(713) 621-6000
Contact us today!

AltexIT Blog

Altex Business Solutions has been serving the Houston area since 1993, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

Tip of the Week: How to Improve Your Invoicing Processes

Tip of the Week: How to Improve Your Invoicing Processes

One of the most important considerations in any business is to ensure that payments are properly received and processed. Otherwise, you may as well not be in business at all. To help expedite this, we’re dedicating this week’s tip to creating a better, more effective invoice. Let’s get into it.

How to Create Your Invoice
First, you need to have some way to actually construct the invoice document itself. For this, you have some options. If you use Microsoft Office products, both Excel and Word have templates you can use to put it together, and G Suite users can leverage any number of integrations to do the same. Alternatively, there are many software titles out there that offer more specific functions based on need and preference.

Once you have selected your software, you can start to put your invoice together. You will want to be sure that your invoice includes the following information:

  • Description - You want to be crystal clear on your invoices about what you are billing for, especially if part of it refers to time spent rendering a service. This will allow you to properly bill your clients while allowing them to understand exactly what they are being billed for, cutting back on how often your invoices are contested. Overall, every invoice should include the order number it refers to, the total amount owed, how the invoice can be paid, and when payment is due.
  • Discount Details - If you are offering any discounts, you will also want to make sure these are clearly annotated on your invoices as well - especially for those who are first signing on to your services. Otherwise, these discounts may confuse your clients and instill a false expectation for the future - creating surprise and frustration when the discounts are gone later.
  • Schedules and Policies - Just as you were held to a schedule to deliver your service, your client needs to be held to a schedule to pay for it. Consistency will also help your client prepare their payments on time. On a related note, your invoice should thoroughly explain your company policies on discounts, late payments and associated fines, and due dates to make your expectations of the client very clear.

Of course, this isn’t everything that can, or should, go on your invoices. However, these aspects are crucial enough to be mentioned and detailed separately. You should also consider other elements to include on your invoice, making use of what would otherwise be blank space. You may consider adding a more personalized touch and suggesting the next steps that a client should take, based on the services you are billing them for.

Furthermore, add some more of a personal touch by including some kind of thank-you message on the invoice. Write up a brief piece thanking your client for their business and have it printed on the invoice. Not only is this a visible way to earnestly say thank you, the appreciation you show may help to expedite payments and encourage repeat business.

When and How to Distribute Your Invoice
If you want to receive your payments on time, how you send your invoices is just as important as how they look. First and foremost, they need to be sent much sooner than later.

If yours is like many businesses, you may have found that your invoices go unpaid for long stretches of time. Estimates put the total of unpaid invoices to small businesses at well over $800 billion, and that was back in January of this year. This is why it is crucial that your invoices are distributed efficiently - it may be a long time before you get them back.

This is another reason that technology solutions are useful tools to assist you in managing your invoices digitally. Most invoicing software will likely enable you to track the status of the invoices you’ve sent.

If you want more assistance in managing your invoices, reach out to Altex Business Solutions. We’d be happy to assist you, all you have to do is call (713) 621-6000. In the meantime, don’t forget to subscribe to our blog for more useful technology tips and advice!

 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Saturday, 23 June 2018
If you'd like to register, please fill in the username, password and name fields.

Blog Archive

Sign Up for Our Newsletter

  • First Name *
  • Last Name *
    • Please enter the following code in the field below:*

      Free Consultation

      Sign up today for a
      FREE Network Consultation

      How secure is your IT infrastructure?
      Let us evaluate it for free!

      Sign up Now!

