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Why IT support professionals should send great invoices
As an IT support expert, your projects can range from helping debug a computer, to creating a whole new operating system.
You supply extremely specialized knowledge and expertise, but your invoice needs to describe what you do in a clear, simple way so your clients understand exactly what they are being charged for.
You provide impressive IT support that makes your clients’ lives and businesses run smoothly – make sure your invoices look polished and professional to reflect your expertise.
- Look through our great variety of specialized IT support invoice templates in different 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. If you specialize in IT support for a particular industry, add that in here as well
- Apply your logo, website address, and other great IT graphics
- Insert your client’s name and up-to-date contact information
- Generate a unique invoice number and add it in
- Insert the invoice date and the payment due date
- List all the services you provided, such as help desk support, programming, and problem-solving, along with descriptions and the cost for each
- Customize the format by adding lines to include any special features you supplied, such as security and bug fixing
- If you are including a special discount, add a line explaining the reason for the discount so your client knows you are giving them extra value
- Calculate the total price of your IT support, including applicable tax, and insert the total at the bottom
- Include payment terms, including the many payment methods you accept
- It’s a good business practice to add a personal line at the end to say “Thank you for the business,” or to include a note about how much you enjoyed working with the client. It could help you gain repeat business!
- Save a copy – and send the invoice to your client
When is the right time to send an invoice to your IT support clients?
Depending on the scope of your IT support work, you could invoice on completion if it’s a small project, or request partial or even full payment up front if it’s a long, time-consuming assignment. This isn’t unreasonable, as you are running your own business and need to keep the revenue flowing in while you are working for the client.
One option is to ask for a percentage of the estimated cost up front, with the remainder on completion – or you can offer to send in 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.
Handy invoicing tips for IT support professionals
Keep a numbered record
Know how much money you have coming in with an organized, numbered invoicing system. You might also want to give large IT support projects a job code – especially if your work is going to be spread out over a long period of time and requires several invoices.
Include a ‘payment due’ date
It’s always a good idea to clearly indicate when you expect payment. It’s a gentle and polite way of making sure you are paid on time for your IT support services, without coming off as aggressive.
Include up-to-date contact information
Effective IT support involves paying attention to details – don’t let the wrong address or banking information hold up your payment. Make sure your contact information is up-to-date and easy to find.
Accept a variety of payment methods
You are a technology whiz, so make sure you accept the latest electronic payment methods, such as e-Transfers, credit cards and other online payment methods. Make it easy for the money to come in!