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Goodbye Late Payments: Essential Tips to Follow Up For Client Payments

accept payment online


As a small businessman, you must be aware of the negative effects of late payments and ways to cope with it. If you are not, just read the following fact:

According to some research, 79% of companies were forced to invest more in chasing invoices, 48% of businesses were not able to pay their suppliers on time, and 30% of companies had to bank on borrowing. And, 10% of business organizations got in an abject position to turn down new business.

Now, you must have known how not being paid on time can hamper your business growth. Don’t be overwrought, as our intention is not to drive you distraught, in fact, we are here to fill you with courage and positivity with the valuable tips to maintain your cash flow by being paid on time.

So, a gentle reminder for payment is not the only weapon you need to win the war against your poor cash flow, but there are also other strategies to pay heed and adopt.

To help you with late invoice payment issues, we have given you some priceless tips. These tips will set your business cash flow in an ideal position by helping you receive timely payments.


Here is a collection of 10 tips to follow to get paid on time:


1. A Gentle Reminder for Payment

It’s very important for you to set payment to follow up for your each and every client. Your follow-up should be in the form of a gentle reminder for payment.

A mail can work wonders for your business. You just have to set this reminder right one day before the due date of the invoice and send it to your clients.

For this, you need to rely on an advanced online invoicing software system like Invoicera. This renowned system can set automated reminders to allow your clients to know their payments due before the paying day, which will make them pay on time.


2. Be Punctual in Sending Reminders

Punctuality in payment reminders will help your clients to be mentally or financially prepared to pay you, as it will give them an exact idea of when to pay, allowing them to make arrangements beforehand. Doing so, you will look more professional and leave your clients with a positive attitude towards your company. Irregularity in sending them invoices irritate them. And, mostly, they can’t pay you on time due to not having all arranged in advance. It means your relationships with them will come to an end soon.

If you want to send an invoice 21 days before its due date, don’t forget to send a reminder just one day before the due date and two days after it on not receiving the payment. It will make clear to your clients that their unpaid invoices are taken into account, thus making them pay you on time.


3. Provide Clients with Multiple Payment Gateways

payment follow up

The fewer payment gateways your clients have, the harder it is for them to pay you. Therefore, you must provide your clients with multiple payment gateways so that you can accept payment online easily.

Invoicera, the cutting-edge invoice software is ruling the payment field because it gives over 30 payment gateways, which makes possible for a client to choose one as per their convenience for making payments.

This way, your chances of receiving payments from your clients will increase, and you can have a thriving cash flow by having an online invoice payment regularly.

Using invoicing software like Invoicera is also the best way to keep track of client payments.


| Also read, 10 Big Advantages of accepting payments 


4. Don’t underestimate the Power of Discounts and Late Fee

A gentle reminder for payment can be used at its best when you use it to attract your customers to pay you on time with enticing discounts and offers if payment is done. On the other hand, if you keep reminding your clients of late fees and extra charges if they don’t pay you on time will work wonders for your business. Both tempting offers and the warning of late payment fee can play a huge role in improving your business cash flow, as they both will force your clients to make timely payments.


5. Know your Clients’ Financial Capability and Credit History

As a businessman, it’s a must-do for you to have an exact idea of the financial strength and credit history of your customers. Don’t send follow-up emails to those having a good payment track history, doing so may spoil your business relations with them. It’s better to have some patience, as such clients don’t want to get themselves defamed and will likely pay you on or before the due date.


Let’s have a quick view of these essential tips | Like & Subscribe channel for more updates


6. Don’t forget to mention Terms and Conditions

Your relationship depth with your clients should determine the payment policy and terms & conditions to have with them. Addition of such terms and conditions to your invoice is wise. It will help you seem professional and genuine to them, and they will take your invoices more seriously and pay you without any delay. Don’t forget to remove ambiguous language that may give birth to conflicts or confusions in the future.


7. Ask for Payments in Advance

It’s better to send an invoice one day before you start to work on a project. Receiving payments before is awesome, but if your clients don’t pay you, then don’t worry just think that you have begun the conversation, and you will not drive them angry by sending bills immediately in the future. Moreover, think of asking for a deposit before you start a project and being paid for extra costs like travel expenses. It’s the best way, especially if you have a client for the first time taking your services.


8. Choose a Retainer-based Model

If you charge your clients by the project or hour, then you must think of choosing a retainer-based model. Here, your client will pay you the same amount every month for fixed services taking from you. It’s one of the best ways to receive payments on time. Still confused, then read below. If your clients know that they are paying the same amount every month, they won’t pay attention to a bill unnecessarily to ensure that everything is okay, and they are not paying extra.

Moreover, they will find it better to link their bank account to your company account and set the recurring billing once a month to pay you on time. You don’t need to be worried about tallying hours and filling out your invoices with tension. The more manual processes you remove from the invoicing process, the more efficient your billing process will become.


9. Invoice them more

It’s imprudent to wait for a huge pile of debt to build up over a long period of time. You’d better keep asking for payments regularly. A jumbo amount of bill will be almost impossible for most clients to pay. If you are required to invoice every two weeks rather than every 21 or 30 days, talk to your clients about that and make it beneficial for them as much as you can. Doing so, you can make them regular in making payments.


10. Sending ‘Thank you’ message


payment follow up

Showing your gratitude by sending them ‘Thank you’ message will render your business relationship with them much stronger. It could also be in a personalized call from a salesman of your company, allowing them to know that you have got the payment paid by them. This way, your clients will also think that you don’t consider them merely a way of making money, instead of that, they are human to you first, and you treat them as human beings.


Let’s End

Your clear interpretation of 10 tips to make your clients pay you on time is our aim of writing this blog. From sending regular reminders, providing clients with discounts and offers, sending them ‘thank you’ messages, and the like can be a boon to you to improve your cash flow.

