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Why you should send professional invoices
If numbers are not your forte, an Excel invoice template is just what you need to ensure you charge properly for your products and services. Since it has automatic formulas, it’s easy for you to calculate costs, add up totals, and include the right tax percentages.
On top of all that, it’s also extremely flexible, so it can capture all the details needed to ensure your clients understand what they are paying for.
A clear, well-organized, easy-to-understand invoice also reflects on your reputation and expertise as a consultant, and creates confidence and trust in your company or personal brand.
- Look through our wide selection of specially designed Excel invoice templates in different styles and colors, and download the one you like best. It’s FREE!
- Insert your business name and contact information. If you provide specialized services or products – mention it here
- Insert your personal or business logo – along with your website, and any professional designations or qualifications
- Add in your client’s name and contact information
- Generate a unique invoice number and add it to the template. You might also include a job or client code, if applicable
- Include the date of the invoice, along with the payment due date
- List the products or services you provided. Because the Excel invoice template is equipped with automatic formulas, you can easily calculate totals for quantities of products and hours of work, as well as for taxes
- The Excel invoice format is also easily customized to include all the pertinent details for each client
- If you are including a discount, the Excel or Google Sheets invoice template can calculate the amount, and also allow you to add lines to explain the reason for the discount
- Automatically calculate your total fees, including applicable tax, and enter the total
- Include your payment terms, including the methods of payment you accept
- It’s a good business practice to add a personal touch by thanking your client for their business and telling them how much you enjoyed working with them
- Save the invoice – then send it off to your client!
When is the right time to send an Excel invoice?
The right time to send an invoice depends on the products or services you provide.
If the client has purchased a product, invoice at the time of purchase. If they have purchased a service, you may want to wait to invoice on completion of the service. If the service covers a longer period of time, use the Excel invoice template to calculate a percentage of the cost to be charged upfront.
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.
Invoice tips that are perfect for any business
Always include a ‘payment due’ date
Believe it or not, this really does encourage on-time payment. Clearly indicate when you expect payment without sounding too aggressive.
Keep a record of your work with numbered invoices
Excel was made to work with numbers, so make sure you number all your invoices to help you keep track of how much money is coming in to your business. You can also assign a job or client code if you are providing ongoing services that will require several invoices.
Include professional recommendations
The Excel invoice template allows you to add lines, so use the extra room to describe any future products or services you think would be beneficial to your client. It shows them you are thinking about their best interests and are sharing your expert knowledge. You can also include links to articles and blogs on topics that might interest them.
Accept a variety of payment methods
Embrace the latest payment technologies to make it easy and convenient for your clients to pay you. If you don’t already, start accepting e-Transfers, debit cards, and other online payment methods.