Tag - Online Invoice Software

10 Invoicing Techniques of Pros That Most Business Owners Ignore

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Still scratching head to understand invoicing and its best practices? It may appear tedious at first. But, there is always a room to master something that seems impossible in the beginning.

Here are 10 pro techniques to master invoicing like a pro.

1. Have a clear understanding of the basics.

Regardless of the fact, that you decide to outsource your bills or handle them on your own, every invoicing pro has taken their share of time to educate themselves about the invoicing basics so as to get paid in time.

The starter kit for invoicing include:

  • Client and your information on the top
  • Invoice number and due date.
  • Itemized list of services and products.
  • Your terms and conditions & payment terms.
  • Your preferred payment modes.

Also, a smart businessman is always looking up to the best of automation they can get after using an online invoice software. It sends invoice automatically in a predictable time that you schedule it for depending upon the pay cycle.

2. Use an online invoice software.

Creating invoices on paper is practices that went outdated years ago. Now, even the word processor does not hold much importance. The online invoice software has taken over the world of business. It helps you quickly create invoices, send them electronically and then keep a track of each of their movements. Less of a guess game and more professional approach.

This software come with the features of automatic payment tracking and reminders.

  • You should always ask the following questions before selecting an online invoice software:
  • When selecting an invoicing platform ask questions like:
  • The kind of features your business requires?
  • Does the specific invoice software work for your business?
  • Does it fall in your budget?
  • Is it user-friendly?
  • The number of clients it can accommodate?
  • Data storage?
  • Reviews!

3. Track Project Time.

If your invoicing is based on billable hours of projects, make sure you carefully count each minute. Using an invoice software for same will help you keep a track of every minute you’re spending on the project and then fairly billing your clients. It will help you avoid confusions and fairly bill and get paid for your projects.

4. Brand yourself via invoices.

Maintaining invoice hygiene is important. It is how you present yourself in front of your clients. And, the impression you leave them with. Invoices that include logo always stand out and easily recognizable.

Besides your company’s logo, include your brand color too. Find and customize templates for your invoices on Invoicera as it gives businesses the opportunity to create personalized invoices with customized templates.

5. Make sure you invoice the right person.

A highly committed mistake done by any business house is not knowing the right person to invoice. The person you’re serving directly might not be responsible for payments too. Each company has different people assigned for different tasks. Know clearly well in advance who you need to invoice in order to get paid in time. Also, review their payment cycle to get paid early. As invoicing before or after that will both lead to waiting.

6. Review your contract.

Not all the time, but till the time you get familiar with your client and their expectations make sure you’re sending them invoices that are fully cross-checked with the bond that you’ve signed. For example, if the contract stated that payment will only be made via check, but the invoice says that payment is to be made through PayPal, then you need to change the payment method so that there isn’t any confusion.

7. Number your invoices.

Number your invoices correctly to uniquely identify each of your invoices. It is easy to keep and maintain. Tracking payments via numbered invoices also become easy.
when you refer to “invoice #3052,” instead “remember that invoice I sent sometime last month.”

Assign numbers to invoices that are systematical, consistently, and chronologically set. For example, you can also number your invoices by the current year you are working in. In this case, 2018052 would be the 52nd invoice you sent in 2018.

8. Automate the follow-up process.

Chasing the late payments is a tedious task. It consumes a lot of time and efforts. You cannot invest many of your employees in wasting time for these on daily basis. In order to, find the best solution for this is when you automate your entire process of follow up via Invoicera, the online invoice software. Invoicera makes your process of invoicing, tracking payments and managing them easy. It also, helps you generate automatic reports and tracking hassle-free.

9. Keep copies of invoices.

The best you can do to your business is by keeping a record of all the invoices you’re sending to your clients. It will back you by all the proofs and facts as and when required and also removes the chances of any conflicts later on.

Save all your data in the cloud with online invoice software and never miss them again. Other than this, it also allows you to access the same data as and when required.

