10 Tips For Writing Invoices Professionally

Contents1.Introduction2.Ask For Advance Payments3.Keep The Billing Cycles Shorter4.Sending Invoices On Time5.Early Payment Discounts6.Go Paperless7.Use an Integrated Time Tracking and Billing Solution

Introduction● Invoice is a detailed list of products/services, that one provides to his

customers, with an amount of money to be paid. An invoice, whether a tax invoice or a sales invoice, is an important document for the business. Invoices are necessary to request for payment from clients.

● It indicates how a person deals with customers for money related transactions and reflects his level of professionalism.

Include Your Logo● Whether you are a business owner or a freelancer, using a logo in an

invoice is a must and is on top priority.

● When a customer receives an invoice with a company’s logo on it, it allows him to connect with the company on a more personal level and makes the brand more recognizable.

Color Is Important● Colors make the invoice look more vibrant and professional. There are

many companies, like, Nestle, Facebook, etc, that use their colors as their

branding assets. A particular color for the brand can help reinforce brand

awareness.

Add The Details Of Both Sides● While designing an invoice, adding the details of both, owner and the

client, is the first task.

● This is the basic, but the most crucial aspect of an invoice. While filling out

these details, one must write the name of the person, to whom the invoice

is being addressed and not just the company’s name.

List Of Products● One should include a detailed list of products/services, that one has sold to

the customer in his invoice. For eg, if you are a website designer, your client won’t be satisfied with just “Design” in your item list.

● One needs to specify the work done, like “Design of the home page” etc. This provides sufficient details and can also be beneficial for the ones who charge their clients by the hour.

Assign An Identity To The Invoice● Assigning a particular identification number to an invoice helps to relate

with it in future and adds to the professional touch. There are many options for characterising invoices.

● One may do it by assigning serial numbers, project name, year with serial number or perhaps may be through another creative way, but whatever the approach, one should stick to it for every task.

Introduce Your Terms● Business terms are necessary to keep the relationship healthy on both

sides. One should describe about conditions like, the deadline, late fee etc., in the invoice, properly.

● This embarks a professional image of a company in the customer’s mind.

Describe The Mode Of Payment● One should be explicitly clear about the payment method in the invoice, so

that the clients can pay up them accordingly. It is usually preferred to bring this up beforehand so that, both the parties are on the same page.

Appreciate The Client’s Business● Being polite to the clients while asking for money is the best way to get

paid quicker while keeping the professionalism intact. ● Always add a “Thank You” note at the end of an invoice and let the client

know that you appreciate the business. One may further add another line by asking the clients for their feedback.

Add a Cover Letter● To add a little personal touch to an invoice, one should add a cover letter to

the invoice, highlighting the expenses and time taken for the project. It adds to the company’s image and credibility in market.

Don’t Forget To Add VAT● If an owner is registered for VAT, then he must include his VAT details, on

the invoice, and keep copies of all the sales invoices, even if they get cancelled or get produced extra by mistake.

Choose The Right ToolAll the above mentioned activities become cumbersome when traditional methods of invoicing are used. Using an online invoicing application we may send invoices automatically and carry out all the above mentioned activities more efficiently. Online tools takes the pain out of invoicing and helps to simplify the process of account receivable and management. Know more about the business advantages of recurring invoicing from this post.

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