Remember that modern advanced online billing software like Invoicera can not only help you receive payments online on time by automatically sending regular reminders to every client, but it will also let you know your clients’ payment records, thus allowing you give discounts and tempting offers as per their capability, thus making them pay you regularly and improving your cash flow.


online invoice payment


How to Start a Small Business: 10 Steps to Turn Your Idea Into Reality

how to start a business

When you think of starting a business, there must be innumerable questions, fears, doubts, and ideas which strike your mind.

Sometimes, an idea encourages you to move forward, on the other hand, fear can shackle you from moving further. But, remember that if you think you can, then you can.

Except you, only a few people understand the true value of your motivating dreams, and we are one of them. So, to help you get rid of such negative thoughts, we have prepared a list of 10 ways to start a small business with the hope that you will be proud of your business idea because it is the first step of your business foundation journey. So, we have given below 10 steps to turn your business idea into reality:


1. Have a Promising Business Idea


how to start a small business


There are many ideas that pop up in your mind every day, and you don’t value them. Some ideas can be of making money by bringing the problems of people to the end or making them simpler and more comfortable with your product or service.


Such ideas are the first step to start a business. And, remember every invention was first conceived in mind, and your business can be one of such inventions which make their inventors famous and successful. So, if you think you can money on the basis of your idea, then you can.


2. Launch Market Research

Ask yourself the questions given below?

Is it the appropriate time to start a business?

Who are my would-be customers?

Who are my competitors?

Can I pay my employees until I start earning, and for how long?

Am I providing my potential customers with something better than my business competitors?

How many people can afford my product or service?

What is the best invoicing software for small business?

Can I afford this small business billing software?

What resources will I need?

Where will my business reach after two years?

What are the potential risks that can hamper my business?

How capable am I to cope with such risks?


All the questions given above are a part of your market research. Having found answers to all these questions, consider that you have conducted your market research properly.

If all answers are positive, then start your journey.


3. Put Your Business Plan on Paper 

Having an idea is not enough, you must put all that on paper to know exactly about every aspect. There must be innumerable calculations that you have to deal with, many contact details, multiplication, locations, things like the best billing software for small business, its features, how these features can help you manage the business in the future, other necessary facts and figures.

Having a written record of all these things will not only assure you while writing, but you can also see these details in the future to ward off confusions and conflicts. So, everything should be put on paper for further reference.


4. Keep Capital and Some Financial Backup Ready


start a business


As important your idea is as important is money to establish a business. Before you start your business, you must have sufficient money for advertising, paying your employees until you firmly set your company, paying bills, and last but not least investing in a promising project or task that may lead your business to prosperity.

Furthermore, only what you have is not enough, you must have some financial backup that can be used when you are in need. Having so, you can survive for some time in the market without earning and learn the market basics very well, which will help you run your business further.


5. Choose Your Business Location

The place you choose for your business must be either a hub for the services you provide or a growing place that is likely to attract the crowd, from which you can find your potential customers.

Moreover, see how difficult it is for your customers or clients in getting there. Additionally, the resources you will need must be easily reachable and accessible in your business location. Whether the location is in a digital space or a concrete-made one, every place has its own advantages and disadvantages.

It’s wise to keep in mind that the taxes, legal requirements, and your revenues are determined by your business location to a large extent.

Sometimes, many people with great ideas are not financially strong enough to take a place on rent in a hub, so they can take a room or building on rent, or use their own house for their business. Doing so, they can save a lot that can be used somewhere else. Moreover, your home is an actual place that makes you comfortable.


Watch this video to have a Quick view of Steps to Start a Business

6. Choose a Business Structure

At what level, you want to establish your business is a big concern. The bigger business we think of, the more handsome revenue comes to our mind, but we forget the weighty expenses that we have to bear.

Your taxes, liability, expectations from you, and so on are expected from your business structure.

Sometimes, despite having sufficient capital, due to market risks, you don’t invest as you planned, and when all goes right, you raise up the structure of your business by investing more in it. Such things must be clearly understood.



7. Give Your Business its Name

An appropriate name for your business is what it deserves. The name you give it must reflect your brand filled with your spirit.

Moreover, one must thing you must remember is that you must ensure that your business name is not being used by anybody, or there is already business is running with the same name. Your business name is its identity, so take it seriously. It happens in the process of invoicing for small business that mere the name is the first thing that reminds customers of outstanding payments.


Furthermore, it’s better if your business name evokes a picture of hope and zeal in the mind of your potential customer to bring them to your door.


8. Get Your Business Registered

Having a determined and clear mind of establishing a business is ok, but you must get your business registered to boost your authenticity and credibility.

There are innumerable legal processes you have to go through, and tedious paperwork mustn’t reduce your spirit. If you prepare yourself legally and firmly, then it can help you ward off further conflicts and headache. Take a look at the things given below seriously, as it is the most important point to set up your business and get it registered with the proper state, federal, and local authorities:


  • Get a business license
    Almost all states and localities require a businessman to be with a business license and having a permit or license assure the administration that all is going legally.


  • Register your business name
    Using a trading name for your business requires that you must file your business name with the state’s agency. Mostly, only sole partnerships and proprietorships need DBAs.


  • Your legal structure
    It’s very important to have a business entity structure. Your chosen structure will determine the way you file your federal and state business taxes, your team member roles, and the way you can be held liable in the situation when a customer or stakeholder files a legal claim against your business.


  • Sole proprietorship
    It is one of the most basic forms of business structure. In this, only you own the company and will be held responsible for any liabilities related to your business.


  • Partnership
    In this structure, the business is owned by two or more people. Three famous partnership structure forms are a general partnership, joint venture, and limited partnership.


  • Have a tax identification number
    It is also known as your employer identification number (EIN), this number allows the IRS to keep track of your business in terms of tax.



9. Hire Employees

When you hire your employees, you must ask yourself the following questions: 

How much experience do they have?

