Why sales professionals should send beautiful invoices
Whether you are a sales professional, or you run a business that depends on sales, you need an invoice that is flexible enough to accurately capture all the details – such as prices, quantities, discounts, and applicable taxes.
Especially if you are charging for several items, or a mixture of goods and services, your invoice should be clear and easy to read so the customer knows exactly what they are receiving for their money. This will help you with your business planning too, as it makes it easy to see which of your products or services are selling the most.
A professional, well-designed invoice also connects directly to your brand in the minds of your customers. You want every touch point to reflect the high quality of your products or services.
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 selection of beautifully designed sales invoice templates, and download the template that matches your business best in either Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
- Add your store or business name and address, phone number, and email address. You want to make it easy for the customer to come back!
- Insert your logo and website, along with any other graphics or images that are appropriate for your business
- Add in the client’s name and their contact information
- Add on a unique sales invoice number and the invoice date
- Include the complete sales information, including a list of the products and/or services sold, the quantity of each, and the price per unit or service
- You can easily add lines to customize the invoice format to include any applicable charges, such as shipping and delivery, or customs fees if this is an out-of-country sale
- Calculate your total price, including all applicable tax, and enter the total at the bottom of the invoice
- Include your payment terms, including the methods of payment you accept, and the payment due date
- Never miss the chance to stand apart from the competition, so add a line to thank the customer for their business, and promote another related product or service they might be interested in
- Save a copy of the invoice for your records – and give a copy to your happy customer!
When is the right time to send a sales invoice?
Most retail and online e-commerce businesses ask for payment at the time of sale, but if this is for a large order, or a service to be performed in the future, you might ask for a percentage of the price up front, with the remainder on delivery, or when the service is completed.
If it is for a regular, ongoing service or product order, you should put an invoicing schedule in place to ask for payments at designated intervals, such as bi-weekly or monthly.
Invoicing tips for sales professionals and business owners
You want your customer to be completely satisfied with your products or service, so list any warranty information or return policies on your invoice. This also goes a long way to building trust with your customer – which of course, hopefully leads to a long-term relationship.
Keep in touch
Include all the details
Your sales invoice should be clear and easy-to-read, but it also needs to include all the relevant details so your customers know exactly what they are paying for. You don’t want any misunderstandings to get in the way of the sale.
Make your invoice look good
Make your invoice do double duty as a reminder of your great products and services. Make sure it looks as good as the outstanding customer experience you provided so they visit you again and pass on your name to their family and friends.
Accept your customers’ preferred payment methods
Everyone appreciates convenience and flexibility in how they pay for goods and services, so make sure you offer the payment methods your customers want. Add electronic options such as e-Transfers, debit cards, and online payment methods to the types of payment you accept.