10. Insert a thank you note in the end.

Inserting the thank you note, in the end, does nothing but politely informs your clients about your mannerism. It helps you build your relations better. Moreover, it will help your client to appreciate your business and ethics.

A simple thank you note can change your client’s perspectives like no other and leave a remarkably positive perspective of you.

Besides being polite, also show your gratitude by adding up little extra, offer the discount, ask for feedback, or even share.

 

Also ReadBEST MARKETING TIPS TO INCORPORATE IN YOUR ONLINE INVOICES

Also, don’t forget to ask your clients for feedback. Simply quote a question like “how did we do?”It will benefit you with happy testimonials that you can easily display as your achievements.

Hope the top 20 pro techniques helped you wider your perspective about invoicing like the pros do. Tell us how much it helped you. Also, don’t forget to share with us your top favorite invoicing techniques.

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Online Billing Software: Ideal Choice for Small Businesses

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In the big business-centric nation like the U.S., entrepreneurs contribute a lot to economic growth and job availability. Small Business Administration of US notes that 99.7% of employer firms situated in the country consists of small business owners. However, the new babies in the industry often face difficulties with financial terms, activities and are not much aware of the know-how of the industry. Fortunately, the U.S. government makes sure to help and educate its talented citizens to start their new ventures and basic business terms. Professional training opportunities, accounting guides, and seed funding possibilities are all you should learn beforehand.

Having fundamental bookkeeping skills and financial management can help you track income, file future taxes and pave way for business success. A quick tip here lies with using a small business billing software. It acts as a supplement to boost your business finances and invoicing.
 

Here are some of the characteristics that the online billing software for small business should have:

 

User-friendly:

 

You needn’t be an accountant to understand billing software for small business. Look for an interface that resembles the traditional manual invoicing but has better user experience than that of paper invoicing. The more familiar you are with the layout, the easier it’ll be.

 

Internet and e-commerce friendly:
 
Online billing software for small business helps you conduct most of your invoicing activities automatically, saving your business time. You can get paid online with more than 30 online payment gateways associated with Invoicera. The same holds utmost importance when you’re running an online business.
 
small business invoicing
 

Online and offline integration:

 

Make sure your small business billing software integrates with your basic programs such as Word, Excel, etc.
 

Useful Report Generation for analysis:

 

A billing software for a small business like Invoicera helps you automatically generate financial reports like expense, income, employee productivity, etc. this easy report generation helps you easily analyze business productivity.

Generate invoices and docs in multiple formats: Make sure the billing solution for small business lets you send invoices in multiple formats like HTML, PDF, CSV, etc. This ensures that compatibility issues are eradicated.

 

Expandability:
 
Your plans are never to stay stagnant in your business, choose the software that has the capability to grow with your business. A billing solution for the small business like Invoicera grows with your business by offering different customization at each step.

 

 

 

CONCLUSION

 

The automated billing and invoice process with small business billing software can result in savings of 50-80% as compared to manual invoicing. Automation speeds the work that drives the business forward. The business process automation increases the ROI, minimizes operational costs, maximize productivity and improve client relations.

The automation processes enable to reduce transaction costs, receive early payments and eliminate routine tasks. The rapid integration consolidates information from any back-end for control, visibility and process performance. The online billing software for small business can help improve your efficiency, cut costs and supports closer supplier relationships.

Also, the Mobo App can easily be downloaded to your Android devices and iOS Phones to access unlimited invoicing support for better and faster decisions on the go. When it comes to payments, digital payments helps to deliver customized digital payment solutions for both customers and business accounts across channels. Invoicera integrated with 25+ global payment solutions that are right for your business.

small business billing software runs more smoothly, just make your business come out of the shadows today!
 

