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Setting up an efficient business invoicing system

An adequately designed invoicing system helps a business to get paid on time and offers legal protection for both parties involved in the business deal.

To be more precise, it prompts payment, reminds clients of the work completed or items provided, and provides the chance to send a positive message about the company and brand. Once your business has an efficient invoicing system, it will realize revenue. Start implementing changes in your organization and see the difference they make.

Pick the right invoicing system

You can manually create invoices without running an invoice generation program. Maybe so, but managing transactions manually is time-consuming. You have to enter the same information time and time again. Also, you must back up the invoices and, therefore, risk compromising valuable data. By contrast, when setting up an electronic system, you only have to enter the information once. Details, such as the description of the item, are automatically generated. As far as backing up invoices is concerned, this can be done in a matter of seconds. You chose the directory where the backup is stored. Consider using an invoice management software that allows you to create and send invoices electronically.

Input client information

It is essential to include all necessary information on a business invoice. Input your client's information on the invoice. By now you should already know what to include on an invoice. Mandatory information to be included:

  • Your client's name and address
  • Your client's VAT number

Needless to say, an invoice must feature your name and address, your VAT number, the date of invoice completion, and the unique invoice number. After having input the necessary information into the invoice software, it will start generating explicit invoices that can be sent by mail or printed. If you are a freelancer, make sure to include your hourly rate into the software, as it can find the amount that corresponds to the total.

Determine what credit terms customers will be offered

Credit terms refer to the payment requirements. Offer clients precise credit terms so as to speed up the flow of inbound cash. To create clear credit terms, you must determine:

  1. When you want to be paid. Giving clients 30 days to pay is what most businesses do. Clients have a maximum of 30 days to submit payment for the services or goods offered. Depending on your needs, you can invoice monthly or weekly. It is up to you to decide.
  2. What your preferred payment method is. Discuss how you want to get paid before you get started. Make it easy for clients to honour their invoices on time. You can opt for PayPal or any other payment option.

Design professional-looking invoices

The invoice represents the point of contact with the clients, which is why the design matters. A poorly designed invoice can lead to confusion, not to mention that it can be annoying. Make sure to create professional-looking invoices. Download templates from the Internet if you have to. There are so many types of invoice templates that it will be hard to choose the best option for your business. Any template is a good choice as long as it reflects your brand.

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