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Paving way to greater success for our clients-Consultant Case Study

consultant case study

Owning a consultant business comes with a lot of challenges, already. Managing to invoice and adapting 10 other software to manage each activity, does nothing but simply adds to the task.

As a consultant, you need a dedicated consultant billing software that can automate and track your due payments, even when you’re away. For a consultant, precise time tracking is crucial for your business because non-compliance can lead to incorrect invoices and distrust. Moreover, a consultant needs to actively manage each of its business aspect just like any other businessman like client management, task management, time tracking, inventory management, time to invoice conversion, and more.

To make business management easy and fit all the 10 different sectors of software in one account, we created a completely customized self-hosted solution for our client in the consultancy business.

Our client is in the force management and consultancy sector of business, helping further businesses with the workforce.

In order to efficiently manage the business, clients, workforce, and invoicing, here we were provided with key requirements:

  1. Invoicing clients based on a number of workforce provided.
  2. Time Tracking to easily calculate overtime.
  3. Create a drop down for overtime charges in the invoice template.
  4. A separate section for creating an employee profile.
  5. Invoice template customization as per software customization.
  6. Generating the reports for calculating the profits and losses.

Keeping in mind all the requirements shared with us, our team quickly created a plan to customize an entire software for our client. Here is how invoicing for consultant business took shape for this project:

consultant billing software for easier invoicing for consultant business

Scope of Work:

The scope of the project includes the implementation of Invoicera in online mode with existing features of the application incorporated with customized Invoice Template and functionality involved. And

The application will primarily include the following modules:

1.  Created Employee Management Module: 

A module created to allow admin to manually upload or import employees in CSV or XLS format.

  1. Employee Name
  2. Employee Number
  3. Rate                    

2. Invoice Management

A list of some customized additional columns added to the invoice creation page to make invoicing easy.

3. Client Management

A completely dedicated section to allow admin to:

a)       Add new clients

b)      View, Filter list of Client: View all the clients in the client management

c)       Edit Client, go to details, Add Credit

receive-online-payment-banner

  4.   Staff Management

This section will help admin to

a)       Add staff members of the company

b)      Define permissions for each Staff

5. Report Management:

A dedicated section to create and analyze reports infrequent intervals:

a)       Client Report:

b)      Employee Management  Report: 

c)       Invoice Report:

d)      Staff Report:

e)       Estimate Report

f)        And many more

6. Technical Assistance

Invoicera believes in providing technical assistance and guidance even after delivering the project. Our support staff is easily available through different platforms.

  • Skype
  • Goto Meeting
  • Uberconference
  • Email or phone
  • Remote support via Teamviewer

Final Words:

Invoicera has been building invoicing platforms for businesses around the globe for the past 16 years. Customization of an invoice software ensures you host a completely self-hosted invoice software in your environment and let it adapt to your system.Invoicing for consultant business can be made easy this way.

Are you also facing invoicing and business management problems with your manual set up? Host a custom invoice software, today.

Get in touch with our experts now!

invoicing for consultant business

“I worked free to avoid embarrassing invoicing” An Expert Guide To Avoid Such Circumstances

Invoicing your Clients can be a stressful job.So, know the easy ways to avoid such cirumstances and reduce invoicing related stress

Invoicing and accounting were never an easy subject. We’ve always struggled in school and at times even today. This is why only a handful of scholars get to become the best of CAs. and there is literally no bad at that. Each one of us is different and brilliant in our fields. There is nothing to be embarrassed about.Read on and know the important tips to reduce invoicing related stress.

Now you must be wondering the whole reason behind this session of TEDTalk. So, while scrolling Reddit a couple of days ago, I came across a post that haunted me for hours. It was about how an amazingly talented photographer was embarrassed about successfully doing his business because of the lack of some admin skills.

I wondered how this must be a problem of many who do not say it. This seemingly minor obstacle became a major problem for someone to be successful. I could not control but sharing this with everyone who is facing these problems.

But, first, please read the exact situation

I’ve been working for a company led by a successful photographer in the UK for a few years until about a year ago when I left the country for personal reasons. I’ve remained close to the company and started doing freelance work for them as a photographer, doing behind the scenes photography, and work on other projects. It is however really hard for me to set my own prices as I haven’t done freelance work before and don’t really know how to break down my costs and adjusting my rates, as I’ve been offered 200£ one time and 2000£ another time for projects that took about the same amount of work. A lot of the jobs I’ve been getting are also very spontaneous, asking me to fly out on location within just a few days so there often isn’t much time for preparation.

So when it comes down to sending my invoices I end up procrastinating and building up anxiety about it to the point where I’ve just ended up doing work for free a couple of times already. I’ve asked other photographer friends what their process is but never really managed to get a proper response from them and I just get ashamed to tell them how helpless I am. I really love my work but I’m embarrassed by my lack of professionalism when it comes to the admin side of it and it’s making me doubt if I should even pursue this career or just find regular employment again. I’m taking this to Reddit hoping that I could maybe get some pointers in the right direction.”

 

 

Know how to avoid invoicing related stess

 

 

This particular issue has sparked so many questions that need critical understanding and precise targeting. As an invoicing expert, I would like to resolve each of the queries of my friend u/gabbacus (Reddit Username).

  1. How to break down project costing to justify every cost?
  2. What factors to take into consideration while deciding cost?
  3. How much is worth your services?
  4. Why are projects estimated differently at different times?
  5. How to create an Invoice that is self-explanatory?
  6. How important are estimates and charges list?
  7. Why is it important to seek expert guidance?
  8. Lastly, Invoicing is a minor issue to create any embarrassment.

 

Keep on reading to find out solutions to avoid complications while invoicing and successfully carry out administration jobs without any fail.

 

Question 1- How to break down a project costing to justify every cost?

In any project that you carry out, there are multiple costs involved that your customers might not be aware of and consider you’re overcharging. To take your customer in full trust, break down the cost for them to help them understand better. For example, a photographer’s full charges can include-

  • Time billing
  • Photography cost
  • Travel charges
  • Rental charges
  • Markup charges
  • Taxes
  • Additional services
  • Consultation fees (if any)

The above is the precise breakdown of costs a photographer should include in their invoices. Apart from this, there are multiple other types of invoices that you can create such as

Lump-sum billing– for collectively charging prices for the project. It is basically for bigger projects including many folds of project management.

