How to Fax Invoices and Purchase Orders Online

1. Get the current approved document and the fax number for the team that handles it, such as purchasing or accounts payable.
2. Open a Fax draft and upload the invoice or purchase order with any requested backup. Use one draft per order if your partner files submissions separately.
3. Arrange the documents so the receiving team sees the primary record first. Add the reference and attention line on the cover sheet if needed.
4. Review the combined PDF. Check totals, currency, page breaks, signature blocks and whether the document includes the correct revision.
5. Send when ready. Record the fax reference and delivery result against the order or invoice so the next person knows where to follow up.

For an invoice, accounts payable may ask for the invoice, the matching purchase order and proof of delivery. For a purchase order, purchasing may ask for the approved order and a drawing or item list. Check the request and place the document that drives the next action at the front. Keep different vendors’ paperwork in separate drafts.

Use the same reference your partner uses. For example, put PO 10482 and the department on a cover sheet if your partner routes work by purchase order. Add a callback contact when they may need to clarify a detail. Confirm any change in destination through a contact you already trust.

• Create a fax cover sheet

Fax accepts XLSX and DOCX alongside PDFs and common image formats. When a spreadsheet has a wide table, open the generated PDF and check whether the item description, quantity and price still line up. If the document splits awkwardly, adjust the print area in the original editor and export it to PDF before uploading again.

Check the bottom of each page for clipped footnotes or payment instructions. When a document has several revisions, compare the revision number in the preview to the approved copy. If you replace a file, recheck the final order and page count.

Keep a copy of the PDF and note the submission date and fax reference in the record your team uses. If a supplier follows up next week, you can tell which revision went to which department. An account history result is also more useful when it’s tied to the specific order.

Check the current status before resending. For a failed transmission, verify the number and review the result. If you’re waiting on a countersignature, payment or order acknowledgment, follow up with the receiving team once the transmission is confirmed.

• Compare fax plans for recurring business use