If you work as an independent contractor or own a small company that does specialized work, you will need to learn how to write an invoice to get paid.Most invoices should include your contact information, as well as some other basics, if you perform specific services.A listing of the services rendered for your client within the billing period should also be included in the invoice.
Step 1: Place your company's name at the top.
You should start with your company's information at the top of the page.Start with your name at the top if you don't have a company name.It can be centered or all the way to the left.The invoice should be treated like a business letter.It's possible to have a professional headline at the top, centered in the middle.A simple statement of your business name is also effective.
Step 2: Your contact information should be appended.
You can put your address, phone number, email, and any other contact information.Don't give your personal information to your business.A fax number can be relevant.You should use the email you have set up for that account if you accept payment services.
Step 3: Please add the addressee's name.
Just as with a business letter, you move on to the person you're billing.You should use the business address and contact information the company gave you.If it's a person, use their business contact information.If you don't have enough information, you should contact the person or business to find out more.If it's a large company, you may want to call to find out who is handling the invoice.
Step 4: The customer account number should be included.
Each of your repeat customers will need a unique identification number.If you write an invoice for this customer, make sure that this number is included.If you need to assess their payment history or document a consistent failure to pay, this will allow you to group invoices by customer.
Step 5: There is an invoice number near the top.
It's important that invoices have a unique number so you can easily reference and identify them.You must have a new one for each invoice if you choose a different number.One way to start is to work your way up.You could start with "0000001" to keep the uniform length of the number.To assign a customer number, use the date.If the customer number is 305, you could use it as your number.Make sure you know what the date is.Is it when the service was rendered or when you created the invoice?
Step 6: You must include the invoice date.
The label should say "invoice date."The date that you are creating the invoice should be next to it.You and the customer can keep track of the time.The billing period can be included.The billing period is based on how you set up your invoices.If you invoice once a month, that means your billing period is from the beginning of the month to the end, and the services you performed during that period will be included on the invoice.
Step 7: What services did you provide?
The meat of the invoice is this step.You are telling your customer why you are charging them.It's important that you are upfront with your client at all times.You can organize by date.It's easiest to organize by date if the invoice is for more than one date.The date should be put all the way to the left.You need to include the date the service was rendered.The service should be listed.List the amount you charge per hour or service.You need the number of hours or times the service was done.Put the total in the charges column.Each type of service needs a new line.There are other charges that are relevant for service.
Step 8: Add any other fees.
Since it's not a part of the service, you add the delivery fee at the end.You can add other fees as well.Make sure they are clear to the customer.If you have sales tax in your area, you can charge taxes on the delivery fee.To make sure you are charging taxes correctly, always check with an accountant.
Step 9: Make a subtotal.
Add up the charges on the invoice.The subtotal should be put in a line below the services.You have to add tax in because it's the subtotal.
Step 10: You should add the taxes.
Next, figure out the taxes.The tax rate should be below the subtotal.Contact your local sales tax authorities if you don't know the tax rate in your area.You can contact your accountant if you want to find the sale tax.You don't need to charge sales tax in some states.If you need to charge it in your area, check your local laws.It may be by the type of business.If you're a nonprofit, you don't need to charge sales tax.It is possible that the primary object of the sale is the service or equipment.If you go to a customer's place of residence in a suburb, you have to pay the sales tax there.Always check your local laws.The sales tax is a percentage.You can use a percentage to figure out the tax.If your total is $50 and the sales tax is 8%, you divide it by 0.0825 to get 4.125.As needed, round the number off.The tax would be $4.13.Add the tax to it.You add the number to the original subtotal.If you add $4.13 to $50, you get a grand total of $54.13.
Step 11: You can create the total.
List the total amount you found.To make it clear, put "total" next to it.It's a good idea to mark the final total in bold or put a box around it.
Step 12: Keep track of your invoices.
A printed copy should be filed away.If you have any emails, memos, or other documents related to an invoice, you should keep them in a safe place with a printed copy of the invoice.
Step 13: Add payment options.
Your customer needs to know how to pay.Do you accept checks?Is it possible for the customer to pay with credit card, cash, or other payment processing system?If the customer can't pay in person, let them know that.Mailing in a payment is one of the options.
Step 14: Please include the due date.
Your customer needs to know when they have to pay the invoice.You should include a due date on your invoice.You can include it more than once.At the top is a good place to put it because it is less than the total amount due.Payment should always have a due date with consequences if not met.Since most small businesses have constant cash flow problems, you might include an incentive for early payment, like a 2% discount if paid in ten days.Discuss if you have a payment plan option.You can write something like "If you can't pay your bill all at once, call our office to set up a payment plan" in the letter.
Step 15: You should send the invoice.
Send the invoice to your client once you're done.It will let your client know you owe them money.Your company's name should be prominent on the outside of the envelope.Invoices need to be coordinated with the accounting system.An invoice is an asset of the company and should be recorded.You may be able to let the accounting software create an invoice for you.PayPal has built-in invoice creation.
Step 16: You can collect your invoices.
If you don't get a response from the customer after sending your invoice, make a phone call to make sure the invoice was received.Emailing the client a reminder is another option.A well-defined and standardized collections process will make it easier to collect on your invoices.Reminders can be sent through the mail.It's up to you how many you send out.If you're willing to let the client pay it out over time, you have a payment plan option.You can send a final payment notice to the client if you send as many as you're willing.It is possible to establish a system by having specific collection actions regularly.Try to send notices after the balance has been paid in full.Each has the ability to specify how many days are left until payment and what actions will be taken if the balance is not paid.Try to send at least one notice by certified mail.