Up-set billing– a combination of time-cost and lump-sum billing, up-set billing is about charging a lump-sum to work in a particular time frame.

Question 2- What factors to take into consideration while deciding cost?

It might not seem important at first, but how you invoice photography clients can have a big impact on the success of a job, and your profit margin.

A key factor/tip that will be directly relatable to your business is bill your clients three or four times more the payment amount you want to take home. There is nothing unethical about it. Because this cost will include all your other costs associated. For say, if you want to take $25 at the end of the day home, bill your clients $100 to $105. This amount will help you cover up all the costs that you have invested and later take back home the desired income you want to. Some photographers contrast to the hourly billing and suggest it is not the best way, but it is important as a photographer to value your time and bill on the basis of hours invested.

On the other hand, the other most chosen method of billing clients is billing for products. Ie. prints, books, photos, etc. it is generally a totally different billing segment and not mixed with time-based billing.

In a photography business, an invoice is generally split into two parts- the cost to do the work (taking pictures) and the cost to use the pictures(picture licensing).

Therefore, when you bill next time, make sure you are taking into consideration both of the most important factors and reduce invoicing related stress.

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Read More- What Does Your Invoicing Tells About You-Find Out

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Question 3- How much to worth your services?

A photography business is one of the most diverse business segments in the society out there. Where getting appreciated and acknowledged is a long road to achieving achieve. Therefore, if you will not value your pieces of art, no one out there will ever too.

Now, once you firmly appreciate your work. You can let your clients perceive higher values of your services fairly quickly. Most importantly, a business presentation is everything. More so in the business of art. Do not forget to consider these factors while upgrading your business.

  • Decorate your space to make it more professional and welcoming.
  • Your packaging is your branding. Ensure every packaging material you use is fully branded and professional with logo and information.
  • Let your customers experience a VIP customer service experience.
  • Photography is a luxury. Just like people invest in expensive bags and cars, they like to invest in photography. Be the one their best money can only buy.
  • Always stay ahead of your competition. Regularly track them and create newer strategies to stay ahead and relevant all the time.

Question 4- Why are projects estimated differently at different times?

Now, this is a complete situation based circumstance. Many times as businessmen we tend to make decisions that are of best of interests at a given point of time. Make sure to consider a few factors while estimating projects-

  1. The kind of project you’re working on
  2. Your current business needs
  3. Past experience of the projects
  4. Project involvement needs
  5. Need for supplies
  6. Calculate hours to be invested.

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Question 5- How to create an Invoice that is self-explanatory?

Well, an invoice is your most professional document, apart from being your reward to cash for services. It is your most eligible branding and a communicating piece of business art. An online invoice should be your most calculated, explanatory, and itemized list to help clients understand prices well.

Here are all the details an invoice must have-

  1. Client’s name
  2. Client’s address
  3. Business name
  4. Address of the Business
  5. Business contact details
  6. Itemized list of services, products
  7. Taxes and description
  8. Payment details
  9. Terms and conditions
  10. Payment due dates
  11. Lastly, thank you notes

Question 6- How important are estimates and charges list?

Estimates are your gateway to new projects. They tell your clients how much they will be paying for services that will be offered to them. An estimate is a sum of items, and tentative expenses. It also includes tentative extra charges that might incur during the course of the project. The estimated cost of a work is a close approximation of its actual cost.

 

Question 7- Why is it important to seek expert guidance?

While you’re a photography expert, you still need expert guidance on administration tasks that you’re still a noob to. Because your entire cash flow depends on your invoicing. It is the guardian to help your business sustain and grow. An expert just does not need to be a person. It can also be an invoicing software like Invoicera that guides you at each step while creating an invoice or managing business payables and receivables. Take a look at how Invoicera helps you manage your entire business activities.

Invoicera is one of the leading online invoice software in the market. The cloud-based invoicing and billing software has catered to more than 3 million users around the globe for the past 13 years.

The invoicing software offers many unique features customized to specific business needs of freelancers, small businesses, and enterprises. It helps you to automate and simplify your business processes and communication with online invoicing and payments, expense management, recurring/subscription billing, client/vendor panels, time tracking, invoice approval process, multilingual & multi-currency support, staff permissions, financial reporting & analysis, purchase order management.

Try out these beat solutions to ease invoicing related anxiety

Features:

  • Invoice approval process/ customized approval process
  • Two-factor authentication
  • Multiple business access
  • 30+payment gateways
  • 3 layers account security
  • Staff management
  • A/R&A/P Management
  • Multi-lingual compatible Invoices

 

Services:

  • Online invoice software
  • Subscription billing management
  • Project management
  • Time tracking software
  • Custom workflow management
  • Expense management
  • Customize Invoicing solution
  • Multi- Business Management
  • Third Party Integration

 

Lastly, Invoicing is a minor issue to create any embarrassment. 

 

Invoicing and other administration jobs of managing expenses, receivables and other cashflow are important to a business. They decide on your success. As a business owner, it is expected for you to be a jack of all trades. But, it is completely fine to not know a few things. The world can teach them to you if you have the desire to learn.

Invoicing is one of the easiest documents, yet more complicated. But, trust me once you start creating these on a regular basis, they become seamless. You just need to be smart enough to utilize technology in the right manner so that it sets the pace for you. Software like Invoicera guides you throughout the process of invoicing, expense management, payments to become a pro and hence reduce invoicing related stress.

 

 

 

 

Switch to online payments- Advice of the decade

Lets us see why switching to Online Payments is so crusial in current times

For how long have you been hearing experts telling you that Digitization is the future? Forever since the internet came into existence experts have been optimistic about it changing the future.

Recently we have experienced businesses changing their outlook towards transactions and breaking boundaries to deal in the global markets. In this scenario, accepting physical cash was slowly becoming obsolete, already.

But, who has acted as a catalyst towards extinguishing the cash from the market? COVID19! With the on-set of pandemic and hundreds of speculations doing the rounds, acceptance of cash will go down to 4.5% between 2019 to 2023 that was earlier predicted to be 7.6% (before the onset of COVID19 pandemic) in the USA.

 

Cash Transaction have gone down from 2019 to 2023 by 4.5%

 

Ravi Sharma, Banking and Payments Analyst at Global Data, said: “The decline in overall spending will be somewhat offset by a rise in online payments. Wary consumers will stay home and use the online channel to purchase goods in order to avoid exposing themselves to the disease.”

