Today I want to talk through invoicing features and some other important aspects of invoicing.
Great Invoicing Features
Most invoicing modules have pre-built tools to gain efficiency and consistency. Some examples of these tools are listed below:
- Recurring invoices - most invoicing add-ons and accounting software applications have a recurring feature for invoices. Utilize this for clients for which you do regular recurring services or have a monthly contract with. This automation will limit your need for data entry and give you back valuable time!
- Copy or duplicate - often you may find yourself creating invoices with the same basic items and descriptors. Most invoicing add-ons and accounting software applications have the ability to copy or duplicate a previously created invoice. You can do this either for the same customer who often has the same needs or across customers with similar sales.
- Items - you can create pre-detailed items that include all the applicable data (name, description, price) or even create generic items that have some of the common info -- and allow you to fill in the rest on individual invoices. i.e. - you provide a service that changes slightly from client to client but is always charged at the same rate. Create a generic item called Services, provide a generic description with room for you to modify it later and leave the price section 0.00. When it is time to create an invoice, use this item, fill in the blanks in description and update price according to the agreement with your client.
- Job costing or business expensing - many tools will actually allow you to associate specific costs or expenses directly with a customer, making it easier to track the items you need to charge your customers.
Invoicing should be done in accordance with your company policies and processes. You will want to decide how, what, and when before services even begin. Keeping your invoicing consistent will not only make the process easier for you, it will keep your clients happier!
Remember, just because you’ve been managing your invoicing the same way forever, doesn’t mean you can’t go back and change settings and modify policies to get things ship-shape now!
Finally, check, double check and triple check your invoices before sending them to clients. Data errors, misspellings, bad grammar or punctuation and/or incorrect totals will cause your clients to lose faith in you and actually make it less likely they’ll pay you quickly. Remember, your invoices are samples of your business advertising and branding, and you want your invoices to be perfect. Not only that, but as the communiqué that gets you paid, you want the terms and details to be perfect.
Make sure to check out my first Invoicing Tips & Tricks, too. Subscribe to our posts to get updates sent to your inbox, or check back frequently.