Are they creative and passionate like me?

Do they want to earn money or learn something?

What are their strengths and weaknesses?

How can you retain them?

What additional will they add to your resources?

Can they work under pressure?

Are they self-motivated?


These questions will facilitate your recruitment. Moreover, freshers can be very trustworthy and valuable for you, as they need less salary and more experience, so you can sow the seed of innovation, professionalism, and talent in them. If you get the answer to each question positively, then you have made the backbone of your business strong, as employees are the backbone of a company.


10. Keep Learning how to Manage Your Business

It may happen that you achieve your intended goal within a short period of time, but remember that anything can happen in the market. So, keep your mind on the below-given points:


  • Keep learning:  Never stop learning, keep reading blogs with the tips to manage a business, stay in touch with business experts, learn from others’ experience, and hire market experts to have an idea of better business management. Moreover, don’t forget to be modern and befriend advanced technology like the best billing software for small business, which will help you send your customers’ error-free invoices.


  • Keep following the market condition: although explained above, it is again given to remind you that market condition is subject to change, so the better you know it, the better you can prepare yourself for this, thus managing your business efficiently and flawlessly.


  • Customer-grabbing strategy: it’s wise to provide your potential and existing customers with tempting offers and discounts, which make them feel that you care for them. Doing so, you can retain your customers for a long time and prevent them from looking at your business competitors.


Also, know how 64% of Businesses Grow faster with Perfect Invoicing.


Let’s end this with a hope that you have learned how to start a small business with the 10 given steps to turn your business idea into reality.

Dreaming is as important as being practical by preparing yourself for such potential risks, staying in touch with some experts or experienced businessmen to guidance and advice.



start a business





Benefits of Efficient Online Invoicing for Small Businesses

invoicing software for small business


Do you know? It takes almost 25 minutes for an accountant to create an invoice manually. Starting from filling out client details to creating an itemized list, adding taxes and later on making exact calculations for completing the invoice.


While the same process of invoicing when handled with a small business invoice software generally takes up to 4-5 minutes, as suggested by random small business owners using online invoice software for small businesses. The reason that helps them compress time is held with the artificial intelligence of such invoicing portals. Invoicing software allows you to save taxes, client information and other information for invoicing with the cloud for future communications & invoice creations. Simply select items from drop-down lists and you’re good to go. Moreover, no more manual calculations!


Let’s have a look over 11 huge benefits of Billing Software for Small Businesses: 


1. Automation makes processes improved and faster


Using advanced billing software for small business generates invoices automatically and quickly, and such automatically-generated invoices have much fewer mistakes in compared to manual billing. It makes your business look more professional, which, in turn, brings a positive attitude towards your company in the minds of your customers.

Furthermore, this kind of technology-powered software keeps your customers reminded of their due payments, and when they are unable to pay on time, then the system generates an invoice with late fees to give your customers a clear idea of the whole amount to be paid.


2. Simple Payment Method



As you know, the more payment options somebody has, the easier it will be for them to pay. When 30+ payment gateways appear to your clients, they can pick the most convenient one for them to pay you.

According to business experts, convenience plays a very important role in customer retention. In a nutshell, customers stay for the long term with those service providers offering comfortable services.


3. Exact and Detailed Financial Analysis 

Latest technology-powered small business invoice software has innumerable features to allow their users to have exact and detailed financial records like their payments due, receivable amounts, taxes, etc.

It not only helps them get an accurate invoice generated, but it also allows to make further plans and strategies having an exact of their budget. And, the business can take risks as per the budget for its growth.


4. Better Database Management 


Manual database management becomes a long-term and tedious task requiring a bunch of efficient accountants. The solution to this problem lies in using online invoicing software for small business with advanced features to manage your clients all purchase orders and payment records properly and fast.

It gives birth to a sense of security in your customers’ minds concerning their data security, which makes them set you apart from your competitors.


5. Handle your Subscription Business 


Do you own a subscription-based business and send invoices to your customers on a monthly or weekly basis?

If yes, then we can understand the troubles you face in preparing bills manually. Banking on advanced billing software for small business with subscription feature can be wise for you, as it will generate invoices and send them to your customers on a regular basis to make it look more professional and serious.

This way, you impress your customers with your punctuality, and they tell their friends and relatives about your timely service system, thus bringing more new clients and customers to you.


6. Easy Staff Management 


As a business, you must be aware of the value of your business staff. But, managing them becomes quite difficult for you, especially if you are off the office. So, how to conquer this issue?

Go for modern invoicing software for small business coming with the feature of staff management. It helps you be present virtually in your office and keep your staff accompanied by you. Mistakes and misunderstandings are common when your staff is working on a project without your guidance.

If you guide them properly by using such modern software systems in giving them permissions, accessibility, advice, latest information, then they will complete the project with flying colors, thus winning your clients’ hearts.

Additionally, you will have a detailed timesheet of your workers by using such software.


7. Customized Invoicing with the Best Invoicing Software for Small Business 

Every business wants to be unique, thus requiring its own different template as per its specific needs. So, here the requirement of customization comes into play.

And, customized templates allow businesses to generate invoices differently, and hi-tech billing software for small business can generate such invoices by providing businesses with customized templates.

In the market, looking and giving something unique and different is one of the best tips to grow your business.


8. Track and Manage your Expenses

Manual expense management and tracking become very difficult, leaving the businessman confused in when, where, and how to spend due to the consumption of too much time and innumerable errors. An advanced small business invoicing software system with the expense management feature allows the businessman to know exactly where their money is going.

Moreover, it allows them to know if their expenses are over the limit, thus helping them manage their expenses efficiently and conveniently.


9. Multi-Currency and Multi-lingual Convenience

In this Internet-enabled era, most people prefer paying bills online to offline, which means you can get payments from any geographical area of the world. And now, the problem is whether your invoice software gives a clear idea of the amount you will get in your own currency or not.