What’s the overall realization here? Your customer’s buying behavior is changing. Forecasts predict that while cash will see a steep decline, there will be an overall increase in online payments.

How are you as a business supposed to react to this, earlier steady but now rapidly, changing buying behavior?

Time is Now! Switch to online payments. We have emphasized on the changing business trends in previous posts as well. But, the need is more than ever today.

It will also improvise how you business. Online payments can change the entire outlook of your business. Therefore, it will be a win-win always.

 

Find out how online payments set the whole new pace for your ongoing activities:

 

  • Instant notification from instant payments-Online payments have significantly automated the entire business processes. As you get notified for your online transactions through Invoicera, your clients also get intimated about the payment completion. This might seem a regular process, but the automation makes the process of cash & goods flow easier.

 

  • Lesser Manual Processes-automation of recurring processes with an online invoice payment system can drastically reduce manual processes in your business. It saves a considerable amount of time ensuring maximum revenue generation from recurring billing. Subsequently reducing the chances of human errors. Do not forget to bill clients anymore. Automate with Invoicera!

benefits of Online Payments for the Businesses

  • Fewer Infrastructure Cost-While hiring employees you have to set up an entire training session, setup, and infrastructure, whereas an online invoicing and payment system like Invoicera, can easily integrate in your current ERP and CRM for a seamless experience of invoicing and accepting payments from around the globe with more than 30 payment gateways integrated.

 

  • Higher & Faster Revenue Options-                                                                                                                                                                                                                                                                                                             When you step forward to accept payments online with more than 30 online payment options to offer, you’re reducing chances of all the barriers a customer might has to face. The entire process of online payments makes the process to receive payments online faster, seamless, and convenient. It ensures global transaction, currency conversion, and tracking. Moreover, the more seamless the process of payments be, more likely are customers to pay before time.

Intergrate 30+ payment gateways with Invoicera Online payment system

  • Ability to Tune to New Consumer Trends-Online payments is the new trend, now an ever-increasing need too. Audiences that were always hesitant of using digital payments have now increased their interests in it. Lock down and home isolation has left people with only this mode of transactions. Thus, wide acceptance.

 

  • Online Payment Options=Higher CredibilityCash transactions are steeping down, people are playing with their digital modes more. Paying with cards and transferring online has become the new consumer trend. It ensures company has to spend less time in setting up reliability and streamline marketing efforts to save both, time and money.

 

  • New Opportunities with Affiliate Marketing-Develop new marketing plans like affiliate marketing to attract new users and retain loyalty from the existing ones. Run an entire commission-based marketing online with online payments transaction. It is so much similar to your traditional marketing, just smarter enough with automation and speed.

 

  • More Flexible Promotional Offers-How often could you do last minute deals when you only had cash as a mode of the transaction? NEVER, Right! But, when you accept payments online offering deals become easier. It adds to working more dynamically and increase any kinds of business sales rapidly.

 

  • Closer Revenue Tracking-An online invoicing and payment system like Invoicera is a business management tool that helps you keep track of all your AR&AP for clarity of the cash flow of the company. Invoicera records all your transactions automatically in reporting sheets so you have a record of every transaction and never miss a penny. Online payments make business remember sales well and increase transparency that businesses have always desired.

 

  • Advanced Technologies-The Game Changer-The new introduction in your business in the form of accepting online payments is introducing you to unexplored sides of business technologies and changing your entire outlook towards it. A software of invoicing and payments when integrated into the business acts as your packaged business management tool automating your workflow such as task management, client management, invoice automation, payments automation, reports management and more.

 

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Read More- Top 10 Business Advantages of Accepting Payments Online

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Now that you know how dynamically online payments can accelerate your business success. You should also find out the most appropriate ways to include this set up in your ongoing business activities to strengthen your presence in the market.

 

Invoicera is an online invoicing and payments system that makes acceptance of online payments smoother and tracking seamless. It is a wholesome packaged together business management tool that helps you automate business processes such as invoicing, payment reminders, payments, tracking, task management, approvals, and more.

 

Simply get Invoicera integrated in your current ERP & CRM for a seamless experience. You shouldn’t be surprised to know it is because of this that Invoicera is a choice of 3.5M+ users around the globe and more than 75+ software customizations for biggest business giants in the past 16 years.

 

To know more about us, contact our invoicing experts today!

Accept Payments Online easily with Invoicera Online Payment systems

Embarking The New Era of Invoicing For Telecom Agencies- Case Study

telecom-agency-billing-software

 

We define our success with happy faces and satisfaction of our clients 

Telecom industry is one of the most dynamic businesses of today’s time. The ever-challenging business needs always leave businesses in a split of the correct next path. This time our client had to struggle two major problems to keep its clients satisfied. Find out more in the blog below. 

Our client is based in the telecom industry and deals with a large customer base. Managing CDRS and a large customer base was one of the most crucial tasks. Apart from all the other requirements, the above two had the most emphasis. 

 

Our journey started with creating an independent hosted platform ensuring to embed all the requirements mentioned in the course of the discussions. We were shared with all the requirements that needed precision and attention. Here is all that we were asked to customize:

  1. To synchronize a VOIP system to easily fetch data from CDRS
  2. CDRS data upload: A system to directly & conveniently upload data through CDRS
  3. Manage pricing or rate: To make dynamic billing easy.
  4. Send invoice as per CDRS data: Automatically calculate charges based on CDRS and including them to invoices. 
  5. Manage tax as per VOIP: Managing invoices and billing based for resellers and end clients directly. 
  6. Recurring billing system: automatically generating bills each month and shooting them to clients directly. 

telecom-billing-challenges

 

 

Keeping in mind all the requirements shared with us, we created a completely self-hosted system for our client. Listed below is a quick overview of every customization Invoicera did: 

The scope of work with Invoicera included the implementation of an offline mode in integration with existing features of the application and incorporate it with a customized workflow intended to convert the raw data from CDRS into a readable detailed bill for each client. 

 

  1. CDRS to Invoice Conversion: 

    1. CDRS Data Upload
      This module helps admin to upload all raw data manually of CDRS in .csv or .xls formats.

    2. Generate & View all bills for single customers
      Choose a single customer and access all of its raw data from CDRS to upload. Admin can easily access the bills and shoot them to clients via mail.