THE FINAL VERDICT:

 

High-quality software must be reliable, easily maintainable, easy to operate and should meet the functional requirements of its domain. I would be wrong to say that these are the only features that best invoicing software for small business should have. But certainly, these are some of the highlights of standout online invoicing software. These guidelines will help in selecting appropriate software that will mitigate your billing woes.
Keep a close eye on business financials with Invoicera. It is easy, no software installation necessary. Just connect to Invoicera as you go. You’ll be up and running quickly with easy up gradation, no hardware and software investment and more. Implementing online billing software can help companies to optimize their working capital and continue running healthy business operations.

 

 

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BEST MARKETING TIPS TO INCORPORATE IN YOUR ONLINE INVOICES

online-invoice

 

Invoices are a medium that gets you paid in time for the product and services that you have offered. It is, therefore, a very important document in your entire business communication. Keeping it utmost formal and presentable is your key responsibility. Your invoices are the silent key to market yourself as a brand in the market. It may sound complicated, but, yes! you can easily turn your invoices into lean, clean marketing machines.

Here are a few marketing tips that every business should incorporate in their online invoices to brand themselves better:

Brand Your Invoices

Branding is the key reason anyone markets itself. A brand is a shield you stand behind. Keeping it strong becomes your sole concern then. It should reflect what you stand for and believe in. Your logo, color scheme, tagline, and theme should be given high consideration since this helps you set yourself unique from others in the market.

Believe it or not, your invoices are an ideal platform for you to spread your brand’s awareness. An easy way to maintain high-quality invoice system is by opting for an online invoice software. An invoice software available online makes your job of setting up your customized invoice template easy. Quickly select colors and themes that suit best for your business and add it to your customized invoice template and save it for your future usage.
Some regular and unusual things you can add to your invoice that will help you stand out.
Your business name in bold, easy-to-read letters at the top of your invoice.
Your logo since this is a visual representation of your business.
Colors that will catch the eye of your customers, as well as reinforce your brand.
A theme or template that matches your brand.
Social media icons, such as buttons or links to your Facebook, Twitter, Instagram, or LinkedIn account, so that your customers can easily learn more about you, your business, and stay current with your latest business happenings.

Always include a ‘Thank You’

online-invoice-software

With any invoice that you will create with an online invoice software, it will have a section for you to write a short message for your clients or add any notes. Writing a small thank you note for your client will help them appreciate your professionalism and ethics. Acknowledging how much their business means, both personally and professionally, is a simple and effective way to build trust and nurture long-term relationships with your clients. It should be authentic, genuine, and personalized in order to add furthermore flavor to your entire content.

Client Feedback is important- Ask for one!

Whether a feedback is positive or negative- it is important! It helps you review your work and culture. A happy feedback motivates you to do better in future whereas a negative feedback helps you improve your work to achieve client satisfaction. With an invoice system, you can add a link for our clients to leave a feedback onto and collect them in a single dashboard for you to review and analyze them later on.

 

Referral Incentives

 

Offering a discount to your client if they refer your business to others is the way you say thank you and motivate them to keep on doing it in future too. When you’re sending out the invoices, it is the perfect time to ask for referrals. Add a short note in the bottom of your online invoice and leave a unique referral code your client that they can forward to their contacts. When you ask for referrals with an invoice, chances are higher that you will get more referrals as your client has his work completed and is satisfied with your job.

 

Offer Freebies

Offering freebies is not a bait rather a small initiative of thank you from your end. We all enjoy getting something for free from time-to-time. It’s a pleasant surprise that makes clients and customers happy. The type of freebie that you offer is up-to-you. But, it should be something that solves a problem or provides value to your customers. And, it should be something that proves that you’re an industry thought leader.
Believe it, invoices are the official communications that you can highly use to brand yourself well. Always make sure, you try to include offers and add-ons in your invoice to persuade your buyer to make future purchases easy.

 

Also Read: 3 Marketing Success Factors For Small Business

 

Enter into the world of the online invoice with Invoicera

 

Invoicera is an online invoice software empowering businesses worldwide since last 13 years. Invoicera, the invoice software helps to automate and simplify your business processes and communication with online invoicing and payments, 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, subcontractor billing and time management, comprehensive reporting and APIs for 3rd party integration.