Take a deep breath and become relaxed because the latest billing software for small business can do so. Additionally, foreign language barriers are also eliminated for better communication with your clients over the invoice.


10. For the welfare of nature

Manual invoicing preparation requires the consumption of papers considerably. It comes up as the major reason for the cutting of trees, thus leaving our Earth more affected to pollution and global warming.

On the contrary, advanced automated billing software for small business doesn’t require any paper to generate invoices. In fact, it’s electronic pages are nature-friendly, and help us keep our environment safe and pollution-free, as no more papers are consumed.


11. Gearing Up for a Better Tomorrow

Being dependent on small business invoicing software helps us prepare for a better tomorrow. In the future, the whole world will adopt advanced technology, and automation will be preferred. Know the Secrets how to buy Invoicing software for your Business.

So, if you adopt such technological systems, then you will be able to keep up with the modern world, thus keeping your business not affected by the change of technology.



The more customers you have, the more complex it becomes to create and manage invoices for them. You’d better go for the best invoicing software for a small business capable of replacing manual billing processes at lightning speed.

It’s wise to invest in a small business billing software. Some of its benefits to give you are:

  • invoice formation conversions
  • new customer connection activation
  • tax compliance assurance and the like

Additionally, it helps you save costs and provide better customer services. Choosing the best invoicing software for small business helps a businessman by lessening administrative costs, providing business with indubitable efficiency, and automated AP/AR processes. Such advanced small business invoice software helps global businesses and their suppliers get rid of growth-preventing challenges.



Integrate A Custom Billing Software That Automates- Host Now!


Choosing and opting for the best custom billing software is one critical decision for the business. The complexity of choice rises even more when you have thousands of options available in the market. With the right solution, you can eliminate cumbersome manual processes and integrate with third parties that provide an ideal solution.


Major Challenges of Invoicing for Enterprises:

The best enterprise billing software is the one that will help you overcome your enterprise invoicing challenges. In order to make sure you’re choosing the best custom invoice software, list down top challenges faced by your enterprise in invoicing.  Here is a quick list of challenges faced by any organization.


Let’s now discuss in detail the invoicing challenges faced by enterprises:

  • Lack of customization requirement as per your existing invoicing process.
  • Payment & Invoicing approvals take too long.
  • Lack of visibility into invoice and payment data.
  • Lack of B2B communication which slows down the optimization of revenue and payments for the business.
  • The traditional ERP systems are time-consuming with limited functionality.
  • The complexity in the workflow management due to multiple bills processes and lack of staff analysis.
  • Data Security.
  • Spreadsheets are inadequate and prevent one from understanding at a detailed level. Also, financial reports appear to be more complicated.
  • Increased customer anger with inaccurate billing tends you to check for better solutions that reduce the risk of de-bundling.
  • Company branding over invoices.

Besides these, there is a slew of challenges in Enterprise Billing that reduce efficiency and add unnecessary costs. Despite all these challenges, implementing automated systems is easier than ever. But you need to find out what works best for you?


Solutions are changing! How to start the journey?

custom billing software

Choose enterprise billing software to help manage the requirements of your enterprise. To meet the above challenges here is an overview of invoicing features for large enterprises:


Bespoke invoicing:

  • Customized invoicing solutions, according to specific business requirements
  • Add functionality requirements and improve business productivity


Complete control with self-hosted solutions:

  • With on-premise hosting, the data remains with you and have complete control over your invoicing data
  • Efficient hosting business to your customers and branding solutions


Automated Payments:

  • Auto bill profiles can be created for easily receiving automatic payments on a monthly invoices
  • Auto credit adjust can be used by clients for making advance payments


custom billing software


Integration with legacy systems:

  • Integrate Invoicera with your e-commerce platform and automate your e-commerce invoicing
  • Limitless possibilities to improve business processes with API integrations
  • Integrate with legacy ERP and CRM solutions
  • Integrated systems are highly efficient and  help in optimum resource utilization


Invoice for multiple business units:

  • Manage and send invoices of multiple businesses and products from a single dashboard
  • View and track all invoices with a highly efficient process


Complete B2B communication

  • Manage invoices, purchase orders and expenses with ease
  • Send out all documents in a timely manner
  • Send and receive purchase orders and convert them into invoices
  • Manage  buyers and vendors in a single place
  • Receive invoices and estimates from your vendors


Improve productivity with custom work-flow management

  • Derive a custom workflow for your business
  • Reject and approve expenses that defines the workflow


Receiving payments globally:

  • A variety of global payment gateways are available to choose from
  • Faster payments and smooth process
  • Payments can be received with ease, from the client across the globe


Time & Productivity reports:

  • Employee productivity can be analyzed with time tracking reports
  • Productivity benchmarks can be defined and implemented


Data backup and Security:

  • Safe and secure data
  • No data loss occurs due to technical glitches



The enterprises require a cloud-based billing software that can keep the pace of business. The profitability of any account depends on the cash flow. The key factor for the revenue growth in enterprises includes new technological advances with innovative solutions to gain an overall competitive advantage.



Related post: Tips To Choose an Electronic Invoicing Software



Invoicera turns out to be highly recommended Custom billing software with the ever-growing user base of 3 million users till now. It consists of supported features from online invoicing, time tracking, purchase order, estimate management, expense management, financial reports, Custom invoice templates, Credit Notes, project/task management, staff management to Custom workflow management and more.

For additional benefits, business owners should opt for custom billing software.



Online Billing software Basics For Insurance Companies



It has become an urgent need for the insurance industry to stop using paper in their operational process. A simple insurance billing software can help any insurance company to reduce the usage of paper to the minimum. An insurance billing software helps in managing the insurance invoice process easily and getting paid on time.

