Wave replaced about four different things that I was trying to set up for myself. It replaced spreadsheets for tracking payments, invoice templates—even the terms and conditions you can put on the invoice. I love the way it's set up. I love the ease of use. And it's scalable.
Most of my clients pay with credit card using the secure link that is generated on the Wave invoice. That is a massive time saver and does help to get paid faster. I love this feature.
I can set up a recurring invoice to go out once a month. I literally just send them the link with the invoice and they pay it on the spot. It's painless for clients. It's a win-win and has been amazing.
However [clients] want to pay, they just click it. It's a secure portal and my clients are like, this is awesome. Once that's done I get a notification and send them a receipt. That’s it. It’s amazing.
I wanted my business to look as polished as it could. It helps instill confidence in the client who wants to hire you if they see you have your stuff together. That's what I liked with Wave.
If you enjoy storing your documents in the cloud instead of taking up room on your hard drive, a Google Docs invoice template could be the best choice for you. It also gives you the convenience of being able to access your invoices at any time of day or night, and on any computer – as long as you have internet access.
Google Docs also allows you to give other people permission to view documents, so it’s easy to have your accountant or business partner review or add to the invoice, even if they are in another city. On top of all that, these templates are also well-designed and attractive. That’s important, as every touch point with your customers is another opportunity to reinforce your professionalism and outstanding reputation.
If you want the convenience of being cloud-based, but also want help calculating your fees, a Google Sheets invoice template fits the bill. Like an Excel spreadsheet, it contains formulas that save you time by automatically figuring out complex calculations. Your clients will be able to rely on accurate, clearly outlined charges.
And just like working with Google Docs, you will be able to access your invoices anywhere you are, and on any device that has internet access. The invoice template is also extremely flexible, so it can capture every detail needed to ensure you get paid properly for the outstanding products and/or services you provide.
If you need to include various fee calculations in your invoices, an Excel invoice template is the ideal choice for you. The format includes automatic formulas, so no need to manually figure out labor costs or management fees. It also adds up subtotals and calculates the correct amounts to add on for taxes.
Our Excel invoice template is also fully customizable. It can capture all the information needed on your invoices to make sure your clients completely understand what they are paying for. The result is a clear, professional invoice that accurately calculates all charges, and creates confidence and trust in your company or personal brand.
Microsoft Word is the most popular word processing format used today. It’s favored by self-employed professionals in every field because it is intuitive, easy to use, and produces crisp, clear documents. As a result, our Word invoice template is perfect for creating well-organized invoices that include all the details needed for you to get paid for your hard work.
Since our Microsoft Word invoice template is also extremely flexible, it can be tailored to the specific invoicing requirements of each of your clients. In addition, Microsoft Word invoices look great. Sending easy-to-read, well-designed invoices can instill confidence and credibility in your service and expertise, and reflect positively on your reputation.
A PDF invoice has some distinct advantages for your business. Unlike documents produced by other software programs, PDF documents can be viewed on any operating system. That means using a PDF invoice template can help you cut down on potential payment delays, as all your clients will be able to access your professional invoice.
A PDF invoice type can also be easily modified to include all the invoicing details needed for your different clients, while looking attractive and organized. But while the invoice is easy to use and customize, it’s hard to modify after it has been sent, so there’s less chance of your invoice getting inadvertently altered or changed.
Invoicing tips from Wave customers
Turn on automatic payments so you can charge their card on a monthly basis after they complete the first transaction. That keeps the cash flow coming in. You don't have to remind the client to pay their bill, it's automatically charged.
Setting up recurring invoicing and not having to send individual emails each month saves dozens of hours a year on it's own! Let recurring invoices be part of your business.
I have a very step-by-step process in terms of working with clients. Wave is one of the first steps in terms of sending an estimate so they can see exactly what's included and how much it's gonna cost. And then once they agree to it, turning that estimate into an invoice, sending it to them, getting the deposit, all of that. I'm very transparent with what I'm doing as well.
I use the sending feature which is really great for letting people know how much they owe and giving that light, gentle reminder to finish paying it off. As well, you can attach a receipt to your expenses, which makes it simple for small businesses to keep track so they can write it off for their taxes.
Why is it important to create and send professional invoices?
As a business owner or self-employed professional, you don’t have the backing of a large company to ensure you get paid properly and on time for your work. That means you need easy-to-use, flexible, detailed invoices that clearly and completely include all the details (e.g. invoice number, individual line items, due date, contact information, payment terms, sales tax, business name, etc.) needed for you to get paid for the services or products you have provided.
On top of that, you need to ensure your invoices look polished and professional to build up credibility and trust in your business.
There are advantages to running a small business, like lower overhead and personalized service, but you still need your customers to recognize your expertise. Get paid on time, every time by using professional invoicing software like Wave.
When is the right time to send an invoice to your clients?
Depending on the business you're in and the products and services you provide, the right time to create and send your invoice can vary. If you are a business owner who sells products, you’ll give the invoice to your customer at the time of purchase. If you provide services, you might want to give your invoice to the customer using professional service invoices when the job is completed.
Since you are self-employed, you need to keep the revenue flowing. If you are providing services over a long period of time, you can customize your invoice template to bill for a percentage of the payment up front, with the remainder being paid upon completion, or send in bi-weekly or monthly invoices.
Whatever payment cadence you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Consider working with an automated invoice software as there are a number of advantages of using it over invoice templates (e.g. recurring invoices, customer reminders, sample invoices, professionally designed, etc.). You can click the save button within the app to save your work at any time.
You could also explore our easy-to-use, free invoice generator to slightly automate the process of creating new invoices.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).