 

online-invoice-software

 

 

10 QUESTIONS TO ASK WHILE SELECTING AN ONLINE INVOICE SOFTWARE

online-invoice-software

 

An online invoice software is a necessity in today’s modern world for every business. Whether you’re a business owner or a freelancer, an invoice software acts as a backbone to your entire financial activities. It is a receipt that makes sure you will get compensated for all the products/services you have provided as a business.
 

The big world of the economy today provides a large number of options for available online invoice software that you can choose for your business. But, with the seemingly endless amount of invoicing software available, how can you narrow down these choices to find the best platform for you?

 

You can start by asking the following 10 questions.

 

1. What does all Invoicing features your business need?

 

The available online invoice software in the market today come with loads of features that might or might not be of your usage. It is important to filter out as a business, all the features that you require and the ones that hold no importance for you. A customized online invoice system makes your experience of online invoicing even better and smooth for future. Loading yourself up with features that you don’t require will complicate your entire process and somewhere the entire idea of workflow management will come to a toss.

For Ex:- as a small business owner who is dealing with the small number of employees, an automation process for the enterprise will hold no meaning. Therefore, it is important to first find out about everything you require as a business from your invoice system.

 
 

2. How much are you willing to invest on your invoice system?

 

Apart, from all other questions that you will ask yourself before choosing the right invoice system for your business. How much money are you willing to invest in an invoice service holds a major part of your decision making. Initially, you might not want to straightaway invest in an online invoice service, it is always beneficial to first try and then invest in a particular software. Once you will invest it will be a long-term relationship that you will be working on, being super sure about it avoids conflicts and heartbreak later on.

You can always find the best package for yourself under $10-15 with some of the top online invoice software in the world, like Invoicera.
 
 

3. Check how many employees and clients does the platform accommodate?

 

After testing and deciding on your top choices you land upon the level of comparing packages. At this stage, you need to pay attention to how many employees and clients that the platform lets you accommodate in a particular package. If you’re a small business owner who has around or more than 20 clients and has multiple employees in your accounting department, you might have to look for a plan that allows your usage in your desired investment.
 
 

4. Is the user-interface friendly?

 

A complex user interface is an instant drawback when it comes to online invoice software. An invoicing system should be such that it sets up in the matter of a few minutes. This not only saves you time and resources, but it also saves you time and resources from having to train your current and future employees.
 

 

5. Check on its compatibility with multiple languages, currencies, and payment gateways?

 

In an increasingly competitive global marketplace, it has become more important today to have an invoice system that is compatible with multiple languages and currencies so that you can easily send bills and accept payments from all around the world in the matter of few clicks.

Also, you should make sure that the platform is compatible with multiple payment gateways to provide your global customers with easy payment modes from all around the world.
 
 


 
 

6. Does it allow you to save your data with the cloud?

 

Storing your data in the cloud might look like a tricky task. While doing your analysis on selecting the best software for your business it is important to know about how secure is the software that you will be investing in. Your information is very crucial and it should not be shared without knowing the level of security the invoice software tends to provide.

Closely check how secure your chosen invoice system is and then focus on taking next steps. Never loosely update your personal information anywhere as you might fall into some serious crisis that you had never thought of.
 
 

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Also ReadWhat are the advantages of Cloud Invoicing?
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7. What are the security measures that have been put in place to keep my businesses and my customers’ data secure?

 

With the increasing amount of cyber and security attacks that we all hear about in the news, security should be a top concern. Before making your choice for an invoice software, make sure that it adheres to all the global security standards and is taking the appropriate security measures. For Instance, Invoicera is in complete compliance with GDPR
 
 

8. Know about their tech support and customer service?

 

Even if a product is completely user-friendly, you may at times need to contact customer service to address any troubleshooting or billing concerns. This is, even more, a critical situation when you aren’t able to send an invoice or access your funds. You want to talk to someone who can help you asap.

