How to Invoice Clients Like a Pro

Invoicing is something that many people find intimidating, especially early in their careers. Many business training courses ignore it and it can be hard to find help, but it doesn't take many people long to figure out that it's an important part of making a professional impression on clients. It's also important because it is the way to be paid in full and on time - something that's often more trouble than it ought to be. So, how does one go about getting it right?

Why good invoicing matters

An invoice is usually the last interaction between a contractor and the hiring organization in respect of any given job. This means that it's the last chance to make a good impression. Prompt invoicing shows good time management and attention to detail, and is more likely to elicit prompt payment in response. A well-designed invoice with signature colors and a strong logo serves as a reminder of the contractor's brand. All these things increase the chance of being hired again or of being remembered when the hiring organization is asked for recommendations.

Things to do

In a busy professional environment where there's lots of paperwork to manage, staying on top of invoices can be hard. For this reason, it's a good idea to set aside some dedicated time each week for dealing with them. Invoices should convey all the important information clearly and efficiently: name, address, the work done, the type of payment preferred, the due date, and bank details and tax codes as required. Extra information may be required for international payments. The invoice must be addressed to the right person and include every part of the work done, including - for those invoicing on behalf of an organization - work done by different individuals.

Things to avoid

Everybody likes paperwork to be as simple and efficient as possible, so it's important not to send invoices late or miss items that then have to be invoiced separately. If any part of the payment is going to be higher than expected, this should be discussed rather than introduced as a surprise in the invoice. Contact details should not be forgotten, as the person who processes the invoice may not be the same person as the one who arranged the contract and it's important not to forget to keep records in case anything goes awry. Properly recorded invoices are also important in case of a tax audit.

Getting the professional look

Because a professional looking invoice is so important in making the right impression, it's worth taking the time to get it just right. Using an online free invoice template generator is a great idea as it allows you to send invoice templates you have downloaded in the convenient PDF format. There is an enormous choice of invoice templates available and your own logo and other branding can be added to produce a stylish and professional looking document. Exploring the different options can be helpful for anyone uncertain about the style that will work best for them. The right invoice or business receipt will be one that fits in with the overall style of the contractor's type of enterprise and their particular sector or distinctive approach; part of its job, remember, is to remind the hiring organization who they are. Auto numbering is also a useful feature with these free invoice templates that you can print off, save or email straightaway.

Following up invoices

No matter how well put together they are or how promptly they are dispatched, it's an unfortunate fact that many invoices will simply not be paid on time. There are ways to mitigate this, though. Some people choose, for instance, to offer a discount for early payment. Including a due date on the invoice not only encourages timely payment it makes to easier to make a challenge if this fails to happen. If a payment doesn't appear, it's reasonable to send a follow-up notice two weeks after the date when the payment was due.

Invoicing software

For people who have trouble keeping track of all these things, there's also the option of using invoicing software. This can assist in ensuring that invoices include everything necessary and go out on time, as well as checking whether or not they've been paid on time and scheduling reminders as required. It won't usually help with things like design, but it can help with management, and that is particularly useful in busy offices where multiple invoices need to be sent out on a regular basis.

Invoicing doesn't need to be complicated; the trick is to get a good system in place and stay on top of it day by day, with scheduled checks to make sure nothing has been overlooked. A well-designed, well-timed invoice is the completing factor in any professional contracting arrangement and it can be the key to being hired again.

Abbi Gabasa is the Managing Editor of MsCareerGirl.com and owner of UpraisedLiving.com. Having the background of a Marketing and Public Relations Manager with years of professional experience in various industries has given her an insightful perspective on careers, lifestyles, relationships, and attitudes which she humorously applies in helping people through her writing. Abbi is a training life coach, and an advocate of children's charities, women empowerment, optimistic thinking, and slow Sundays. A self-confessed Jane of all trades, she hopes to help girls all over the world find their calling and pursue their passions.