No matter if you’re planning on starting a business or if you’re already an owner of one, creating invoices for your company is often time-consuming and daunting, especially if you aren’t aware of all the important details you’ll need to add to it. After all, if not done properly, it can easily impact your business tasks, which is something you’ll want to avoid.
This is why you might now be wondering – what are some of the things that I need to keep in mind when creating and sending invoices to my clients? Luckily for all business owners that are looking for an answer to this question, you’ll be able to find it in the article below. Let’s take a closer look at the list:
1. Before Anything Else – Set Your Terms
Before you do anything else from this list, you need to ensure that you set specific payment terms with all your clients. By doing this, you’ll be able to avoid weird situations with your clients when they need to pay for your products and/or services. Being consistent is the most important thing when dealing with receipts.
If possible in your business, you send your customer an estimate that will allow them to learn how long it’ll take for the work to be done, but it’ll also let them know how much it’ll cost. Once you complete the work, send the invoice. Of course, the end cost might be a bit different from your estimate, but never shock the customer with a price they never saw before.
2. Never Wait to Send Them
You should ensure that you send the statement as soon as you finish the work. If you do, your client won’t “forget” about paying you, which means that you could get paid faster. Hence, once you are done with providing the services or products to your customers, immediately send them to your clients.
3. Opt For Filling Blank Invoices
If you want to quickly and efficiently create and send an invoice, you could always choose to fill different blank templates such as the one featured on Billdu. Doing this will save you a lot of time, especially since you’ll only need to fill in the blank spaces and you could send it in a matter of minutes. You might also consider understanding different EDI file formats as it could be beneficial for electronic data interchange in business transactions, for more details, you can refer to a guide on EDI file formats.
4. Always Add Your Contact Info
Most commonly, a bill gets reviewed multiple times before it is approved and paid, hence, you should always add your contact information to it. Besides making it simpler for people to know whom they need to pay, it’ll also be useful if they need to call you in order for you to answer some questions about the invoice.
The information that you should add includes your full name and surname, the company phone number and email, the physical address of the business, as well as your logo. Adding all of these things to your bill will also make you look more professional, which is quite important for any business.
5. Branding is Important Too
You’ll send the invoices from your business, which is why you’ll want to brand it. Hence, don’t forget to add your logo, the colors that reflect your company, as well as the motto of your business. For instance, if your company is often referred to as fun, try making your receipts fun as well.
6. It Must Be Clear And Readable
You must ensure that your invoices are clear. If not, you might come in conflict with your clients, which is something all business owners want to avoid. Hence, you should include the points that will help your clients understand what they are paying for. Doing this will make everything simpler and easier for everyone involved.
7. List Every Product And Service
Most individuals will want to know exactly what they’re paying for, but more importantly, they want to know how much it costs. This is why you need to guarantee that your list every single product and/or service you provided your client with and don’t forget to add the price of each item/service as well.
8. Don’t Forget to Date And Due Date it
You must understand that every person and company has a strategy for tracking and paying all of their bills, which is why it is important for you to date the bill. So, in order for you to stay organized, you’ll want to include the date when the bill was sent, as well as the due date for when you’ll get paid.
Now, depending on the company you have, there might be situations where you’ll provide your clients with your services, and if so, you should also not forget to include the date of the service too. Doing all of these things will definitely help both you and your customers.
9. Add The Client Info
There might be a situation where you send the wrong bill to someone, which is why you’ll want to always include your clients’ information on the bill. This will let them know that it was intended for them, and if there is a mistake, they’ll be able to contact you and return the invoice so that you can send it to the right person.
10. Describe What You Need
If you want to avoid answering endless questions about your invoice, you could make a description of the bill in order to make things as clear as possible. Now, this doesn’t mean that you should write an essay, instead, simple descriptions for each service or product will be enough. This will help you improve your customer satisfaction level as well.
Creating and sending out invoices for your business can often be time-consuming and stressful. However, if you choose to follow some or all of the tips mentioned in the list, you’ll be able to make the entire process easier, less time-consuming, and more importantly, it’ll help you with your business tasks.
Hence, now that you’re aware of all the things you’ll need to focus on, you might not want to lose any more time – after all, time does really equal money in your business. Instead, you should go back to the start of the list and determine what are the things you’ll want to add to your invoices.