Look for a platform that offers complete support at any time of the day so that you can manage your business smoothly.
 
 

9. Will you be able to grow together?

 

You never plan to stay stagnant with your business. Look for an invoice software that is scalable and you can trust it in every phase of your growth. Ask yourself first, Are you expecting to experience some major growth in the future? Will the platform be able to grow with your business? If not, you may want to consider starting with software that will be able to handle your needs as you grow.
 
 

10. What do the reviews say about invoice software?

 

Trust the reviews! They are the reflection of what you’re planning to enter into.

 

In The End:

 

While choosing an online invoice software it’s important to ask yourself the questions listed above. This way, you can determine the invoice system that suits the best for your business needs and fits in your price range. Finding out the answers to these questions will also prevent any potential mishaps.
 
 

A quick dip into the world of the online invoice with Invoicera

 

invoice-software

Invoicera is an online invoice software empowering businesses worldwide since last 13 years.

Invoicera, the invoice system helps to automate and simplify your business processes and communication with online invoicing and payments, 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, subcontractor billing and time management, comprehensive reporting and APIs for 3rd party integration.

 

invoice system

 

 

8 Tips for Setting Up an Invoice System to get Paid in Time

online-invoice-software

 

As a business owner, when you are already tucked up between hundreds of other tasks, following up your clients for payments is not easy. However, it is of utmost importance to follow up your clients on regular basis for payments. In order to cut down some extra tasks from your list, you can always opt for an online invoice software.
An invoice software will also help you keep a track of all your account receivables and due invoices. An invoice system will enable your clients pay online and make payment hassle-free and make invoicing painless for both you and your clients.

But, how can you create a highly productive invoice system? Follow these 7 tips while setting up an invoice software.

1. Pick an invoicing system.

 

Ditch that paper and space you have created for saving piles. Shift to the all-new world of an online invoice and save yourself from the extra pressure. By the means of online invoice system, you can send invoices via mail and even save it in PDF. Sending bills electronically and providing your clients the convenience to pay online makes sure you get paid 3 times faster and no more waiting for days to get a cheque.

This also lets you save a lot of money since you no longer have to pay for postage, paper, and ink, but that’s just a start.

An online invoice software lets you create, manage and review invoices even while on the go with a mobile app. By this it lets you take your office wherever you go. You can also automate your invoices for all your subscription billing clients to avoid the hassle of creating recurring invoices each month. Additionally, you can set up automatic follow up reminders for your clients to remind them for their due payments.
An invoice software lets you manage your expense and other financial reports in a single dashboard making it easier for you to generate each report for analysis.

2. Input customer information and standard billing amounts/items.

 

Once you’re settled on an online invoice software, it is now time to decide on the template you will be using and start invoicing your clients immediately. Prior to sending them invoices online, inform them well in advance about your shift to the world of an online invoice and its convenience to them. An online invoice software like Invoicera is a complete benefit to both you and your customers across the globe as it lets you send invoices any language you like. And, receive payments in any currency via 30+ online payment gateways.
The very first step to creating an invoice for your customer residing in any part of the globe is by putting their basic information and address(E-mail and residential) and saving it for future usage. Having this information stored, you’ll be able to create invoices in a matter of minutes in future.

3. Establish payment terms and policies.

 

Your payment terms and policies will let your clients know how and when you like to get paid, mention them clearly in all the invoices that you create. Even before stating your policies on invoices, make sure you let your clients know about it while finalizing your deal. It should not come to them as a surprise. A well-defined term is a key to a healthy client relationship.
Also, help your client by knowing your preferred mode of payment and duration in which they need to clear the dues. Remember, by letting your clients pay online, you tend to get paid 3 times faster.
It is always beneficial for you to keep your payment policies short term as it will avoid any financial crisis that you might face because of delayed payments.

Also Read: How To Avoid Late Payments Issue For A Healthy Cash Flow?