Here are some key basics of how an insurance billing software works for the insurance companies:


Invoice Tracking

A large number of insurance invoices can actually make it difficult for you to track them manually. An insurance billing software provides the requisite tools. One can simply use an invoice dashboard to track the status of each and every invoice. It is easy to know whether an invoice is unpaid or due or pending. A single dashboard to track all the insurance invoices helps in managing the process very efficiently.


Recurring Invoicing

An insurance premium becomes due on a periodic basis and the invoice needs to be sent every time. This becomes a huge challenge for insurance companies who have to deploy the requisite resources for sending out these, in a timely manner. Recurring invoicing and auto-billing ensure that the premium insurance invoices reach the client inbox, automatically.


Invoice Branding and Templates

An insurance company usually has a large customer base to send out invoices to. It is important to send out professional insurance invoices with proper branding on it. Company’s name, address policies and moto are some of the common things that should be included in an invoice. Apart from this, you can also choose the most suitable template and customize your invoices accordingly. This is important to build a good relationship with customers and retain them for a longer period of time.


Efficient Management Of Invoices with Insurance Billing Software

An insurance company often manages a large number of invoices. Effective and efficient management holds utmost importance. This makes the process faster and makes it easier for the management. An insurance billing software helps businesses to delegate the invoicing and payment responsibility to dedicated staff. This helps in decentralizing the invoicing process without losing the much-needed control.

Sending Out Estimates

When dealing with the prospective client you sometimes feel the need to send out estimates. It is an important aspect of the insurance business. It helps you send out estimates in real time and make the entire process of cracking the deal with new client faster.


Online Payments




Simplify the entire process of making the payments for premium easier for your clients. Online payments with Invoicera, the insurance billing software are quick and hassle-free. Giving such options will help your customers retain their trust in your company. Using an Insurance billing software provides this facility for invoicing purpose.

 Also Read: Top 10 Business Advantages of Accepting Payments Online


Big Data Analytics

Understanding consumer behavior and what actions they are taking is a very important aspect of an insurance business. Big data can be gathered from various sources and one such solution is an Insurance invoice software. Using data of past invoice reports helps in doing a sales analysis of the business and taking necessary action.


Integration With CRM

One of the core functions of an insurance business is customer relationship management. Integrating the CRM function with the invoicing system helps in improving the efficiency of processes manifold. The same processes can be managed with lesser resources and lesser man hours.

Compliance and Customised Invoicing

Insurance is an industry where regulation has got a big role to play, then complying with the rules laid down by regulatory authorities, is very important. A customized Insurance  billing solution ensures that the insurance company can customize the insurance invoice according to business and regulatory require




To manage a big number of clients effectively and efficiently, it has become utmost important for insurance sectors to shift to insurance billing software. Online invoicing lets them manage their business smoothly and on time. It is important for insurance companies to stick by the given timelines in order to maintain decorum in the workflow. Invoicera is an insurance billing software lets companies manage their payments, clients, and business all in one place. It gives you better productivity and management of tasks.


online invoicing software



How Much To Charge Clients For Travel Time

how much to charge for travel time


Do you ever wonder how much time you spend on traveling?

According to the Corporate Travel Index compiled by Business Travel News, a businessman on average spends $319 traveling per meeting. For any small business, Travel Time is an important aspect and must be taken care of with utmost sincerity. Once you understand the true worth of your services it will help you get paid for it more appropriately. While you take steps to make a lot of your cost bearing services easier for clients, it is also important to realize the worth of money being spent on it. There are various methods that can be adopted while charging for the travel time and one can choose the most appropriate one depending on the business requirements.

Every business owner has a variety of clients and one can understand the needs and requirements of each one properly, before choosing how much to charge them.

Here are some popular methods you can adapt to know how much to charge the clients for the travel time.


how to charge for travel time


Onsite Fees

One can charge the client a visiting fee for each of the onsite visits. This fee does not mention travel costs or costs of tasks per sec. It just mentions a price that will be charged for each onsite visit. This sort of fee leaves little room for confusion for the client. It gives a clear idea to the client, with respect to the visiting fee. As an alternative, one can use a combination of travel expenses and the cost of service, depending on the situation.


Hourly Rate

How much to charge for travel time? A flat hourly rate is a simple way to charge the client for an onsite visit. It can be a separate rate for traveling to a client site for work. Again, this type of model is simple for the client to understand. Return travel prices can be avoided in this case for making the client feel more comfortable with this model.


Progressive Rate

A progressive rate for time and distance of travel can be a very useful method as well. Lesser price for shorter distances and lesser time on the site and more price for longer distance and more time on the site is what is most appropriate. The client may not have a problem with this method because the more effort put in, the more will be the price. The only exception where the client may find it uncomfortable is where that time was taken is longer due to an unprecedented traffic jam where no real value is being added.



Also Read: 5 Tips For Your Travel and Expense Policy



Mile Based Fee

The mileage-based rate can be a useful way to charge clients. This can be sufficient to recover the costs of fuel along with the cost of the time spent while traveling and the onsite visit. One can create a suitable mile based fee so one can recover both the costs.


Create a Different Rate for On-Site

Creating a higher rate for onsite can be justified because it includes the cost of travel as well. One charges normal hourly pricing when working offsite. On the other hand, while working on-site, one can keep the hourly rate at 30% higher than the general rate. Some clients may object that the differential pricing is on the higher side. One has to make the client understand that the price is higher because it includes travel costs.


Use The Right Tools

Image result for invoicera invoice

Still, facing issues with calculating exact travel time? Manual calculations can be confusing and error-prone. Choosing the right tools can help you track your time accurately by minutes and convert them into invoices that look professional. Invoicera, the cloud-based time tracking software and an Invoicing tool that helps you in accurately calculating travel time charges and converting them into invoices instantly.

It is one of the most preferred time tracking and billing tool for small businesses.

