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Finance

Direct mail guides for financial services, invoicing, billing, and accounts receivable.

ARTICLES

FINANCE ·

Tax-Season Mail for Clients Who Skip the Portal: Organizer Kit, Return Copy and Form 8879

Three batches go out by mail each tax season: the client tax organizer kit in January, the copy of the return at signature, and Form 8879 before e-file. What the IRS says about each, how to send them from one PDF per client, the cover letter, and what to keep.

FINANCE ·

Year-End Giving Statements: How to Mail the Ones That Can't Be Emailed

Most giving statements go by email. For the donors who need paper: what IRS Publication 1771 lists, how to get one PDF per donor out of your giving software, when to mail in January, a template to merge, and what to keep.

FINANCE ·

W-9 Request Letter to Vendors: What to Enclose, When to Send It and How to Mail It

A W-9 request letter to copy, what to enclose (the blank W-9 is one more page), when to send it before 1099 season, how the form comes back without a return envelope, and the two W-9 letters with IRS envelope rules.

FINANCE ·

How to Batch Print and Mail Customer Statements From QuickBooks and Xero

QuickBooks Online, QuickBooks Desktop and Xero print statements but don't mail them, and printing several at once can make one file. Save one PDF per customer, mail each First-Class, and keep a record of what went out.

FINANCE ·

Hard Copy Invoice Requirements: When a Customer's Accounts Payable Office Wants It Mailed

What school, city, county, hospital and corporate accounts payable offices ask for on a mailed invoice, how to address it to Accounts Payable, why you send it once, when it counts as received, and what to keep as your record.

Printed invoice partially inserted into a window envelope beside a calculator.

FINANCE ·

How to Mail a Paper Invoice, Step by Step

A step-by-step guide to mailing a paper invoice: what to print for check payers, where both addresses sit in a #10 double-window envelope, the fold, postage by weight and when to mail it.

Laptop with an illustrative accounting screen beside a printed invoice and window envelope.

FINANCE ·

How to Mail Invoices From QuickBooks Online (and Xero, FreshBooks or Wave)

QuickBooks Online, Xero, FreshBooks and Wave email invoices but don't mail them. Print and mail them yourself, or save one PDF per invoice and upload it. Then mark each one sent so its status matches what you mailed.

Illustration of invoice envelopes in a green mail tray beside a calculator.

FINANCE ·

Postage Options for Mailing Invoices Every Month

Stamps, Stamps.com, a postage meter or a mailing service: what each one costs a month from 10 to 1,000 invoices, and where one starts to beat the next.

Editorial illustration of an envelope tray and paper records beside a calculator.

FINANCE ·

Mailed vs Emailed Invoices: What Each Costs and When to Mail

Emailing an invoice costs almost nothing; mailing one costs $0.92 if you print and stamp it yourself, or $2.05 through Postmarkr. What each costs, and which invoices are worth a paper copy. USPS prices effective July 12, 2026.

An invoice slipping toward a spam folder beside an envelope labeled paper backup.

FINANCE ·

QuickBooks Invoices Going to Spam? 5 Fixes and a Backup Plan

Find out what QuickBooks invoice statuses tell you, check the email route, and confirm the customer has the bill. Includes customer and IT follow-up notes.

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