If you own a business, it means you are out to offer services or goods to clients. For you to deliver such services or goods to clients, you must also provide an invoice. Therefore, you must know how to create an invoice to ensure you receive payment without any delay. Additionally, you may want to improve on the methods you use to produce an invoice to increase efficiency and professionalism.

To generate an invoice, you would want to follow a couple of processes. These steps are stated below.

  1. Develop an Invoice Using a Software
  2. Provide a Title for the Invoice and Invoice Number
  3. Add Your Company and Buyer Information
  4. Describe all Goods and Services Sold or Supplied
  5. Include all Relevant Dates
  6. Highlight Additional Fees, Deductions, Taxes, Advances, and Others
  7. State Payment Method, Terms, and Personal Message

Develop an Invoice Using a Software

For you to design an invoice, you would require software. You can either use specialized applications or multipurpose applications (word pressing or spreadsheet software). Specialized applications would give you advanced options to build an invoice. Meanwhile, multipurpose applications would allow you to make an invoice using generic tools.

Additionally, you would have the option to use generic templates, which are customizable. You would be able to select different types of fonts and colors while you create an invoice. Also, you would have the opportunity to place your logo on the invoice as required.

Provide a Title for the Invoice and an Invoice Number

You would want your document to be easily identifiable as an invoice. Therefore, you would want to write the word ‘invoice” boldly on the header. Doing this distinguishes the invoice from other documents. It also encourages your clients to pay closer attention to the invoice, which increases the likelihood of getting paid early.

You would also want to assign a unique invoice number for each invoice you create. Also, you would want to type in the invoice number somewhere just below the header.

Add Your Company and Buyer Information

As you create an invoice, you want to type your company’s and the buyer’s information. You should ensure to write the name, contact details, and address of your company. In most cases, you would want to type it in the header just below the invoice title on the left, middle, or the right. If appropriate, you may include the information of key management staff.

Within the body of the invoice, you should type in the client’s (company) name, contact details, and address.

Describe all Goods and Services Sold or Supplied

All good invoices should have a description of each good or service provided to a client. Therefore, when you create an invoice, you want to provide a concise description of the item. This information is helpful to your client as they cross-check with what they have received.

You would also want to assign a unique identifier number to each item or service. This number helps link the price and the description of an item, simplifying the invoicing process.

Include all Relevant Dates

When you create an invoice, you would need to include all relevant dates. Generally, two important dates are written on an invoice. The first date is the date you create the invoice. You would want to type the date above the description of items.

The second date is when goods or services were supplied to your client. You may want to embed this date as a column next to the description of the goods or services provided.

Highlight Additional Fees, Deductions, Taxes, Advances, and Others

You would also want to include all additional fees before the total amount due after the subtotal. These fees include shipping and handling charges. If you have offered a discount to your client, you would include it before the total amount due. Additionally, be sure to include all taxes and consider advances that were paid by your clients. You may want to indicate the penalty of delayed payment at the footer of an invoice.

State Payment Method, Terms, and Personal Message

Before you create an invoice, you would want to agree on the methods and terms of payment with your clients. You should provide your acceptable methods of payment on your invoices. This practice simplifies payment for your clients.

Additionally, make sure to highlight agreed payment schedules and dates where appropriate. You may also want to include a personal message for your clients. A simple “Thank You” can go a long way in retaining clients. All these details are usually written just before the footer at the bottom of the invoice.

 

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