Why you should use electronic invoice templates
More and more people are buying goods and services online, and they are demanding a smooth and efficient invoicing process. Even if you operate out of a bricks and mortar store, many customers like the convenience of receiving their invoices by email.
Make sure your electronic invoices have all the information customers need to understand exactly what they are paying for, as well as all the details to ensure you receive fast and accurate payment.
Your electronic invoices should also look as polished and sophisticated as your great products or services, and add to your outstanding reputation. Make sure to create your invoices in either Excel, Word, Google Docs or Google Sheets formats.
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).
- Look through the wide variety of electronic invoice templates we offer in several elegant designs and colors
- Download the template you like in your preferred format – Word, Excel, PDF, Google Docs, or Google Sheets. It’s fast and it’s free!
- Add in your business name, phone number, email address, and other contact information
- Apply your logo, a link to your website, and any other professional graphics that highlight your brand
- Insert your client’s name and up-to-date contact information
- Generate a unique invoice number and add it on
- Insert the invoice date and the payment due date
- List all the products and/or services you have provided, along with descriptions and the cost for each
- Add any extra charges, such as for delivery. You can customize the format by adding or subtracting lines to meet your specific invoicing needs
- If you are including a special discount, add a line explaining the reason for the discount so your client knows you are giving them a great deal
- Calculate the total price of the goods and services, including applicable tax, and enter the total at the bottom
- Include payment terms, highlighting all the electronic payment methods you accept
- Add a personal line at the end to thank your customer for their business and to say you hope you can do business with them again soon
- Save a copy – and email the invoice
When is the right time to send an electronic invoice to your customers?
An electronic invoice gives you the flexibility to email invoices to your customers at any time. If you operate an e-commerce business, purchases are usually paid for at the time of ordering. If you are a freelancer, you might want to charge for a portion of your fee at the start of a project, with the remainder due after you have completed the project.
If the project will span several weeks, or even months, you can email bi-weekly or monthly invoices. Whatever payment time period you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Electronic invoicing tips
Keep in touch with your customers
You are already using their email address for electronic invoices, so ask if you can periodically email your customers with exciting updates on products or services. It will let them know you want them to become long-term customers, and you don’t want them to miss out on anything new you will be offering.
Add a little promotion
While your invoice needs to clear and well organized, there is also room to promote your business. Add a line in about a related product or service with a link to it on your website, or include a link to your e-newsletters or blogs. You could also include a coupon code for a discount on their next online purchase.
Keep a numbered record
Know how much money you have coming in to your business with a numbered invoicing system on your electronic invoices.
Accept a variety of payment methods
You have sent your client an electronic invoice, so make sure you accept the most up-to-date electronic payment technologies, such as e-Transfers, Interact, credit cards, and PayPal. Make it even easier for customers to decide to work with you by making it easy for them to pay!