4. Always approach a professional looking invoice for your business.

 

Trust me or not, the design of your invoice highly matters. It is the official communication that you’re conducting with your clients. Therefore, it should be highly professional and avoid any kind of glitches or typos. Make sure you always mention every detail in the invoice of the products purchased or the service used. It is always said to get your invoices approved by your client servicing personnel before sending it to the client in order to cross-check the mentioned prices and details.

Invoicera, in order to, make sure that your invoice approval process is smooth and hassle-free has introduced the latest feature of invoice approval process. It then lets you get your invoice reviewed and corrected by the concerned persons via mail. Reducing major steps has helped in making the process of online invoice super easy.

Your invoice should always include:

– Your logo.
– Brand’s colors.
– Clearly defined payment terms.
– Itemized list of services/products.
– Contact information.
– Invoice number.
– Due date.
– A personalized message that thanks to your client for the payment.

5. Use the carrot and the stick.

 

No matter how good your invoicing practices are, there will be times when it will get tough for you to get paid from your clients on time. The world is a very big place and every realistic business (the perfect smooth business only exists in the head) faces some issues with their client when getting paid in time or even getting paid at times seems impossible. But, don’t lose your cool. It is your job to proactively create a strategy for such situations to avoid last minute fuss. A well-built strategy helps you deal with such clients without much chaos.
For example: Offering early payment discounts or penalizing delay payments will help your clients be more consistent with either making early payments to avail some discounts or at least paying in time to avoid penalties. Money is the biggest motivator after all!

6. Always keep it professional and polite.

 

Leave no string light here. A little bit of mistake will not only hamper your relationship with your present clients but also create a negative brand impact. Professionalism in any business industry you’re is of utmost importance. There has never been any substitute for it and even future holds no substitute for it. The evolving business industry is becoming rather more professional. Make sure you’re running with the fast-paced industry and never lacking behind.
An invoice is a reflection you send to your client. Make sure the online invoice that you send in professional yet polite at the same time. Adding a simple “please” or “thank you” note will help you reflect your mannerism and ethics.

7. Don’t necessarily invest in outsourcing!

 

Invoicing is one of the crucial parts of any business, but not many know how to effectively create an invoice. The lack of knowledge and experience in technicalities might force you to hire someone more professional. But wait and think, you don’t need to invest in a new employee altogether. You can also handle your task of an online invoice with an invoice software. It is a more effortless and cost-effective option for businesses to opt for. An online invoice software is a package you can invest in and enjoy benefits for long. It is a complete package that offers you a solution for expense management, employee management, time tracking and accounts receivable management. IT does not require any extra personnel for the task, rather you can handle it all alone while even on the go.

 

invoice-software

A quick dip into the world of an online invoice with Invoicera

 

Invoicera is an online invoice software empowering businesses worldwide since last 13 years. Invoicera, helps to automate and simplify your business processes and communication with online invoicing and payments, 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, subcontractor billing and time management, comprehensive reporting and APIs for 3rd party integration.

 

online invoice software

 

 

Invoicing for Indian Businesses : Tools & Trends

India has a distinctive tax structure which has evolved over a period of time. Most of the business taxation is levied by the state governments. The major part of reforms in the Indian taxation system have happened in the last decade or so. The overall tax system has been rationalized to ensure, that businesses can pay taxes with ease and more tax revenue can be generated.

Here are some of the important taxes that Indian businesses have to deal with:

Central Sales Tax

If a dealer of goods sells his goods outside of the state, then this tax is applicable. Central Sales tax is generally payable on the sale of all goods by a dealer in the course of inter-state trade or commerce or, outside a state or, in the course of import into or, export from India.

Value Added Tax

All goods go through various levels in the process of production and supply chain. Value added tax is a tax levied on goods, at each level of the supply chain. The state sales tax has now been replaced by the VAT and this is one of the more significant tax reforms in recent times.

Some of the key features of Value added tax in India include:

Most of the Value Added tax rates are common for all the Union territories and states in the country.

