XFER has been serving Michigan since 1994, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

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 XFER. We’d be happy to assist you, all you have to do is call 734-927-6666 / 800-Get-XFER. In the meantime, don’t forget to subscribe to our blog for more useful technology tips and advice!



No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Monday, June 18 2018
If you'd like to register, please fill in the username, password and name fields.

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Security Technology Tip of the Week Privacy Microsoft Internet Cloud Saving Money Best Practices Backup Software Managed Service Provider Workplace Tips Business Computing Small Business Google Hackers Hosted Solutions Mobile Office Productivity Data Hardware Mobile Devices VoIP Quick Tips Gadgets Email Malware IT Support Efficiency Network Social Media Business Management Business Continuity IT Services Business Network Security Server Virtualization Upgrade Smartphones Miscellaneous Innovation Windows Disaster Recovery Communication Microsoft Office Users Managed IT Services Communications Mobile Device Management Computer User Tips Passwords Android Browser Smartphone Marketing WiFi Holiday Alert Save Money Data Backup Vendor Management Operating System Windows 10 Mobile Computing Remote Monitoring Ransomware Cybercrime Avoiding Downtime Computers Bring Your Own Device Apple BYOD Information Technology The Internet of Things Internet of Things VPN Cloud Computing Data Recovery Outsourced IT Chrome Telephone Systems Current Events Big Data Going Green Remote Computing Best Practice IT Solutions History Employer-Employee Relationship Trending Phone System Firewall BDR Wireless Technology Application Collaboration Spam Router Hacking IT Consultant Automation Health Social Engineering Office Excel Cybersecurity Artificial Intelligence App Budget Printer Facebook Money Tech Term Lithium-ion Battery Proactive IT Bandwidth How To Two-factor Authentication iPhone Mobility Recovery Content Filtering Business Managament Business Intelligence Fax Server Managed IT Services Maintenance Windows 8 Data Security Customer Relationship Management Hard Drives Managed IT User Error Value Mouse Humor Phishing Outlook Tutorials Private Cloud Virus Antivirus Redundancy Data Protection Apps Website Law Enforcement Office 365 Networking Analytics PowerPoint Unified Threat Management Gmail Tech Support Identity Theft Memory Entertainment Retail Conferencing Google Drive Sports Search Connectivity Productivity Tablet Network Congestion Inbound Marketing Twitter Document Management Windows 10 Streaming Media Risk Management Administration Save Time Data Management Mobile Device Social Networking Vulnerability Digital Payment Office Tips Saving Time Word Computer Repair Compliance Downtime Flexibility Cleaning Piracy Wireless Physical Security IBM Best Available Public Cloud Workers Administrator Leadership SaaS Environment Bluetooth Settings Scam Human Resources Credit Cards People Computer Accessories Samsung Biometrics Data storage Data loss IT Management Training IT service Social Hacker Internet Exlporer Spam Blocking CES Online Currency eWaste Point of Sale PDF Recycling IT Plan HaaS End of Support Safety Wi-Fi Statistics YouTube Touchscreen Content Management Government Unsupported Software Robot Infrastructure Meetings USB Programming OneNote Webinar Skype Update DDoS Running Cable Smart Tech Solid State Drive Video Surveillance Intranet Data Storage Encryption Wearable Technology Black Market Comparison Work/Life Balance Data Breach Windows 7 File Sharing Insurance Password Netflix Customer Service Botnet Business Mangement Windows 8.1 Update Smart Office Analysis Notifications Instant Messaging Start Menu Theft Display Storage Root Cause Analysis Consultant Data Warehousing Specifications Colocation Supercomputer Regulations Evernote Debate Nanotechnology Laptop Computer Fan PC Care Voice over Internet Protocol Digital Signature Scheduling HBO Macro Practices Shadow IT 3D Cameras Travel Criminal Paperless Office SharePoint Accountants Hybrid Cloud eBay Mobile Cortana Addiction Licensing Co-managed IT Millennials IaaS Computing Infrastructure Knowledge Virtual Reality Servers Wireless Charging Touchpad FENG WIndows 7 Alerts Multi-Factor Security Strategy Frequently Asked Questions Fraud Hosted Computing Legal Patch Management Printer Server Shortcut Relocation Workforce 360 Emails Worker Commute Text Messaging Professional Services Google Apps Cache Monitor Screen Mirroring User Gaming Console Bloatware Flash Fiber-Optic IT Security Education Devices Electronic Medical Records Managing Stress Work Station Domains Lifestyle Science Tip of the week Amazon Print Server Inventory Windows 10s Software as a Service Business Owner Telecommuting nternet Crowdfunding IoT Tools Remote Support Wireless Internet Reputation Charger Cast Internet exploMicrosoft HIPAA IT Support Entrepreneur Sync Cables Thought Leadership Hiring/Firing Tablets Windows Server 2008 Amazon Web Services Law Firm IT Access Control NarrowBand Blockchain Company Culture Software Tips Remote Work Uninterrupted Power Supply Hosted Solution Windows Media Player Virtual Desktop Help Desk Password Manager Augmented Reality Wire Customers Computer Care Hiring/Firing LinkedIn Advertising Keyboard Cost Management Telephony Unified Communications Content Filter Applications Webcam Upgrades Analyitcs Online Shopping Authentication Chromecast Audit Google Docs Staff Net Neutrality Machine Learning Distributed Denial of Service Files Books Loyalty Experience Congratulations Content How to Two Factor Authentication HVAC Techology Emergency Music Worker Audiobook Students Assessment Rootkit Politics Transportation Healthcare Television Troubleshooting Webinar Battery Public Computer Video Games Benefits Electronic Health Records Automobile IT solutions Thank You Employer Employee Relationship CrashOverride Scalability Smart Technology

Sign up for our Newsletter!

  • Company Name *
  • First Name *
  • Last Name *