Whichever method you choose, remember to analyze its rate structure that clients will be open competitively. Make an informed decision on how you charge travel expenses using any of the methods above. Let’s work with the effective support of online invoicing tool.


charging for travel time

Frequently Asked Question

Ques: How can I track my billable hours from clients?

Ans: Invoicera offers time tracking with its invoicing software to help businesses track every minute accurately they’re investing in a project. Simply activate time tracking in your device (PC or mobile app) while you’re working on a project to help your client be clearly aware of the time invested. Such precisely calculated invested time leads to perfectly calculated invoices, free from any dispute.

Ques: Does Invoicera includes time tracking to invoices automatically?

Ans: Yes, Invoicera lets you simply add pre-set values in monetary denominations of hours and minutes tracked in invoices. The automatically generated invoices can later be sent to clients directly via mail without the hassle of manual calculations.

Ques: Can I Directly invoice tracked time with Invoicera?

Ans: To directly invoice project hours, you can simply add values to the minutes and send them to clients. Sending billable hours with Invoicera is a one-step job with Invoicera.

7 Supplier Management Best Practices



Supply chain management is a crucial part of the processes of any large enterprise. Managing a global supply chain can be a daunting task. A hassle-free flow of information between two parties is the foundation of an effective business relationship. It is important to consider each facet of supplier management chain to derive greater value throughout the sourcing process.

Many organizations encounter difficulties in developing, implementing and operating partnerships.


Here are the key issues the suppliers encounter:

  • Too much focus on costs instead of value
  • Incompatible strategic objectives
  • Lack of specific SRM competencies and skills
  • No alignment between the business and procurement
  • Ignorance of soft skills in managing business relationships
  • Limited engagement and sponsorship
  • Lack of mutual understanding and empathy


It is important for an organization to understand the value of each supplier and prioritize on the basis of the same. Nature of products and services also play a key role in strategizing the supplier relationships.

Customized solutions need to be developed for managing relationships with different sets of suppliers.



Recommended Posts: Your Supplier On-Boarding Checklist



To successfully achieve supplier management challenges, here are some essential tips.

A properly managed supply chain can create a competitive advantage for your business. The following best practices if implemented properly creates a strong competitive advantage for a firm in today’s dynamic market.


1) Setting Objectives Right

The key objective of effective supplier management is that it helps in reducing business procurement costs. The second most important objective is to ensure that there is a consistent flow of goods and services to the end consumer.


2) Cost Evaluation


supplier management best practices


One of the key goals of any supplier management system is to understand the costs associated with each supplier. One can analyse the cost associated with each supplier and compare it with that of other suppliers. This also helps in optimizing the cost of each supplier and  who provides the best cost.


3) Following A Definite Process

Creating definite processes for supplier management is important for managing each of the suppliers effectively. The process once defined, must be adhered by both the parties.This helps in developing a business relationship that is mutually beneficial in the long run.


4) Service Level Agreement

A service level agreement is important for a successful buyer-supplier relationship. Having just verbal agreements can lead to higher chances of dispute or confusion later on. An SLA helps in resolving any issues that arise between a buyer and a supplier regarding cash flow or raw material. The document acts as a ready reckoner for dispute resolution, while it also acts as legal proof of the business relationship.


5) Information Management

supplier management best practices


The faster the flow of information between the buyer and the supplier, the easier it will be to manage the inventory of goods and service effectively. One should ensure that all the requisite information is shared with the suppliers in a timely manner – so that they can make the deliveries according to the desired quality and standards.


6) Requirement Planning

This is essential for efficient management of suppliers. Analyzing the demand and supply of goods and services, on a regular basis helps in planning the requirement well in advance. This helps the supplier deliver the right quantity at the right time. Planning improves the overall efficiency of the procurement process. This in turn helps in improving the ROI of the overall business process.



Discover: Automate Accounts Payable And Receivable Management


7) Addressing Supplier Concerns

The concerns of each and every supplier must be addressed. The problems that your vendors are facing must be resolved. This helps in removing the bottlenecks of the system. Building cordial relationships with suppliers is helpful in effective supply chain management.



However, supply chain strategies must not only consider how to meet the immediate objectives, but also encompass the planning and management of all activities including logistics management activities. In essence, supplier management integrates supply and demand management within and across companies.

Supply chain management optimizes all the four areas i.e. plan, source, make and deliver by minimizing inventory and rapid order fulfillment. The combined effect of supply chain management takes the supply chain a step further, is vital to its success.



You can easily automate the entire process of supplier management with Invoicera. Here are some kinds of solutions that Invoicera provides to help improve your business process:

Implementing best practices ensures a company’s common goal of reaching effective supplier management. Adopt supply chain best practices to improve quality and increase revenue.




Tips for Business Budgeting – Steps to Drastic Success!

Business Budget

More money, more power! Is the saying of old times. Optimum use, maximum power! Is now what they say. Using each penny wisely is very important in business as you always thrive to achieve maximum profit with optimum utilization of resources that you have. Therefore, budgeting in business is the key to its success. Planning every activity, managing and tracking expenses helps you understand your cash flow and then evaluate for better performance.

Here are some Benefits and key points for creating budgets in business:

  • Manages your business effectively
  • Optimum use of resources for business activities
  • Plans your funds wisely
  • Accurately review profits
  • Manage cash flow more effectively
  • Gives you complete control over your money
  • Maximises profits

 Define Activities: Planning makes the process easy!

budget planning


The best way to create business budget is to first define the activities of the business. Each activity has to be given importance according to its business needs in the organization.

The budget on each activity can be defined on the basis of importance that it holds for achieving business goals. For example, an offline sales person will be beneficial or someone who will do it online will bring more business is up to you to decide, keeping in mind your target audience.

