Despite being one of the most challenging and time-consuming tasks that every business owner has to deal with, invoicing is something that you should manage adequately. It can have a significant impact on the cash flow of your business.
Thus, the importance of producing and delivering invoices that encourage customers to pay on time. The use of automation software and ready-made invoice templates can streamline the whole process. You can check out sites like FreshBooks and Wave if you want to learn more about them.
Aside from taking advantage of invoicing software and design templates, coming up with an invoicing strategy can also do wonders for you. It will help you send invoices more efficiently and keep track of them better.
Find out how to strategically manage your invoicing with the following tips for small businesses.
Create A Checklist Of All The Information That The Document Should Contain
As a business owner, you have a lot of responsibilities, and you shouldn’t spend all your time dealing with your invoicing. For you to save time, it’s best to create a checklist of all the information that your invoice document should contain and collect them one by one. It also helps so that you won’t miss to include critical information.
The essential information you need includes the name of the customer, contact numbers, address of your business, and that of your client, tax identification numbers, among others. You can add more details if you want to like the description for the product or service delivered and the corresponding price. Again, you skip the hassle of gathering all these things by downloading complete invoice templates from reliable sources over the internet.
What Type Of Invoice Should You Use?
It’s worth noting that invoice templates vary. It’s especially essential to understand the different choices you have if you plan to get ready-made ones online. The type of invoice to use will depend on the details of the transaction you made with a specific client and the agreements between the two parties.
One of your options is a recurring invoice. It’s useful if you’re under a contract with a client, and you’re going to deliver a product or service regularly for several months. The schedule can be set to weekly or monthly, depending on the agreement, as indicated in the contract. This invoicing document will make it easier for your client to send recurring payments.
Another option is an interim invoice. This invoicing document also requires a customer to send recurring payments but in smaller amounts. It works when you’re going to get paid for every milestone completed in a project. Please take note, though, that you have to send a final invoice before the project ends, which leads to the next type of invoice.
The next option is the final invoice. It serves as a wrap-up of the project completed. The total amount of payments made gets included in the document. The final invoice may also contain an outstanding balance if there are any.
The most common type of invoicing document that a lot of people encounter every day is the standard invoice. It’s what most businesses issue for a product delivered or a one-time service rendered.
Automatic Payment Reminders
Small businesses aren’t always lucky. It’s normal to meet pain-in-the-ass customers or clients occasionally. Late payments can happen, and others would even try to escape their responsibilities of paying for products or services received. To solve such problems, you can utilize automatic payment reminders that most online invoicing platforms offer.
Automatic payment reminders send alerts to clients once they go beyond the payment schedule indicated on the invoice. The good thing about such a system is that it will notify you of every receivable that gets delayed and for every payment received. It makes your life as a business owner more comfortable. It can also show how much the customer owes and what payment options are available for them.
Using A Numbering System
An effective way to organize your invoicing is to implement an invoice numbering system. It will help resolve common issues encountered in terms of tracking invoices by giving you the chance to organize everything by numerical value or pay period.
The use of numbering systems becomes more comfortable if you use automated invoicing software or professional templates.
Sending Invoices On Time
The importance of sending invoices on time is a no brainer. However, many businesses still miss out on doing it, especially when other responsibilities take away your focus. It’s also a common scenario when business owners fail to prepare the invoicing document immediately.
When you send invoices on time, you tell your customers or clients that you’re reliable and worthy of their trust. It shows your professionalism, and most importantly, it helps you to get paid on time, avoiding any disruption to the cash flow of your business.
The tips mentioned and discussed above should help you avoid problems arising from billings and collections. Always remember that not doing invoicing right can result in lousy cash flow, and it’s the last thing you’d want to experience as a small business owner who’s still trying to work your way up.