An invoice is more than just a receipt with a total at the bottom. It is a professional document that signifies the completion of a project or sales transaction. It is also the last impression you make on a client, so it is crucial that it is an accurate reflection of your company’s brand and high standards.
The art and science behind creating a modern invoice is based on the expectation of today’s consumers. Besides having a defined and consistent style, there are also certain fundamentals that every modern invoice should include. Double check your own invoices against this list to make sure that your clients are able to find all the answers they need on your invoices.
Every invoice should be dated the day it is issued. This will make it easier to keep track of the due date and it will provide proof of when it was sent. If you use a client billing app, the date will be automatically generated and the app will keep a record of when the invoices was emailed to the client.
Make sure to number each invoice in the order they are issued. This will make it easier for referencing later on. It will also give you milestones to celebrate like your 100th or 1000th invoice.
The description you use on an invoice needs to explain to both you and your client exactly what each charge entails. You may need to refer back to the invoice months or years down the road and it will be important that you can recall the product or service that you were invoicing based solely on the description.
Breakdown of All Charges
Your clients will expect to see line items for each unique charge, so they can match up each product or service with its corresponding price, especially if there are charges on the invoice for both products and services.
Bold Invoice Total
Once each charge is broken down and the taxes are added in, there should be a bolder or larger invoice total that stands out compared to the rest of the figures. It is usually found in the bottom right hand corner of the invoice.
Terms and Due Date
You should always include the agreed upon terms and due date directly underneath or next to the invoice total. This will make it easier for your client to reference the amount that is due and when they need to pay it.
There should be a line on every invoice thanking your client for their loyalty. All it takes is a simple statement saying “we appreciate your business,” to make a client feel like your company cares.
Professional Organized Appearance
Make sure to double check your invoice before you send it, so there are no spelling or calculation errors. You can reduce your chances of making errors by using a client billing app, since they provide you with auto-fill-in options and automatic calculations. You should also make sure the invoice is well-organized and that it reflects your brand image.
Good Luck and Happy Invoicing!