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Why you should send professional invoices
You work hard to make a living as a self-employed individual or small business owner. You need clear, printable invoices that include details of all the great freelance or contract work you have provided, as well as to highlight the advantage of working with you.
An orderly, elegant invoice that is also designed to look good when printed can instill confidence and credibility in your reputation and personal brand. Let your clients know you strive to be the best in your field by making sure your invoice reflects your skill and professionalism.
- Look through our great selection of printable invoice templates in different designs and colors, and pick the one you like best in the format you usually use – such as Word, Excel, PDF, Google Docs, or Google Sheets
- Download the invoice template. It’s fast and it’s free!
- Add your business name, address, phone number, email address, and your area of expertise
- Insert your lovely business logo, along with your website address, and any graphics you use to brand your business
- Add in your client’s name, address, phone number, and email address
- Generate a unique invoice number and add it to the template, along with a job code, if required
- Include the date of the invoice, and the payment due date
- List the produces or services you’ve provided for the client, including the price you charge based on an hourly, daily, or flat fee
- Add lines that clarify any extra charges you incurred, such as travel, research, and materials and supplies
- If you are including a discount for a regular customer, add a line explaining the discount so your customer knows they are getting an extremely good price for your expert services
- Calculate the price, including applicable tax, and enter the total
- Include your payment terms, such as the methods of payment you accept
- It’s a good business practice to add a personal note at the end, such as a thank you for the business, or to tell the client how much you enjoyed working with them. It may lead to a valuable referral!
- Save a copy of the invoice – and send it off!
When is the right time to send a printable invoice to your clients?
The right time to send a printable invoice varies with the type of business you are in. If you sell goods or products, print off the invoice and give it to the customer at the time of purchase. If the invoice is for services for a small job or project, print it off at completion.
As an independent business owner you need to keep the revenue coming in, so for longer contracts, you can ask for a percentage of the payment up front, with the remainder on completion of the contract, or send in 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.
Invoicing tips for your business
Include professional recommendations
You are an expert in your area of business, and your clients value your advice. Take the time to include a few lines to describe any future services you think would be helpful for the client. You can also include a coupon on the invoice for them to print off and use the next time they come to you for business.
Don’t be shy about following up
If a payment is late, follow up immediately. Be friendly and polite and your clients should appreciate the reminder. You have provided a valuable service and you deserve to be paid in a timely manner.
Always include a ‘payment due’ date
Always clearly indicate when you expect payment. It pays to be polite, but firm.
Keep a record with numbered invoices
Numbered invoices help you keep track of how much money is coming in, which is important for your business finances. It also shows your clients you have a professional, organized system in place. If the job or project will involve several printable invoices, add on a job or client code to keep all the payments organized.