      Free Consultation
       

      Tag Cloud

      Security Tip of the Week Technology Best Practices Cloud Privacy Hackers MediTouch Backup Business Computing Hosted Solutions Microsoft Google Productivity Network Security Business Malware Internet Medisoft Email Disaster Recovery Efficiency Business Continuity Managed IT Services Software VoiP HIPAA Mobile Devices IT Support Innovation MACRA IT Services Windows 10 Data Workplace Tips Android Miscellaneous MIPS Server Managed Service Provider Medisoft 21 Browser Outsourced IT Hardware communications Computer Upgrade Windows Smartphone Mobile Device Management Data Backup User Tips Communication Security Risk Assessment Cybercrime Virtualization Ransomware Network Computers ransomware Hacking Saving Money Alert Data Recovery Office Holiday Social Media Internet of Things Cloud Computing Save Money Business Management Electronic Health Records Chrome Marketing Smartphones BYOD Social Engineering Microsoft Office Quick Tips Employer-Employee Relationship Automation BDR Mobile Computing Small Business Remote Computing Information Technology Health VPN Telephone Systems Application Tech Term Cybersecurity MACRA/MIPS Recovery Collaboration Remote Monitoring Operating System Mobility IT Solutions Managed IT Bring Your Own Device Artificial Intelligence WiFi Managed IT Services Passwords HIPAA Security Law Enforcement Big Data Bandwidth Two-factor Authentication Spam Avoiding Downtime Budget Office 365 App Money How To Office Tips Flexibility Gmail Electronic Medical Records Facebook Business Intelligence Apple Data Protection The Internet of Things Redundancy Compliance Data Breach EHR in the Cloud Private Cloud Data Security Gadgets Website PQRS EHR User Error Phishing EMR in the Cloud Data Management Vulnerability Google Drive Wireless Technology Retail Work/Life Balance Word Vendor Management iPhone Value Going Green Mobile Office Wi-Fi Password Black Market Apps Lithium-ion battery Connectivity Windows 10 Mobile Device Networking Proactive IT Phone System Search Firewall Unified Threat Management Applications Mouse Router Administration HIPAA Compliant History Identity Theft Save Time HaaS Document Management Entertainment Solid State Drive Hacker eWaste Outlook Streaming Media Training Cleaning Windows 7 USB Settings Public Cloud Infrastructure Safety Content Filtering PowerPoint Analysis Encryption IT Consultant IT Support Productivity CMS IT Management Government Comparison PDF Shadow IT Servers IT Plan Legal Instant Messaging Fax Server Internet Exlporer Network Congestion Workers Memory DDoS Biometrics Best Practice Unsupported Software Sports Analytics Downtime OneNote Smart Tech Colocation Education Human Resources Meetings Humor Touch Type Talk CES Data storage Update Hard Drives Computing Infrastructure YouTube Data loss Content Management SaaS Antivirus Risk Management Worker Commute End of Support Business Owner Wireless Spam Blocking Medisoft 17 Environment Credit Cards Robot Excel Data Storage Physical Security Virtual Reality Fraud Virtual Desktop Uninterrupted Power Supply Windows Server 2008 Bluetooth webinar Disaster Advertising Automobile Inventory Google Apps Touchpad Tools Patch Management Charger Keyboard Wireless Internet Strategy Lifestyle Bloatware Amazon Conferencing healthcare regulations Meaningful Use Access Control Science Wearable Technology Audit Scam Data Warehousing WIndows 7 Computer Care Wire Relocation Entrepreneur Hybrid Cloud Amazon Web Services Customer Relationship Management Tech Support Regulations IT service Ransomware' Advancing Care Information Value Based Modify Authentication Password Manager Botnet Running Cable Computer Fan Notifications Managing Stress Samsung Medisoft Upgrade Smart Office Accountants Cost Management Online Shopping Customer Service Domains Top Medical Billing Software Systems Billing Nanotechnology Business Mangement Travel Windows 8 FENG Virus Online Currency EHR Incentive 2015 Quality Payment Program Paperless Office Specifications physician – Evernote Flash Electronic Medical Records EMR HealthFusion ’s MediTouch software Techology Recycling Tablet Twitter Medisoft V21 Students IoT Files Millennials Battery home Wireless Charging Sync People Lytec 2017 Devices Criminal Software as a Service Tablets Distributed Denial of Service Workforce Programming Software Tips Healthcare time Physician burnout isn ’t fun Fiber-Optic Maintenance Telephony Emails Appointment reminders Root Cause Analysis PQRS Eligible Professionals Thought Leadership Telecommuting Consultant Current Events ICD -10 code Machine Learning Video Games patients Cables Shortcut Skype Netflix Electronic Statements 2017 MACRA Content Filter Monitor Google Docs Remote Work Social HBO Best Available Knowledge Productiity October 1 HVAC Scalability Users Insurance Unified Communications NarrowBand Start Menu Online payments Screen Mirroring MediTouch' Storage Blockchain Reputation Voice over Internet Protocol Analyitcs IaaS Social Networking Claims Frequently Asked Questions Big Deal Leadership codes Practices Theft Chromecast Mobile Windows Media Player BillFlash Cast Addiction Staff Customers Multi-Factor Security Automated Tip of the week User How to Internet exploMicrosoft Hosted Computing Cortana Laptop Professional Services SharePoint Windows 10s lytec Lytec Altex HIPAA Cache Digital Signature Trending

      Top Blog

        It was a routine morning in the office that day, recalls Dr. Lanter. He saw patients, the weather wasn’t bad. People in Rockaway were surfing before the storm, which is typical. “I figured it was going to rain, it was going to blow, but it was not going to be that bad. Big storms had come an...
      QR-Code