For many small-to-mid-sized businesses, invoices are a fundamental component of their daily operations. When a client or customer places an order, the business owner must send an invoice containing an itemized list of the purchased products and/or services, as well as the cost. But there are a few things you should know before blasting customers and clients with invoices.
In other words, don’t wait until a week after a customer has placed an order to send him or her an invoice. Invoices should be sent in a timely manner to facilitate the process and prevent confusion. Generally speaking, the sooner you send the invoice, the better.
As previously states, invoices should contain a breakdown of all products and services purchased by the customer, along with their respective prices. If a customer orders five different products, you should itemize each of these products and their prices. Don’t just place the total amount due on the invoice, but instead break down each associated cost so the customer knows what he or she is buying.
Offer Multiple Payment Options
Of course, business owners and accountants should offer multiple payments options in their invoice. This may include cash, money order, check, credit card, debit card, PayPay, etc. If the customer is unable to pay using the “preferred” method, he or she can choose a different form of payment.
Emphasize Payment Amount and Due Date
The two most important elements on an invoice are the payment amount and due date. This doesn’t mean that you should omit other elements, but instead you should emphasize the due date and payment amount by making them bigger and bolder than the rest. Doing so will ensure that the customer sees them, reducing the risk of confusion.
You should also set up some type of tracking for your invoices. The purpose of this is to confirm that the customer has received the invoice. If a customer says that he or she didn’t receive it, you can refer to the tracking.
Double-Check for Mistakes
Before sending an invoice, you should go back over it one last time to check for mistakes. Even the most attentive accountants and small business owners are bound to make a typo. Something as simple as an incorrect digit placement, however, could prove disastrous. So to prevent this from happening, double-check your invoices for mistakes before sending.