  2. Invoice Management:

    Customized Invoices: Additional columns as per request were added to make the invoice template even more detailed and descriptive. Few such columns were: 

      • Customer CLI
      • Telephone Number
      • Call Date
      • Call Time
      • Country of origin, etc.

  3. Recurring invoice Management:

    This module was created in order to make recurring invoicing convenient. An automated invoicing setup to allow admin to pre-schedule invoice dates and let automatically created invoices be delivered on the same.

  4. Client Management:

    1. Add new clients/Customer: Reference
    2. View, Filter list of clients
    3. Edit Client, go to details, Add Credit

  5. Staff Management:
     This section was created with the aim to allow admin to:

    1. Add staff members
    2. Define permissions for each Staff

  6. Technical Assistance:

    Invoicera aims at building long term relationships. Focussing on this motive, Invoicera helps its clients proactively even after-sales

 

Wrapping Up:

A dedicated employee for the organization to make complex tasks easier. This is how Invoicera aims to work for the business.

Another milestone was achieved by Invoicera in less than a month by creating a completely customized set up for our client from the telecom industry. Easy CDRS and data management with convenient invoicing was one of the most focussed requirements of our client. Complete precision to detail and requirements made this software work as super-efficient telecom billing software.

Invoicera is efficient in making any customization request possible. Write down to us for your invoice software customization requests. Our client support will assist you the best. 

 

Hoping to hear from you soon!

 

 

consultant-billing-software

Invoicera For Digital Agencies- Helping Agencies Enhance Productivity

digital-agency-invoice-software

Owning a digital agency is as challenging as finding creative ideas every day. Your work is not limited to just some excel sheets or suffice through regular workflows. The act of balancing creativity with business is not a play for everyone. But, the wise men are doing it like a child’s play. 

One of the simplest formula to make any job hassle-free is by doing it SMARTLY. Not every task needs hard work, some can be easily carried forward through integrations with AI. 

A custom digital agency invoice software is one such major example of taking out the hardship from the work. A simple integration can help you let your employees focus on more creative ideas for the next big project than spending in numerous hours managing workflow and invoice communications. 

 

agency-billing-software

 

Falling prey to some similar troubles, one of our clients from the digital world owning a digital agency came to us. Some of the core challenging areas affecting their day to day workings were: 

  1. How to apply bulk pricing and set automated dynamic pricing for their clients?
  2. To send a final invoice after calculating the final usage.
  3. How to manage multiple clients automatically?
  4. How to automate recurring bills?
  5. A segregated report file for AR & AP
  6. How to manage workflow in the organization?

 

Invoicing and cash flow management are the backbone for business. To strengthen and supplement invoicing, we came up with customized solutions for our digital marketeer. Have a quick look at all the solutions below: 

 

This application includes modules such as:

  • Client Management:
    In order to make client management easy, we set up different sections namely, price management and monthly fees. These sections will help set dynamic prices and fees depending upon each client.

 

  • Invoice Management:
    A separate dashboard to view all invoices in a single place. Also, create invoices based on your dynamic prices or automate them. Quick drop downs to make your selection easy and convenient.  The unit price will be calculated automatically depending on the unit usage. The “unit usage” will be received from the API. Here, an admin will also be able to add unit usage manually.

 

  • Staff Management:
    Add all staff members and grant them permission to perform relevant tasks and easily keep a tab on them.

 

 

 

 

  • Report Management:
    Customized reports specially created to make analysis easy. 

    • invoice/bill report
    • Customer report
    • Staff report
    • Estimate report

 

  • Technical Assistance:
    Invoicera will provide all the required technical assistance pre-installation of the application on the server and post-Installation of the application via various modes available:

    • Skype
    • GoToMeeting
    • Uberconference
    • Email or phone
    • Remote support via Teamviewer

 

Final Words:

Invoicera is one of the leading custom invoicing software for digital agencies in the market with more than 75 customizations for leading global leaders in the past 16 years. 

The invoicing software offers many unique features customized to the specific business needs of small businesses and enterprises. It helps you to automate and simplify your business processes and communication with online invoicing and payments, expense management, recurring/subscription billing, client/vendor panels, time tracking, invoice approval process, multi-lingual & multi-currency support, staff permissions, financial reporting & analysis, purchase order management.

 

Features: 

  • Invoice approval process/ customized approval process
  • Two-factor authentication
  • Multiple business access
  • 30+payment gateways
  • 3 layers account security
  • Staff management
  • A/R&A/P Management
  • Multi-lingual compatible Invoices

 

Services: 

  • Online invoice software
  • Subscription billing management
  • Project management
  • Time tracking software
  • Custom workflow management
  • Expense management
  • Customize Invoicing solution
  • Multi- Business Management
  • Third-Party Integration 

 

Invoicera is efficient in making any customization request possible. Write down to us for your invoice software customization requests. Our client support will assist you the best. 

Hoping to hear from you soon!

 

 

invoice-software-for-digital-agencies

Role of COVID-19 in Accelerating Online Payments Globally

invoicing-software-for-small-business

The COVID-19 pandemic, single-handedly, has affected the lives of every single human directly. Which is why social distancing has become the new normal for human lives to carry on.  While every industry and market has been hit directly from the ongoing pandemic, the work cannot be stopped. Because the extreme can lead businesses and economies to collapse. To resolve the uncertain damaging situations, some diversions can sort your business problems extensively. 

 

For any business, Cash flow is the king in a business and cannot be avoided at any cost. It is the heart and soul of an organization to run. Online payments will now help businesses to resume their activities with physical distancing and following social distancing as the basic norm in COVID-19.

The steep rise in the usage of smartphones has also given rise to the downloads and usage of digital payment options. A recent report published by Statista has foretold that sum of transactions through overall digital medium will reach USD 4,769,370m by the end of the year 2020 and later a YoY increase of over 15% is expected to be witnessed. The novel Coronavirus will significantly act as a catalyst in increasing its usage percentage multiple folds. 

 

Let us now understand how COVID-19 will actually incline brands towards acceptance of digital/online payments throughout the globe. 

 

Coronavirus Outbreak’s Impact on Industry and Market

The sudden outbreak of the Coronavirus pandemic has brought the entire world to a shocking uncertain standstill. The completely ruptured demand and sudden halt has brought a significant impact on the manufacturing sector as a result of consumer behaviour. As almost one-third of the world’s population is, right now, locked at home, their behaviours have changed. 

