Contact us today!
845-876-6561

Professional Computer Associates Blog

Tip of the Week: How to Improve Your Invoicing Processes

Tip of the Week: How to Improve Your Invoicing Processes

One of the most important considerations in any business is to ensure that payments are properly received and processed. Otherwise, you may as well not be in business at all. To help expedite this, we’re dedicating this week’s tip to creating a better, more effective invoice. Let’s get into it.

How to Create Your Invoice
First, you need to have some way to actually construct the invoice document itself. For this, you have some options. If you use Microsoft Office products, both Excel and Word have templates you can use to put it together, and G Suite users can leverage any number of integrations to do the same. Alternatively, there are many software titles out there that offer more specific functions based on need and preference.

Once you have selected your software, you can start to put your invoice together. You will want to be sure that your invoice includes the following information:

  • Description - You want to be crystal clear on your invoices about what you are billing for, especially if part of it refers to time spent rendering a service. This will allow you to properly bill your clients while allowing them to understand exactly what they are being billed for, cutting back on how often your invoices are contested. Overall, every invoice should include the order number it refers to, the total amount owed, how the invoice can be paid, and when payment is due.
  • Discount Details - If you are offering any discounts, you will also want to make sure these are clearly annotated on your invoices as well - especially for those who are first signing on to your services. Otherwise, these discounts may confuse your clients and instill a false expectation for the future - creating surprise and frustration when the discounts are gone later.
  • Schedules and Policies - Just as you were held to a schedule to deliver your service, your client needs to be held to a schedule to pay for it. Consistency will also help your client prepare their payments on time. On a related note, your invoice should thoroughly explain your company policies on discounts, late payments and associated fines, and due dates to make your expectations of the client very clear.

Of course, this isn’t everything that can, or should, go on your invoices. However, these aspects are crucial enough to be mentioned and detailed separately. You should also consider other elements to include on your invoice, making use of what would otherwise be blank space. You may consider adding a more personalized touch and suggesting the next steps that a client should take, based on the services you are billing them for.

Furthermore, add some more of a personal touch by including some kind of thank-you message on the invoice. Write up a brief piece thanking your client for their business and have it printed on the invoice. Not only is this a visible way to earnestly say thank you, the appreciation you show may help to expedite payments and encourage repeat business.

When and How to Distribute Your Invoice
If you want to receive your payments on time, how you send your invoices is just as important as how they look. First and foremost, they need to be sent much sooner than later.

If yours is like many businesses, you may have found that your invoices go unpaid for long stretches of time. Estimates put the total of unpaid invoices to small businesses at well over $800 billion, and that was back in January of this year. This is why it is crucial that your invoices are distributed efficiently - it may be a long time before you get them back.

This is another reason that technology solutions are useful tools to assist you in managing your invoices digitally. Most invoicing software will likely enable you to track the status of the invoices you’ve sent.

If you want more assistance in managing your invoices, reach out to Professional Computer Associates. We’d be happy to assist you, all you have to do is call 845-876-6561. In the meantime, don’t forget to subscribe to our blog for more useful technology tips and advice!

How Much Time Do You Spend on These Websites?
How Does the A.I. in Reality Measure Up to Hollywo...
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Tuesday, August 21 2018

