Why you should send professional invoices to your customers
A Google Sheets invoice template combines the best of many worlds. It can automatically figure out complex fee calculations like an Excel spreadsheet, it stores data in the cloud like Google Docs so you can access your invoices anywhere there is internet, and it allows you to create beautifully designed invoices like you can in Word.
As if that’s not enough, it’s also extremely flexible, so it can capture all the details needed to describe your hard work and ensure your clients understand exactly what they are paying for. You’ll have a clear, well-organized, easy-to-understand invoice that reflects positively on your great reputation and builds confidence and credibility in your expertise.
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 our wide range of elegantly designed Google Sheets invoice templates in different styles and colors
- Download the template you like best. Yes, it’s really free!
- Insert your business name and your contact information, along with the type of business you are in. If you provide specialty services or products – you can mention it here as well
- Add in your beautiful personal or business logo – along with your website address, and your professional designations and qualifications
- Insert in your client’s name and up-to-date contact information
- Generate a unique invoice number and job or client code, if applicable
- Include the date of the invoice and the payment due date
- List the products and/or services you provided. The Google Sheets invoice template has automatic formulas, so you can calculate all your prices and fees, as well as the amount for taxes
- You can also easily add lines to include all the pertinent information for each individual client
- If you are including a discount, the Google Sheets invoice template can calculate the figure. Make sure you also add a few lines to explain the reason for the lower price
- The invoice template automatically calculates your total fees, including the applicable tax, and enters the total
- Include your payment terms, including the methods of payment you accept
- Make sure you add a personal touch by thanking your client for their business and telling them you’d be pleased to be of service again soon
- Save the invoice – then send it off!
When is the right time to send a Google Sheets invoice?
If the customer has purchased a product, invoice at the time of purchase. If they have hired you for your services, you may want to invoice on completion. However, if the project is going to last for a long period of time, use a professional invoice template to calculate a percentage of the cost to be charged upfront, with the remainder being paid upon completion of the project, or send in monthly invoices.
Whatever payment period you decide, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Quick Invoice tips before sending your first invoice
Add a little promotion
Your invoice needs to be clear and easy-to-read, but there is room on a flexible Google Sheets invoice template to add a little promotion for your business. Add a few lines to describe any other services or products you provide, or the dates of upcoming sales or special events. Let your invoice do double duty as a reminder of your great service and expertise.
Send a proforma invoice ahead of time
Make sure your clients know in advance how much you will be charging for your goods or services by sending them a proforma invoice before you start work. This can go a long way to help prevent misunderstandings that can delay payment.
Keep a record of your work with numbered invoices
Make sure you number all your invoices to help you keep track of how much money is coming in to your business. If you are providing ongoing services that will require several invoices, a job code or client code can help you keep all the invoices from that client organized and together.
Shorten your payment terms
Think about shortening your payment terms; after all, people are getting used to paying for services and products online right away. To get the money coming in even faster, you could offer a discount to customers who send in their payment early. Even just a small percentage off your bill can entice your customers enough to submit their payment ahead of time.