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When you receive statements online, these will have been sent using e-mail invoicing or online invoicing. E-mail invoicing being the sending of your invoice in an e-mail; online invoicing being the sending of an e-mail containing a link to you invoice or statement. Although these have their own security issues, online and e-mail invoicing offer improved security over fax or post as invoice sending methods.

Online Invoicing Versus E-mail Invoicing

By sending a statement as e-mail content, e-mail invoicing risks that statement being accessed by an e-mail account hacker. It is therefore important, if using e-mail invoicing, to use a reputable e-mail provider such as hotmail, and change your password frequently. You should quickly save your e-mail invoice to your computer and delete the e-mail in which it is contained. It should be noted that companies will rarely use e-mail invoicing for sending sensitive information.

Online invoicing offers more security as you must verify your identity to view your invoice. The security issue for online invoicing (and e-mail invoicing) is then how you store your invoice. Paper storage is an option, and a necessity with fax or post, but electronic storage is more secure, easier, and more convenient. Methods of secure document storage can be discussed with Netsend, who advise large businesses in e-mail invoicing, online invoicing, and document storage.

Online Invoicing, E-mail Invoicing, Post and Fax – a Comparative look at Security Issues

Security in Document Sending: E-mail and online invoicing send documents via e-mail. Therefore, they travel directly to you, and are only accessible with secure entry to your e-mail account. Postal invoicing risks loss and interception as a paper document is vulnerable. Online and e-mail invoicing only provides a paper copy if you want one.

Similarly, fax requires paper usage, and risks your invoice being exposed to a third party if your fax machine is not held in a secure location. Fax is also less popular than online and e-mail invoicing because fewer people own fax machines than have internet. Using the internet makes e-mail and online invoicing more generally accessible.

Security in Document Preparation: E-mail and online invoicing create documents automatically by mail merging the frame of an invoice with your personal details. These are then sent automatically. Documents sent by post offer less security than online and e-mail invoicing because they must be physically fed into a machine, meaning they can be viewed and intercepted more easily.

Netsend or the EIPP link on this website can offer further information on the security of e-mail invoicing and online invoicing.

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