Captcha Image

QR-Code

Tag Cloud

Security Tip of the Week Best Practices Cloud Technology Privacy Network Security Hackers Business Computing Backup Malware Hosted Solutions Managed IT Services Google VoIP Disaster Recovery Email Microsoft Mobile Devices Software Productivity Business Continuity Business Internet Innovation Data Outsourced IT Data Backup communications Efficiency Cybercrime Hardware Smartphones Computer Ransomware Data Recovery IT Support IT Services Windows 10 Cloud Computing Android Tech Term Browser Internet of Things Office BDR Telephone Systems Computers Alert Server User Tips Network Windows Business Management Saving Money Miscellaneous Cybersecurity Virtualization Smartphone Mobile Device Management Upgrade Small Business BYOD Social Media Applications Managed IT Save Money Facebook Chrome Workplace Tips Law Enforcement Artificial Intelligence Microsoft Office Social Engineering Passwords Collaboration Quick Tips Money Bandwidth Communication Productivity Gadgets Hacking Mobility Router Automation App How To Avoiding Downtime Office Tips Work/Life Balance Recovery Managed Service Provider Password Holiday Firewall Office 365 Private Cloud Flexibility Managed IT Services Data Protection Data Management Remote Monitoring Wi-Fi HaaS Phishing Business Intelligence Bring Your Own Device Gmail Data Security Operating System Budget Health VPN Information Technology Redundancy Two-factor Authentication Proactive IT Data Breach Vulnerability Document Management Big Data Black Market Entertainment Encryption Analysis Spam Blockchain Apps Google Drive Mobile Device Identity Theft Safety Cleaning Compliance Connectivity Training Risk Management Windows 10 IT Management Value Word Marketing User Error IT Support SaaS Employer-Employee Relationship Best Practice Information IT Plan Content Filtering File Sharing Data storage Solid State Drive Shadow IT PDF Streaming Media CES Charger Government Access Control Save Time DDoS Infrastructure Unsupported Software Smart Tech Networking End of Support Data Storage Internet Exlporer Meetings Computing Infrastructure Servers Electronic Medical Records Wireless Website Content Management Wearable Technology Workers Instant Messaging YouTube Automobile Worker Physical Security Apple Legal Mobile Computing Machine Learning Comparison USB Hiring/Firing HIPAA Computer Care The Internet of Things eWaste Sports Paperless Office Spam Blocking Downtime Data loss Samsung Windows 7 Battery Settings Credit Cards Patch Management Public Cloud Remote Computing History Business Owner Keyboard Education Wireless Technology Update Scam OneNote Google Apps Bluetooth Customer IT Consultant Workforce Lithium-ion battery IoT Healthcare Laptop Skype SharePoint Supercomputer Cast Lifestyle Experience Digital Signature Loyalty Wireless Internet Colocation Fiber-Optic Thought Leadership Chromecast Botnet Google Docs Politics Augmented Reality Scalability Excel Amazon Transportation IaaS Enterprise Content Management WiFi Managed Service Leadership Telecommuting Electronic Health Records Touchpad Audit Start Menu Business Technology Outlook Current Events Music Strategy Wire Netflix Users Cables Content Filter Root Cause Analysis Travel Unified Threat Management Uninterrupted Power Supply People Tip of the week Amazon Web Services Benefits Authentication Password Management Distributed Denial of Service Password Manager Proactive Software Tips Remote Work Books Insurance IBM Fax Server Internet exploMicrosoft Computer Fan Mobile Virtual Assistant Humor Knowledge Assessment Smart Office hacker Flash Virtual Reality Unified Communications Storage Voice over Internet Protocol Mobile Office iPhone Search Windows Server 2008 Online Shopping Smart Technology Nanotechnology NIST Business Mangement Rootkit Remote Monitoring and Maintenance webinar Emergency Notifications Practices IT solutions Advertising FENG Professional Services Telephone System Monitor Network Congestion Data Warehousing Specifications Troubleshooting Accountants Television Sync Worker Commute Theft Employer Employee Relationship Multi-Factor Security Human Resources Emails How to Evernote NarrowBand Cryptocurrency Software as a Service Content Mouse Recycling Line of Business Environment Conferencing HBO Hosted Computing Tools Reputation Techology Millennials Hosted Solution Public Computer Students Going Green Running Cable Windows 10s Telephony Cortana Computer Accessories Addiction Safe Mode Robot Hard Drives Screen Mirroring Trending Staff Tech Support Cache Files Antivirus Regulations Wireless Charging Two Factor Authentication Devices Audiobook Criminal Vendor Management MSP Relocation Video Games Frequently Asked Questions Fraud Inventory HVAC Hybrid Cloud IT solutions CrashOverride Remote Worker Thank You Congratulations Wiring Company Culture Administration Twitter Managing Stress Regulation Webinar

Free Consultation

Free ConsultationSign up today for a
FREE Network Consultation
How secure is your IT infrastructure?
Let us evaluate it for free!

Sign up Now!