How to Scan and Share PDF Invoices

It only takes a few steps. Just your phone and Smallpdf.

Here’s how to scan invoices, fix issues, and share them in minutes.

How to Scan and Convert Paper Invoices to PDF: Step-by-step Guide

You don’t need a fancy scanner or desktop software. You can scan your invoice, turn it into a PDF, and get it ready to send right from your phone or computer.

Here’s how to scan invoices the fast and easy way:

Step 1: Use the PDF Scanner Feature on Your Phone

You can scan invoices directly using the Smallpdf PDF Scanner — available in the Smallpdf Mobile App (iOS & Android).

• Open the app and tap Scan.
• Use your phone camera to capture your paper invoice.
• Make sure the full document is visible and properly lit.
• The app auto-detects edges and enhances contrast for clarity.

You’ll get a clean, high-resolution scan saved as a PDF — ready for edits or sharing.

Step 2: Convert Other Image Files to PDF (if needed)

Already have invoice images saved as JPG or PNG? You can turn them into PDFs in seconds.

Just upload them to the PDF Converter:

• Go to the converter page.
• Drag and drop your invoice image.
• Smallpdf converts it to a clean, shareable PDF.

This is useful if your invoice was sent to you as a photo or screenshot.

Step 3: Edit or Fill In Details (Optional)

If you need to update information or add extra details to your scanned invoice, use the Edit PDF feature.

You can:

• Add missing text or change amounts
• Highlight payment terms
• Black out private info

Click Edit PDF, upload your file, and make quick changes before sending.

Common Scan Issues You Need to Consider Before Sharing

Before you send off your scanned invoice, double-check for these common issues:

• Blurry images: Re-scan with better lighting or hold your phone steady.
• Crooked scans: Use the app’s auto-crop or straighten manually.
• Wrong file format: Convert all files to PDF before sharing.
• Missing pages: Make sure you scanned both sides if needed.

Fix any problems quickly using the Edit PDF or PDF Converter.

How to Share PDF Invoices Securely?

• Once your invoice looks perfect, you’re ready to share it. Skip email attachments — use Smallpdf’s Share Document feature instead.
• Upload your PDF invoice
• Generate a secure link
• Choose to add a password if needed

Then just send the link to your client or colleague — no downloads required. You’ll even get a view counter so you know when it’s opened.

It’s the fastest, safest way to share invoice PDFs online.

FAQs

1. What’s the best resolution for scanning invoices?

300 DPI is ideal for invoices. It ensures crisp text and clear details without creating oversized files.

2. Can I use my phone to scan and save invoices as PDFs?

Yes, the Smallpdf Mobile App includes a built-in PDF scanner. You can scan, enhance, and save invoices in PDF format right on your phone.

3. How do I fix a scanned PDF that’s rotated or blurry?

Use the Edit PDF tool to rotate, crop, or enhance the file. If it’s too blurry, it’s best to re-scan the document with better lighting.

4. Can I combine multiple scanned pages into one invoice PDF?

Yes, after scanning multiple pages, use the Merge PDF option inside the app or on the website to combine them into one file.

5. Is it possible to add a digital signature to a scanned invoice?

Absolutely. Once your invoice is scanned, open it with Sign PDF to add a typed, drawn, or image signature before sending.

6. Can I share PDF invoices directly via a link?

Yes, the Share Document feature gives you a private, trackable link you can send via email or chat.

7. Is it secure to send invoice PDFs over email?

Email isn’t always the safest. Instead, use Smallpdf’s sharing feature to control access, track views, and add passwords for extra protection.