Your client’s accounting department just sent an email: “Please submit a scanned copy of your invoice for our records.” You look at your beautifully formatted digital invoice and wonder — why do they need a scanned version of something that’s already digital?
Welcome to the reality of modern business processes. Many companies still require “scanned” invoices for reimbursement, auditing, and record-keeping purposes. The good news? You don’t need to print and scan your invoice. There’s a smarter way.
Quick Answer: Convert Invoice to Scanned PDF in 4 Steps
- Generate or export your invoice as a PDF
- Open Look Scanned and upload your invoice
- Adjust the scan effect for a professional, realistic look
- Download your scanned invoice — ready for submission
No printer. No scanner. 100% private — your files never leave your device.
Why Scanned Invoices Are Still Required
In a digital-first world, you might wonder why anyone would need a “scanned” invoice. Here’s what’s really going on:
Corporate Reimbursement Processes
Large organizations often have expense management systems designed around physical documents. Their workflows may require scanned receipts and invoices as proof of payment, even when the originals are digital.
Audit and Compliance Requirements
For tax purposes and financial audits, some regulations require invoices to be in a specific format. Scanned documents are often considered more “authentic” than regular PDFs because they’re harder to modify.
Tamper-Evident Documentation
When an invoice is converted to a scanned image format, it becomes essentially an image embedded in a PDF. This makes it much harder to alter the amounts, dates, or other details — providing an extra layer of trust.
Consistency with Paper Records
Many companies still maintain both digital and physical archives. Having all invoices in a consistent scanned format — whether originally paper or digital — simplifies their record-keeping.
Common Invoice Formats Supported
Look Scanned can convert invoices from various formats:
| Source Format | File Types | Common Sources |
|---|---|---|
| Most invoicing software, exported invoices | ||
| Word | .docx, .doc | Invoice templates, custom invoices |
| Excel | .xlsx, .xls | Spreadsheet-based invoices |
| Images | JPG, PNG, WebP | Screenshot invoices, mobile exports |
Simply upload your invoice in any of these formats — no need to convert beforehand.
Step-by-Step Guide
Step 1: Prepare Your Invoice
Make sure your invoice includes all necessary details:
- Your business name and contact information
- Client’s name and address
- Invoice number and date
- Itemized list of services/products
- Total amount due
- Payment terms and methods
If you haven’t created your invoice yet, use your preferred invoicing tool (FreshBooks, QuickBooks, Wave, or even a simple Word template).
Step 2: Upload to Look Scanned
Visit lookscanned.io and drag your invoice file into the upload area.
Your file is processed entirely in your browser. Nothing is uploaded to any server — essential for financial documents containing sensitive information.
Step 3: Adjust the Scan Effect
Customize the appearance to make your invoice look authentically scanned:
- Colorspace: Keep color if your invoice has a logo or branding; use grayscale for a classic look
- Rotation: Add 0.3-0.5° tilt for subtle realism
- Noise: Low noise adds scanner grain without obscuring details
- Blur: Very low blur maintains number readability
- Border: Add subtle edges for an authentic scanned appearance
Step 4: Download and Submit
Preview your scanned invoice to ensure all text and numbers are clearly legible. Click download, and your scanned PDF is ready to send to your client’s accounting department.
Best Settings for Invoices
Invoices have specific requirements — numbers and text must remain clearly readable. Here are our recommended settings:
| Setting | Recommended Value | Why |
|---|---|---|
| Colorspace | Color (if logo present) or Grayscale | Preserve branding or classic look |
| Rotation | 0.3° - 0.5° | Subtle imperfection |
| Noise | Low | Minimal grain for clarity |
| Blur | Very Low | Keep numbers sharp |
| Contrast | Slightly High | Enhance text visibility |
| Border | On | Authentic page edges |
Important: Always preview your invoice before downloading to ensure all amounts, dates, and account numbers are clearly visible.
Pro Tips for Invoice Management
Add a “PAID” Stamp
For invoices that have been settled, consider using Look Scanned’s stamp feature to add a “PAID” stamp. This provides clear visual confirmation of payment status.
Batch Process Monthly Invoices
At the end of each month, you might have multiple invoices to submit. Look Scanned supports batch processing — upload all your invoices at once and apply the same scan effect to all of them.
Add Watermarks for Protection
For sensitive invoices, consider adding a subtle watermark using Look Scanned’s watermark feature. Options include:
- Your company name
- “COPY” or “ORIGINAL”
- Client-specific identifiers
Keep Original Digital Copies
Always retain the original, unscanned digital version of your invoices. The scanned version is for submission; the original is for your own records, accounting software, and potential disputes.
FAQ
Will the invoice numbers still be readable?
Yes. With the recommended low noise and blur settings, all text, numbers, and details remain clearly legible. Always preview before downloading to confirm.
Can I process multiple invoices at once?
Absolutely. Look Scanned supports batch processing. Upload several invoices simultaneously and apply the same settings to all of them — a huge time saver for monthly submissions.
Does it work on mobile?
Yes! Look Scanned is fully responsive. You can convert invoices to scanned PDFs directly from your smartphone or tablet — perfect for submitting invoices while traveling or working remotely.
Are my financial documents secure?
Completely. Look Scanned processes everything locally in your browser. Your invoices — including all financial details — never leave your device. This is one of the most privacy-focused document tools available.
Can I add my signature to the invoice?
Yes. Look Scanned includes a signature feature that lets you draw, type, or upload your signature. You can position it anywhere on the invoice before applying the scan effect.
What if my invoice has multiple pages?
Look Scanned handles multi-page documents seamlessly. Each page receives the scan effect, and you’ll get a single PDF with all pages included.
Common Use Cases
Freelance Invoice Submissions
Freelancers often work with multiple clients who have different invoice requirements. Some want digital PDFs, others want scanned copies. With Look Scanned, you can quickly satisfy both requirements from a single original invoice.
Expense Reimbursements
When submitting expenses for reimbursement, many corporate systems require scanned receipts and invoices. Convert your digital invoices to scanned format to meet these requirements instantly.
Tax Documentation
For tax filing purposes, having all invoices in a consistent scanned format can simplify your documentation. Some accountants and tax professionals prefer scanned invoices for their archives.
Client Record Keeping
If your clients require scanned invoices for their own accounting systems, you can provide them in the exact format they need without the hassle of printing and scanning.
Related Reading
- How to Create Scanned Copies of Freelance Contracts
- How to Scan Documents Without a Scanner
- Batch Convert PDFs and Documents into Scanned-Looking PDFs
- How to Add an Undeletable Watermark to Your PDF
Ready to convert your invoices? Try Look Scanned now — free, private, and no installation required.