Make Realistic Goals

Make plans that are realistic for the business and set goals that are achievable. Setting unexpected high goals will not only lead to over spending on all the resources but also de-motivating the team working on it. For example, Try increasing sales slowly and steadily. Set new and higher goals each month but don’t set five to seven times higher goals in one time. This will create pressure and make it harder to achieve. If a budget that is too high or too low will not be able to get the desired business results.

Related Post: Expense Management Best Practices

Planning For Contingencies- Are you?

Business Budget

Every business has its own set of infrastructure that depreciates over a period of time.

Contingencies for replacement of important machinery and equipment has to be taken care of in advance.

Circumstances and situations can occur at any point in life, sometimes with prior alarms and sometimes unexpectedly. One should always keep in mind of such circumstances and be prepared well in advance. A set budget should be assigned for these occurring and recurring activities. It will stop business to get sudden budget shocks.

Analyze Past Data

Creating a budget works for the business if a thorough analysis of the past data is done in the most appropriate manner.

Past revenues, costs and expenses must be taken into consideration before finalizing on the budget.

Defining cost benchmarks for each activity and the kind of return expected helps in defining budgetary goals.

Suppose one has to create a sales budget then benchmarking x amount of cost for y amount of sales helps in creating right budget for the business.

Related Post: Are Your Business Expenses Going Out Of Control? Here are some tips.

Staff Accountability

Creating proper activity budgets help in accountability of staff members. One can create goals for the staff members to achieve targets as defined in the activity budgets.

These should be a part of the key performance indicators, for those responsible for the said activities.

In the End:

Budgets in businesses are necessary to make the financial decisions and to stay on the track of growth and to achieve desired results. Budgeting is easy and an essential process that makes business owners forecast current and future expenses. The budgeting process helps to manage the financial stability and ensures to keep up the future goals realistic and a bit more accurate.

Using an online invoicing solution like Invoicera helps in creating the most appropriate business budgets. Invoicera is a tool that helps in holistic expense management and then accurate invoicing to get right amount of profit for the business.

Online Billing Software

Also know more about the importance of cash flow management for business.


Tips To Effective Communication For Client Satisfaction

Tips for effective communication

Communication is the key to any successful relationship, whether professional or personal. Effective communication happens when the message conveyed is decoded completely by the receiver and the feedback is given after the complete understanding. Effective communication in business is the key to its growth and success.

Organisations or individuals should focus on communicating with clients on a regular basis to maintain a healthy and long term relationship.

Improving and Maintaining Effective Communication with Clients:

Share Ideas

Sharing ideas with the client is one of the best ways to keep a positive flow of communication. Coming up with new ideas on regular basis helps grow the business as well as the confidence of the client in you. As a provider of services, one has to stay updated about the latest news and opinion in the industry and suggest the right course of action. This way, the client would respect you as an expert. Mentoring the client on a regular basis would help build a strong working relationship.

Have a Communication Process

Effective communication process helps in managing relationships with clients efficiently. A clear communication process helps you convey your messages effectively. Any communication process is incomplete without getting feedback. Make sure your client is able to understand your message properly so that they can give the best feedback according to their understanding and the flow keeps on moving. Keeping a record of past communications is very important to ensure that the next meeting or call is smooth. Manage client emails effectively to ensure that no communication from the client has been missed out.

Be Definite
Having a definite communication with client helps them measure results better and plan with ease for future. Help them with actual information so that they can easily evaluate results and plan their future actions. Your client is interested in results from the services you are providing. Having a clear and definitive communication with the client helps them know that you are on the right track. Being prepared with a goal and task progress sheet while talking to the client or meeting the client helps in communicating the relevant news.
Build a Personal Relationship

Effective Communication with Client

Effective client communication is the key to building personal relationship that are strong and transparent. Getting to know the client on a personal level and talking about personal interests helps in breaking the ice and getting the client to open up and be comfortable. This leads to a positive business relationship. Wishing the client on their Birthday and Anniversary adds a feel good factor to the relationship. A healthy personal relationship helps you to understand their business and learn about their strengths and weaknesses better.

Don’t Use Jargon

As a service provider, you wish to impress the client with your expertise and knowledge. But, using jargons and industry abbreviations with your client may leave a communication gap and affect their understanding on the subject and backfire the paln no matter how good it might be. Talking to the client in simple terms and making them understand the pros and cons of a certain aspect of the activities is very important for them to take the right decision and avoid conflicts later on.

Write Clear Emails

Writing clear and concise emails help the clients to understand better what is exactly being communicated. Having appropriate subject line in the mail message ensures that the client with very first glance has a fair idea of what the mail consists of. Another important aspect is writing the mail in pointers so that the client can quickly glance through the mail and understand better what you are trying to say.

Be Helpful

You should always go out of your way to help your clients. A little extra effort that you will put will help you build strong relationship. Help and suggest them sometimes even if it gives you no monetary benefits, as this will help you build stronger relationship. While communicating with the client, the tone matters the most as it makes them understand the unsiad intentions. This makes the client know that you are available for help and improves your overall reputation.

Communicate Regularly

Communication with Client

Read About: Top Client Retention Strategies

It is important to communicate with the client on a regular basis. This helps in gauging client satisfaction and taking necessary action, if required. Communicate on and before each delivery to attain effective results and healthy relationships.

Talk About Business

As a service provider it is crucial to understand the client business as much as possible. Regular conversations and meetings are an opportunity to understand the client business.

One can also talk about one’s own business plans and how the service quality and the range of services, is going to improve, going forward. This helps in building a rapport with the client and strengthening business relationship.

Error Free B2B Communication

One must ensure that all sorts of transnational communication like invoices and estimates are sent on time and are error free. Using an online invoicing solution like Invoicera ensures that the B2B communication cycle from quote to cash is efficient and error free. This also ensures that the client is not hassled about making payments on time.

Here is an info-graphic that helps you master the art of communication:

Also, know more about some cost cutting ideas for your startup.