The basic rates of VAT are 4% and 12.5%, while some of the services are excluded and have a special rate of 1%. Some basic commodities also have a VAT rate of zero percent.

With the new reforms all the state taxes can be converted to VAT.  VAT however, does not cover the inter state transactions. All purchases made with respect to exports is exempted from taxes.  The whole process has been made more business friendly by facilitating self assessment for dealers.

 

VAT

 

Dealer with a sales turnover of less than Rs. 5 lakh are exempted from VAT need not register themselves for VAT.

Excise Duty

Manufactured goods in India are charged with a tax called the Central Excise Duty. The specified goods unders the act come under this tax. There are 3 specific types of excise duties:

 

Excise

 

Basic Excise Duty

This is a tax charged on all the goods produced in the country. The tax is applicable on all goods other than salt.

Additional Duty Of Excise

This taxes is collected for goods that are mentioned in the Section 3 of the Additional duties of Excise (goods of special importance) Act, 1957.  

Special Excise Duty

This duty is levied as per the section 37 of the Finance Act of 1978.

Customs Duty

This duty is levied on import of goods.  The rate of taxation depends on their classification.  Over the years the peak customs duty has been reduced to rationalise the taxation system.

Choosing the right online invoicing solution would help Indian businesses to manage their taxation with ease. Online solutions have the following business advantages:

  1. Improves the efficiency of the invoicing system
  2. Helps in sending out invoices online, saving on paper costs
  3. Helps in getting paid quicker with online payments
  4. Customizing the invoicing according to client requirements

Invoicera is one such billing software that helps in managing the invoicing requirements of small and large businesses with ease. The software provides a simple option of additional fields, that helps in adding any state or central tax with ease. Multiple currencies and payment gateways ensure that if a business has global clients, then they too can be managed well.

Some of its other features include:

  1. Late fee and automatic payment reminders
  2. Time tracking and task management
  3. Expense management and control
  4. Advanced reporting and financial management
  5. Time tracking and time billing management
  6. Expense tracking and expense billing management
  7. Recurring billing management
  8. Project and task management
  9. Receive online payments
  10. Purchase order management

10 Tips To Write An Invoice Professionally

Professional Invoicing1

Invoice is a detailed list of products/services, that one provides to his customers, with an amount of money to be paid.  An invoice, whether a tax invoice or a sales invoice, is an important document for the business. Invoices are necessary to request for payment from clients. It indicates how a person deals with customers for money related transactions and reflects his level of professionalism.

Here are 10 tips on how to write an invoice that augments the professionalism of the company from a client’s perspective –

1. Include Your Logo

Whether you are a business owner or a freelancer, using a logo in an invoice is a must and is on top priority. When a customer receives an invoice with a company’s logo on it, it allows him to connect with the company on a more personnel level and makes the brand more recognizable.

2. Color Is Important

Colors make the invoice look more vibrant and professional. There are many companies, like, Nestle, Facebook, etc, that use their colors as their branding assets. A particular color for the brand can help reinforce brand awareness.

3. Add The Details of Both Sides

While designing an invoice, adding the details of both, owner and the client, is the first task. This is the basic, but the most crucial aspect of an invoice. While filling out these details, one must write the name of the person, to whom the invoice is being addressed and not just the company’s name.

4. List Of Products

One should include a detailed list of products/services, that one has sold to the customer in his invoice. For eg, if you are a website designer, your client won’t be satisfied with just “Design” in your item list. One needs to specify the work done, like “Design of the home page” etc. This provides sufficient details and can also be beneficial for the ones who charge their clients by the hour.

5. Assign Certain Identification To An Invoice

Assigning a particular identification number to an invoice helps to relate with it the in future and adds to the professional touch.  There are many options for characterising invoices. One may do it by assigning serial numbers, project name, year with serial number or perhaps may be through another creative way, but whatever the approach, one should stick to it for every task.