Not just consumer behaviour, but the sudden lockdown has also compelled companies to either have a complete shutdown or work from home (whichever is possible) till the next possible situation to bring life back to normal. 

As we are all aware that the coronavirus is here to stay and neither in the sight of the near future we will witness its complete disappearance. The side-effect are not limited to a list, but every business, every sector, irrespective of any boundaries is expected to witness the hard-hit. While many startups and SMEs are expected to vanish, economies are expected to go through major recession than what we are already experiencing as first-hand experience of lockdown. 

But, in this current scenario, it will be interesting to see how the adoption rate of digital payments will rise. 

 

Factors Accelerating Digital Payments Solution Acceptance

Cash Will Significantly Lose its Value

small-business-invoicing-software

With Coronavirus expected to stay on surfaces for more than 9 hours, currencies are expected to be a lethal carrier of the virus. Countries like USA, Canada amongst others have found their own way of dealing with it. From the major foreign exchange being reserved for more than 24 hours before circulating it back into the economy to washing currency notes in the laundry (Canadian Currency is Plastic Based Paper), every country has devised its own measures. But, Majorly every economy is supporting online payments to help suppress outbreak to some extent, even minor. 

Also, with the ongoing situation, there is a steep rise in the number of downloads for online grocery stores with 160% to 218%. Walmart Grocery and Instacart download numbers indicate the truth to the world. 

Moreso, just like any other sector even banks are working with a minimal amount of employees. Thus, retailers and SMBs are finding it difficult to deposit cash. Therefore, the shift to receive payments online eradicate the chances of transmission or even thefts. 

With the increasing use of smartphones, more than 38% of consumers are preferring to opt for online invoice payment system globally. Another study reveals that yet alone in Germany, post the COVID-19 outbreak, the download percentage has risen to fifty per cent from 35 per cent. Such instances are seen worldwide and followed in other countries as well. 

Online payments are contactless payments and do not need physical intervention, apart from being secure and transparent. There are multiple factors people opt for online transactions over physical currency exchange. 

 

online-payments

 

 

Significant Increase in the Demand of E-Commerce after the Outspread of Pandemic

Being locked in houses people are opting for online shopping. Every E-commerce store that promises to deliver in time with contactless delivery is preferred by people. Even in countries with partial or no lockdown people are avoiding going out for shopping, rather staying in as a measure of social distancing to break the chain of the spread of the virus. 

Many retailers are more actively working to serve their online clients and others are trying to get their software developed to follow. 

As a result of COVID-19, the practice to receive payments online has gone up by 28% in march for businesses in essential commodities. However, many other items such as apparels, accessories, gadgets, automobiles, etc have made their shift to luxury goods and consumer behaviour has changed towards them. Travel, tourism, and hospitality industries are shaking and at a complete halt because of travel bans across the globe. 

 

More Extensive Perspective

The Coronavirus isn’t ending soon, we have already discussed this. And, it will eventually affect the lifestyle of every individual directly. There is a subsequent increase in the numbers of transactions online. But, it is important to understand here, that currently only essential commodities are in demand and purchasing power has certainly dropped with a sudden shocking recession. But, as soon as the life will get back to some extent of normal, with the ongoing changed behaviours, it is expected to witness the rise in the volume of digital/online payments  

 

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Read More- Top 10 Business Advantages of Accepting Payments Online

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What are enterprises expected to do?

Till 2019, the adoption of digital payment mediums was a choice. But, with current situations in 2020, the entire outlook towards digital payments has changed. Consumers have inclined towards it more, irrespective of the business type, sector, or category. Online payments will soon claim its throne over cash transactions. Therefore businesses should prepare themselves to completely digitize their invoicing and payments process by setting up automated solutions to send online invoices and receive payments online with least human intervention. 

Invoicing software will now play a major role than ever to help businesses curb the needs of digitization. While accepting the technology will take time but, automation with customized solutions can accelerate the entire invoicing and payments process to help businesses benefit from the overall process efficiency. 

 

How can Invoicera help you make a mark?

Invoicera is an online invoicing and payments solution empowering over 3 million businesses worldwide since last 16 years.

Invoicera helps to automate and simplify your invoicing and payments with more than 30 payment gateways. Apart from this you can also get the access to expense management, recurring/subscription billing, client/vendor panels, time tracking, workflows, multi companies, multilingual & multi-currency support, staff permissions, financial reporting & analysis, purchase order management, sub-contractor billing and time management, comprehensive reporting and APIs for 3rd party integration.

Invoicera also helps you to integrate with your existing legacy system  & customize the invoicing/billing process as per your business process.

 

Just like you, we too want the Coronavirus pandemic to end soon too. But, remember changed human behaviour will change the entire purchasing trends. 

Don’t forget, some advices are advisories. They should not be neglected. 

 

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Renovating The Outlook of Online Education With Consultant Billing Software

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Education is one of the most demanding and challenging business sectors. 

And, with the changing patterns of outlook and behaviour post COVID-19 outbreak, institutes are expanding themselves with the online medium. 

Keeping quality intact and providing best services makes you stand out. The demand and rise in competition is making parents, school and guardians opt for best teachers. Therefore, giving rise to the business sector of education consultants helping such prospect clients to choose the best. 

 

Such consultants act as aggregators of teachers of different niches and provide them when needed. Therefore, managing teachers’ profiles, client invoices and communication becomes a hassle, when numbers become big. 

 

To cater to the big issue and manage multiple sections in one dashboard, we received an enquiry from one of our clients based in Spain. His needs were precise to the problems mentioned above and looked for solutions catering the exact problems. 

 

Explaining to us the problem, we were handed over with few customizations and workflows needed to be designed exactly to the need. 

 

Here is a list of the problems that required attention: 

 

  1. A consultant can use the same application which is being used by the admin so that consultant can send invoice to the admin and get paid for this.
  2. The template will be changed slightly.

 

Owning a consultant business comes with a lot of challenges, already. Managing to invoice and adapting 10 other software to manage each activity, does nothing but simply adds to the task. 

To make business management easy and fit all the 10 different sectors of software in one account, we created a completely customized self-hosted solution for our client in the consultancy business. 

Our client is in the force management and consultancy sector of business, helping further businesses with the workforce. 