Effective communication is the foundation for any successful venture. These easy tips can be easily followed in day to day business for growth and successful client relationships. Every step makes you closer to the goal, therefore working each day is important.With the help of Client Management software by Invoicera you can build a good relationship with your Clients.

10 Worst Mistakes of Startups and Ways to Avoid



As a startup, it is common for all the business owners to go through various hurdles while running a business. Therefore, a positive attitude must be present towards your start-up business. In fact, innovation is a continuous process in a startup business. But it is not always easy to start a business. To achieve success for your business, it should ensure good product and service quality to its users. A bad decision or even a small mistake if done in the start-up business can set you back in the race.

Moreover, there can be a majority of reasons for the failure of a start-up business. You might have made many mistakes at the start of your business and now when you have set up your business, there is the possibility that you will make mistakes. However, the critical terms involve a good business plan, hiring process and developing a core team for the success of your business.

In this blog, we have listed out top 10 mistakes to avoid as a start-up.

1) Being rigid about your business plans

When you have so many plans viz. A, B, C or X for your business, the situation comes you have to start with only one business plan. If you find the plan you are working with is not going well then don’t be so rigid to change to another plan. Because changing plans don’t give you the assurance that it will definitely adapt to success. Stick to one plan and prepare yourself for what you are exactly selling, what solutions you are dealing with your clients. Be rigid with one plan not being to change to another plan immediately if the first one is not working.

2) Not having a right business plan

A right business thinking can take your business in the right direction. Similarly, a right business plan can save you from operating in the dark. And a right business plan comes from a proper planning which requires a proper financial plan, business idea research, and marketing plan. It helps in achieving your business goals and also tracks your day-to-day operations.

After this, you need to identify the specific steps that you want to implement to take you there. Therefore, a good business plan will provide flexibility while setting up parameters on your ambition.

3) Not understanding the customers

How -to-avoid-startup-mistakes

Understanding the customer’s needs is the first and most important thing before starting up any business. It is good to plan good business ideas but doesn’t get so much wrapped in these business ideas that it will start affecting your start-up business.

In fact, a business can go long successfully only if it is able to fulfill its customer’s needs. Do start your business with a clear cash flow plan that details every business metrics. It will help your business to survive in the short term and succeed in the long run.

4) Being stick to your passion only


Following the passion of successful business is good but at the same time forgetting your target audience may harm the overall goal of your business. Business owners should be sensitive to the kind of response they get from their audience. It is observed that entrepreneurs often go with their own ideas.

These ideas flourish in their mind and lead them to burn out mentally. Due to which they don’t tend to focus on their customer’s needs and just implement their ideas to get success. So, it is not good to stick to your passion only and try to understand your target audience for whom you have started this business.  

5) Do not misunderstand your market

The biggest start-up mistakes that business owners make is misinterpreting the market. Whether you are underestimating costs or attracting the wrong target audience, misinterpreting your market may end your business even before it starts. So, don’t misinterpret your market before starting any business.

6) Ignoring concepts of marketing

Being a start-up, business owners find it challenging and risky to invest in marketing and promoting their brand in the world. Marketing can take many forms, from word-of-mouth referrals to traditional advertising to online marketing. There are no established rules when it comes to marketing. The best type of marketing for you depends on your business and your target audience. The mistake is to assume that you do not need to market and that the business will come to you.

7) Ignoring new technologies


Being small business owners, technology can provide new opportunities, help them do the jobs more efficiently and even help them save money. New technologies can be intimidating and require time to learn and understand, but the unwillingness to adapt to technological advances can harm your business in the short and long term. You should be willing first to deploy these technologies. Only then your business can achieve success at a great level.

8) Underspending

Some small business owners who don’t want to spend too much fall at the other end of the spectrum and refuse to spend much of anything. While there are ways to start and grow a business even with limited funds, going too far and not investing any kind of capital in your business can severely limit your potential for success.

9) Not being confident for your start-up

You must have confidence in yourself and in your plan. If you do not believe in what you are doing, nobody else will. Your positive attitude will help you connect with potential partners and customers. You can not believe so much in yourself that you can not accept that your path is not the best solution. Do not stubbornly adhere to initiatives if someone else has a better idea.

10) Not asking for help

The small business owners may be willing to learn to be an expert in all trades, but it does not have to be that way. Effective delegation can be one of the best ways for new small business owners to build their businesses, free up their time for business activities that require their unique expertise and form a team positioned for future success. But without taking help, it is not possible to grow and achieve success.

How you can avoid the stupid startup mistakes?

  • To start a business is, however, challenging for almost all new business owners. But you can overcome this challenge with Invoicera which is the world’s most powerful Online Invoicing and billing tool. It helps in automating the business processes and communication. You can smoothly run their start-up business effectively and efficiently. All of the above-listed mistakes can be avoided with this tool. You can check out the following remedies for the above mistakes.
  • If you are not going right with your business plan, then you can choose Project Management tool which automatically creates and starts new projects, log work hours, track bills and do advanced project research. With this, you can also use Task Management tool to improve Team’s productivity on daily basis.
  • If you find difficulty in understanding your customers then you can use Online Client Management tool to simplify your business with interactive dashboards and customized reporting. You can also use Staff Management tool for managing a full staff schedule, communication, reporting etc. It will keep track of your workforce from any device.

For better client management, you can use Estimate Management tool which creates and send estimates directly to clients.

Read more: 10 Mistakes to avoid while Invoicing


So far we have seen the top 10 mistakes done by businesses today which should be avoided if you want long-term success for your start-up business. The only key to avoiding such mistakes is to become aware of these mistakes and always make informed decisions in your business.

By using the right set of tools, many entrepreneurs are constantly improving the efficiency of the business process which is a must. Online Invoice software like Invoicera helps manage the billing process, managing the invoicing process and finances of a new company or a start-up effectively and efficiently.