6. Introduce Your Terms

Business terms are necessary to keep the relationship healthy on both sides. One should describe about conditions like, the deadline, late fee etc., in the invoice, properly. This embarks a professional image of a company in the customer’s mind.

7. Describe The Mode Of Payment

One should be explicitly clear about the payment method in the invoice, so that the clients can pay up them accordingly. It is usually preferred to bring this up beforehand so that, both the parties are on the same page.

8. Appreciate The Client’s Business

Being polite to the clients while asking for money is the best way to get paid quicker while keeping the professionalism intact. Always add a “Thank You” note at the end of an invoice and let the client know that you appreciate the business. One may further add another line by asking the clients for their feedback.

9. Add A Cover Letter

To add a little personal touch to an invoice, one should add a cover letter to the invoice, highlighting the expenses and time taken for the project. It adds to the company’s image and credibility in market.

10. Don’t Forget To Add VAT Details

If an owner is registered for VAT, then he must include his VAT details, on the invoice, and keep copies of all the sales invoices, even if they get cancelled or get produced extra by mistake.

INVOICERA INVOICE SAMPLE

Invoicing a client with a professional invoice format, speeds up the process of turning invoices into cash and keeps business finances in order. A professional tool like Invoicera is very helpful.

Tips To Do Away With and Resolve Invoice Disputes

invoice disputes

Invoice Disputes can really put a business owner under a lot of stress. If such disputes are large in number, then the deductions resulting from such disputes pose a huge business risk. Sending error free invoices and having a good relationship with clients are few of the most important ways to avoid invoice disputes. Here are some more tips:

 

1. Send Estimates

Sending estimates before starting a project and getting an approval from the client is one of the key ways to avoid invoice disputes. Once the price negotiations have been done and the payment terms have been decided, an estimate acts as a proof that all the conditions have been agreed to, by the client.

 

2. Insist On Purchase Orders

A purchase order is another document that acts as a proof that the client has agreed to the terms and conditions of the purchase. Once an estimate is approved, you must insist on purchase orders, for avoiding any sort of disputes in the future.  

 

3. Define the Scope of The Project

Many a times an invoice dispute arises because the scope of the project was not defined clearly and you fell short of client expectations. Never let this situation arise. Ensure that the scope of the project is clearly communicated to the client in a written document. This must be approved by the client well in advance.  

 

4. Clearly Mention Your Terms

Disputes arise in case of a confusion with respect to the price or the discount policies of the company. Making sure that there is no such confusion, is your responsibility. Adding all the terms and conditions on the invoice and communicating the same verbally as well, is essential.

 

5. Be Ready With Facts

Disputes can really put pressure on you, to decide in favour of the client. This can be avoided by keeping facts and presenting them in the right manner. Save all the email messages, exchanged with the client. You have to be firm with the client and explain the facts in a friendly manner. If you are able to put forth your arguments in the right way, you can resolve a dispute easily, while maintaining a happy relationship with the client.

 

6. Look For A Solution

In case of an invoice dispute where the client is unhappy with the work delivered, one must offer the best possible solution. This helps in building an atmosphere of trust. Accepting that one has been at fault, or else going that extra mile to please the client can also be really helpful.

 

7. Be Flexible

There are times when you may feel that the client is looking for a favour like a discount or a flat fee waiver. Take this as an opportunity to build a relationship with a client. Being rigid in such situations can convert a good situation into a dispute.

 

8. Use an Online Invoice Software

There are lots of ways to reduce the number of invoice disputes that your business may face on an ongoing basis. Using a tool helps you schedule your invoices and send them on time. You can

 

  1. Attach reports of the work done along with invoices
  2. Send estimates in a timely manner and get approvals
  3. Receive purchase orders from your client
  4. Add your terms and conditions and late fee to Invoices
  5. Create professional invoices with your company branding
  6. Add all the necessary details to the invoice

best online invoice software

Hope these tips would be useful for you to avoid any invoice disputes and have a happy, long term relationship with your customers. You can also read about how to add the right invoice terms so you could get paid quicker.