 

In order to efficiently manage the business, clients, workforce, and invoicing, here we were provided with key requirements: 

 

  1. Invoicing clients based on a number of workforces provided. 
  2. Time Tracking to easily calculate overtime
  3. Create a dropdown for overtime charges in the invoice template
  4. A separate section for creating an employee profile
  5. Invoice template customization as per software customization. 
  6. Generating the reports for calculating the profits and losses.

 

Keeping in mind all the requirements shared with us, our team quickly created a plan to customize an entire software for our client. Here is how we worked on the project: 

 

Scope of Work:

The scope of the project includes the implementation of Invoicera in online mode with existing features of the application incorporated with customized Invoice Template and functionality involved.

 

The application will primarily include the following modules:

 

 1.  Created Employee Management Module: 

 

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A module created to allow admin to manually upload or import employees in CSV or XLS format.

a) Employee Name

b) Employee Number

c) Rate

                  

2. Invoice Management

A list of some customized additional columns added to the invoice creation page to make invoicing easy. 

 

3. Client Management

 

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A completely dedicated section to allow admin to: 

a) Add new clients

b) View, Filter list of Client: View all the clients in the client management 

c) Edit Client, go to details, Add Credit

 

4. Staff Management

This section will help admin to: 

a) Add staff members of the company

b) Define permissions for each Staff

 

 5. Report Management:

A dedicated section to create and analyze reports in frequent intervals: 

a) Client Report

b)  Employee Management  Report

c)  Invoice Report

d) Staff Report

e) Estimate Report

f) And many more

 

6. Technical Assistance

Invoicera believes in providing technical assistance and guidance even after delivering the project. Our support staff is easily available through different platforms. 

Skype

Goto Meeting

Uberconference

Email or phone

Remote support via Teamviewer

 

Final Words: 

Invoicera is building invoicing platforms for businesses around the globe for the past 16 years. Customization of an invoice software ensures you host a completely self-hosted invoice software in your environment and let it adapt in your system. 

Are you also facing invoicing and business management problems with your manual set up? Host a custom invoice software, today. 

Get in touch with our experts now!

 

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Miraculous Accounts Payable(AP) Process Improvement Ideas

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In today’s business environment when enterprises are at a tight-edged competition, the need to do more with less has become the highest thought of strategies. Each business aims at yielding maximum ROI with the least minimum investment (accounts payable) they can do. 

To free up the working capital one can take numerous steps, but today we will focus on strategizing Accounts Payable Process Improvement ideas to free up some extra working capital. 

Do you know high accounts payable reflect greater liabilities on the business? An average of 48% of businesses tend to make 68% fewer profits because almost 62 per cent of their ROI go to the unattended accounts payable, as per studies. 

You must be wondering where your accounts payable management went wrong when it seems to be carefully managed? Here are the common mistakes you must be committing unintentionally in your accounts payable management:  

  1. Failing to issue purchase orders.
  2. Not consciously matching delivered items with contractual terms. 
  3. Lack of visibility into vendor payments
  4. Lack of operational efficiencies in accounts payable management. 

 

Here are the steps you can follow for accounts payable process improvement:

 

#Tip 1: Centralize Accounts Payable Process Management:

  1. Eliminate paper invoices and accept only online invoices.
  2. Integrate in your system an invoicing and accounts payable software to eliminate piles of paper and centralize payable management. This simple integration will increase visibility into entire accounts receivable and accounts payable management for your business. 

 

#Tip 2: Take the leap towards paper-less invoicing solutions:

 

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  1. Opt for a centralized scanning solution for vendors who do not supply electronic invoices. This would help to turn images into the computer-readable text.
  2. Perform all the data entries and functions (online & offline) automatically with Invoicera to improve your AP process.

 

#Tip 3: Streamline workflow with the automation of Approval

  1. Quickly approve/get approved received invoices to streamline payments. Quick approvals and payments avoid late payments. 
  2. Manage approval assignments, general ledger posting, workflow, approval and review or notifications.

 

#Tip 4: Adopt more robust governance practices

  1. Organize the functions with a standardized and streamlined accounts payable process.
  2. Receive accurate payments much more quickly.

 

 

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Also Read: Top 5 Ways to Effectively Optimize your Accounts Payable

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#Tip 5: Set up payable reminders

Always take a proactive approach in managing accounts payable. Forgetting information and tasks in a very common human tendency. By setting up reminders one can easily take care of bills and take steps towards accounts payable process(ap process) improvement.

Reminders help you anticipate expenses. Use Invoicera to manage invoice due dates and set up alerts that automatically let you know when a due date is approaching.

 

#Tip 6: Consciously budget your expenses

Proactively creating business budgets can help you improve the AP process and avoid late payments.  Use your account payables sheet in the dashboard to keep yourself updated about all the bills that you need to pay. A clear record of every penny that needs to be paid makes sure you don’t spend extra on late payments and fines.

 

#Tip 7: Strategize to expand your cash reserves

It is not always a happy day for business. You might have to face some slow days too. In the days when your cash flow is a little too slow, you might need to open your bags of cash reserve and make keep your AP  process on track.

 

List of the ideas for accounts payable process(ap process) improvement for invoice processing are summarized below:

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Invoice Processing

  • Avoid vendor going into a debit balance.
  • Set a checklist to track the recurring invoices.
  • Send certain processes to a strategic offshore partner. This might reduce cycle time, errors and costs and also strengthen the internal controls.
  • Pay invoices according to vendor terms.
  • Reduce the time to handle an invoice.
  • Eliminate the type of floating invoices and target to send AP first.

Similarly, improvement is needed for the AP process for different sections in payments, travel, and entertainment, technology, analysis, and planning, cost control, working with purchasing, staff management, and customer relations.

 

Payments

  • Accounts payable process(ap process) improvement can eliminate manual check requests from the payroll.
  • Improve vendor relationships and cut costs by sending payments online
  • Stretch payment dates to quarterly

 

 Technology

  • Upgrade AP systems functionality
  • Get a system that calculates due dates
  • Eliminate file cabinets and route electronically
  • Develop more usable reports with a definite team

Take a look at the definite improvements made in the account payable process. The relative improvements can be made in indefinite areas for the perfect workflow.

