable teams sending many documents on a schedule, the API on the Business and Enterprise plans can push QuickBooks-exported PDFs to fax without opening the browser each time.
Send a fax from QuickBooks — FAQ
QuickBooks has no built-in fax setting to turn on. Any faxing from QuickBooks means exporting the document to PDF and sending it through an outside service, so the cleanest path is to save the invoice as a PDF and upload it to Send FAX Mail, which keeps the record and confirmation in one place.
Yes, and it's a common reason businesses keep faxing. Export the statement to PDF from QuickBooks, upload it, and send it to the client's fax number. They receive a printed or inbound-system copy, and you keep a timestamped confirmation showing exactly when it went out.
Export each invoice to PDF and, for volume, use the API available on the Business plan ($79.99/month) and up to submit them programmatically. For a handful, saving each as a PDF and sending them one at a time through the browser is quick enough and needs no setup.
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