In The End

Out of cluttered clouds, your mind is now free to think about the best possible ways for you to manage accounts payables. Invoicera with its artificial intelligence ensures a smoother Accounts payable management and tracking. A quick sneak peeks into how Invoicera, the accounts payable management software makes management easy:

  • Eliminate excessive data entry into accounts payable process improvement(ap process).
  • View the progress of invoices with the easy reduction of time.
  • It provides centralized access to invoice data.
  • Get faster automation of approvals.
  • Match with the relevant documents.
  • Avail 24*7 customer service for a convenient solution online.

 

 TRUST INVOICERA FOR ALL YOUR ACCOUNTS PAYABLE PROCESS  REQUIREMENTS:

Invoicera is one of the most powerful accounts payable management software. With more than 16 years in the online invoicing industry, it has been serving more than 3 million businesses. Supported by almost every industry, Invoicera has its customized set of tools for small businesses, enterprises, and freelancers. The support of more than 30 online payment gateways in the software makes it unique and more reliable for businesses commencing their activities worldwide. The mega dashboard in Invoicera enables you to have an efficient accounts payable process for effective management of accounts payable. CUSTOMISE, CREATE AND INVOICE ON THE GO WITH INVOICERA’S MOBILE APP AVAILABLE FOR BOTH ANDROID AND IOS.

 

 

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Frequently Asked Questions

Ques: What are the Accounts Payables ?

Ans: Accounts payables are the short term liabilities a company owns after the purchase of goods and services in the business. AP is generally recorded in the business under short term liabilities of balance sheet. 

 

Ques: How can I improve the accounts payable process?

Ans: Cash flow is directly proportional to accounts payable in the business.Thus, the need to manage AP is utmost important for the business. Here are some of the tips on how you can improve AP process of your business.

  • Accept online invoices
  • Centralize effective data and eliminate data entry
  • Streamline workflow with automation
  • To simplify and standardize
  • Set up reminders
  • Budget your expenses
  • Expand your cash reserve

 

Ques: How Invoicera helps in improving AP process?

Ans: The cloud-based accounts payable software lets you create an expense management sheet online and record every payable. An online created sheet automates the AP process. It notifies you each time of due date, filters out paid and unpaid accounts payables, calculates total liabilities and keeps you updated.

 

 

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Top 10 Business Advantages of Accepting Payments Online

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Businesses, regardless of the industry or size of business they’re in, are inclining towards accepting payments online. Thanks to the instant, as well as, long term overall advantages. 

Moreover, there has been a steep rise in the adoption of online payments since the use of smartphones has increased. Statista, in one of its reports, has predicted online transactions will reach USD 4,769,370m by the end of the year 2020. And, later an increase of 15% YoY is expected to be witnessed. 

With businesses becoming boundary-less and aiming to capture the global markets, it is important to abide by consumer behaviour across. With changing boundaries, purchasing behaviours also change. But, a business has to sustain every situation. 

For a business, maintaining high cash flow is a topmost priority. Keeping that in mind, most of the companies are opening their doors to accept payment online. Online invoice payment helps companies save time, are faster and save maximum efforts for the clients. It also helps in reducing excessive costs involved in physical transactions. By having an online invoice payment companies can give their clients an option to pay from the variety of online payment gateways around the world and make invoicing a hassle-free process. It also helps in reducing the significant amount of paper invoices that will be printed and used to send invoices. Furthermore, no more hassle of waiting for a check to show up, depositing it, and then waiting for the funds to clear. Collecting funds through online invoice payment is not as difficult as you may think.

 

Here are 10 business advantages that one may get after implementing online invoice payment to his/her business:

 

1) Instant Payment:

 

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Online payments facilitate instant payments for an organization. It breaks the geographical restrictions and let customers purchase even without physical presence. One can easily make a payment sitting comfortably at home or office. The gateway to accept payment online provides the instant notification of the transaction that makes the customer remain assured of the purchased items.

 

2) Quick & Easy Setup to Facilitate More Sales:

Setting up an option to receive online payment is easy and quick to start selling minutes after implementing it. Moreover, there are many service providers available today that offers affordable plans with zero setup fee and very low transaction rates.

 

3) Reliable Mode of Payments for Global Merchants:

An online invoice software with features to receive online payment is more secure and credible for merchants than receiving payments through cheques. A merchant instantly receives the money with no risk of bounced cheques and the fees associated with it.

 

 

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Read More: Get Paid on time with Automatic Recurring Payments

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4) Induces More Trust in Customers:

Customers today often consider those merchants more reliable that accept payment online through their site. It encourages them to do business with the merchant. At the same time, online invoice payment offers the consumer with the fraud protection that secures their money if they don’t receive the product purchased online through a website.

 

5) Adds Convenience to Recurring Payments: 

If you are offering some subscription-based services where your users/customers need to make payments after a certain period of time, the option to receive online payment could be more suitable for you. Instead of sending them reminders every time and requesting to send cheques for the payment, you can automatically collect payments after the end of the subscription term.

 

6) Credit Cards to Facilitates Low Balance Purchases:

Customers can use their credit cards to make payments, even though they don’t have money in their bank account. More importantly, you can break down the payment into several instalments, if you are selling expensive items. And one can use credit cards to pay for the purchases in instalments.

 

7) Boost Referal Marketing with Online Payment Vouchers:

If you have an online invoice payment system in place, you can create an affiliate program where your affiliates can earn referral commissions by sending buyers to you. This will boost your sales and can find an affiliate network, working to increase your revenue.

 

8) Getting a competitive edge: 

For a merchant, an option to receive online payment can improve reputation, allowing it to gain the trust of the customers. Moreover, when others have online payment systems, you cannot afford to ask for payments via cheques as your strategies will significantly sound obsolete.

 

9) Influences impulse buyers:

An online invoice payment method may influence customers to purchase items listed on the website. Since the transaction is quick and easy, and one can pay via credit cards, buyers are more likely to grab the deal, if there is an online payment system in place.

 

10) More Sales with Last-minute deals: 

Many times, merchants throw cost-saving deals to lure customers. If you can receive online payment on your site, a customer can grab a deal even at the last minute. This will increase sales.

 

 

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ACCEPT PAYMENTS INSTANTLY: INVOICERA

Invoicera is an online invoicing software that integrates into your current ERP and CRM and automates your entire invoicing and payments process. It supports 30+ payment gateway solutions that are right for your business. 

A list of payment gateways that are integrated with online invoice software:

Integration with International Payment Gateways (Forte, PayGate, SagePay, Eway, Ogone, BluePay, Network, 2checkout, Braintree, Authorize.Net, Stripe, PayPal, Moneybookers, iTransact, Setcom, paymate, VCS, creditcall).

Integration with US/Canada Payment Gateways (Alipay, FirstData, Psigate, Beanstream, Moneris).

Integration with Indian Payment Gateways (Paypal, Payoneer, Razorpay, Paydollar, Citrus, PayU India, EBS, Asiapay).

 With the artificial intelligence and smart integrations and interface, know your cash flow in the local currency, automatic conversions to track currency gains for better business decisions. Record and amalgamate offline payments with online payments. A complete set up to help you understand your business with useful payment reports.

 

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Small Businesses Face 4 Common Communication Challenges Daily- Find Out What?

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Across industries irrespective of niche, uninterrupted coordination and communication are critical for achieving goals. But, small businesses no matter how hard they try, are somewhere incapable of maintaining required coordination and communication (in any manner) successfully. In order to, positively find solutions it is important to recognize these challenges in the very first step. 

 

Find out some common communication issues to map preemptive measures, in time, for your business. 

 

#1. The Inability to Facilitate Business Communications Effectively

In a business, stakeholders are many. Thus the constant communication is the key, both internally and externally. Inside an organization, the communication between management and employees lead to tasks completion. Whereas, on the outside, an impeccable communication with suppliers, customers, and partners are just a few. 

Majority of companies rely on personal devices such as smartphones, laptops, and landlines for business purposes and communications. When missing one platform for communication, it becomes slightly impossible for businesses to track communication and jobs. 

An ideal solution to the problem can be found in a custom software solution for businesses that can manage communication, for both internal and external, through the same dashboard. It is also important to understand here that communication includes every message an organization sends such as estimates, purchase orders, invoices for external communications. And, inside an organization, it works as project management, staff management, time tracking, custom invoice approval, and more. 

 

#2. Literally going on over the top to compensate communication issues

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If in your day to day activities you feel there is a constant gap between you and your team, you tend to overcompensate for your issues in a manner that it adds unwanted pressure on your employees. For example, when you feel the lack of coordination in your team, you start calling your team members often, or even schedule meetings one after the other to compensate for the arisen issue. 

Do you know this is the situation where your team members when being micro-managed, might feel distrust and lose motivation? It will also, deviate them from fulfilling the actual job in hand. 

The problem with this is that it can be interpreted by team members as feeling micromanaged, ultimately creating distrust in the workplace. In addition, it takes your team away from the actual job at hand.

But, on the other hand, when you have an effective AI system that streamlines workflow management, the constant need to stay in touch to stay updated ends. For an organization conversations majorly happen for work alignment and tasks that need an organization to track time, staff management, project management, task management, and workflow management. Thus, an effective automated system can conveniently help you manage the entire workflow without sitting on the heads of employees all the time. 

 

#3. Constant Connection Cause Unmeasurable Burnouts

With the increase in usage of smartphones and mobile devices, a working individual even after switching off from the workday is never off-duty. Such constant intrusion in personal time can lead to frustration. Because all individuals need some time out from work. 

To encourage personal space and time, start motivating employees for some downtime from work. Ask them to turn off notifications from business communications until and unless work demands urgency. 

As an organization, you can use technologies that can help your employees track and update every work-related information from a single dashboard. So as other team members can easily access it as and when required without poking each other for every tiny need. 

Some features like online project management, time tracking, task management, staff management ae always useful for management and employees to communicate. 

 

#4. Remote Working/Scattered Employee Base Makes Communication Difficult:

For a small business, the trend of hiring part-time employees or letting employees work remotely is not uncommon. It helps them to reduce overhead costs. But, letting your teamwork remotely isn’t less than a challenge for management. Such remote working requires constant communication to validate that work is getting completed in time and productivity is maintained at the utmost best. 

To enable such uninterrupted workflow, an organization can keep track of it’s employees by time tracking, staff management, online approvals, online reimbursements (for on-field employees). 

A unified solution offered by Invoicera can put an end to every small business query that you’ve been facing till date. 

 

 

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Read More: Want to grow your small business? 5 Must Have Tools to Install Today!

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Let us now find out how Invoicera can benefit your business with just one software solution and put all your queries/issues of how and why to rest:

 

Invoicera, a small business invoicing software, has been changing the way invoicing is taken care of from the past 16 years of its existence. Constant upgrade and improvisations based on business needs have always helped Invoicera swim well with businesses to dwell the most desired results. 

While the question of how it solves business communications being an invoicing software for small business is still unanswered. So here is how it acts as a complete package. 

 

This invoice software for small business is not just limited to invoicing, it is rather a complete business management tool that enables you to manage in-house workflow, process and every sort of communication with employees and outside parties. 

 

Online Invoicing Software

 

Here is a complete list of all the features that you can host with Invoicera to make your invoicing and communication convenient.

 

  1. Automation: A completely automated software is capable of creating invoices and reminders automatically when defined. More so the customized workflow process helps in quickly escalating processes and getting it done.

  2. Customization: For every business is unique, we know, therefore Invoicera comes with the ability to completely customize the entire billing process as per your business needs. From basic template customization to complete software customization, Invoicera offers all sorts of personalizations as per business needs.

  3. Staff Management: For a remotely working small business, it is important to manage staff efficiently to yield results. To facilitate this, the staff management software built-in with Invoicera’s invoicing software for small business allows you to keep track of every staff member, their projects, jobs and other activities through the same dashboard.

  4. Project Management: Manage multiple clients’ communications such as invoices, estimates, billable hours, and more with a single dashboard allowing access to multi-management to ensure hassle-free processes.

  5. Invoice Approval Process: An in-house invoice approval process allowing you to include your entire team, associated in a particular project, to approve an invoice before sending it to a client to avoid errors and further back-and-forth of invoices.

  6. Estimate Management: Pre-designed estimate templates allow quick creation of estimates in a completely professionalized manner to help businesses grab projects without a fail.

  7. Time Tracking: An efficient time tracking with small business invoicing software ensures correct invoicing and employee productivity tracking at once. 

 

To know more about how Invoicera can help in boosting business processes and evacuate the probability of hassle in communication, Contact us today!

 

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