How to make an Invoice | 10 Tips on Billing your Clients



At some point, everyone will have to deal with invoices. Regardless of your professional situation, your job situation, your business or your freelance portfolio, odds are you will need to write invoices to get paid at some point. The process is important and that’s why you will need more than a couple of lines and numbers in a table. A quality free invoice software can help you out with the mundane task of writing these invoices and turn a tedious job into an efficient and highly professional part of your business.

Here are a few tips to help you write up a professional invoice and help you recognize the best invoice software out there:


1. Find the best invoice software for your business


This is the most important step. Make sure your free invoice software is up to the task. This means it should have all the flexibility and functionality that you require when coming up with your invoice format.


This being said, try not to go with a software that has too many redundant features, features that can make your life harder instead of simplifying it and make the whole process less efficient.


2. Make sure you can format your invoices


This means that your free invoice software has to allow you to edit your invoices just about any way you like. To speed things up even more, invoice templates are a good idea, just make sure you can edit and save them so that you won’t have to do the same job every time you fill in an invoice.


3. Institute a set of rules


When dealing with clients its best to set up a set of rules from the get go. Inform your clients on things like due dates, payment form, milestones, and upfront payment percentages. Even include terms regarding penalties if a project or payment is delayed if you see fit. This will help you run your business smoothly and keep your clients up to date with everything they need to know.


4. Include your contact details


Make sure to include all contact details available. Phone number, email, website and so on. This will give your clients a secure feeling that in case some problems might appear, there are numerous ways of getting in touch with you. It is the perfect way to increase trust in a work relationship.


5. Make your invoices easy to track


Don’t rely on date alone when you want to track your invoices. Your invoice format should also include a number that can help you more easily track your entire history. This makes things easy in case you need to review invoices, check for mistakes or to follow up on received and due payments. It is an absolute must if you are dealing with a lot of customers at once.


6. Back-up your invoices


The best invoice software in the world can’t protect you from a computer malfunction. So make sure you back-up your files on a regular basis. Some invoicing software companies have a cloud system so that allows you to store your data online, where it will be safe and protected from technical failure.


The best invoice software in the world can’t protect you from a computer malfunction. So make sure you back-up your files on a regular basis. Some invoicing software companies have a cloud system so that allows you to store your data online, where it will be safe and protected from technical failure.


But regardless of what product you are using, a back-up is the responsible thing to do, after all you want to protect your information.


7. Never underbid


Make sure you don’t underbid your projects or accept to be underpaid. While it might sound like a good way to get more clients, by doing more work for smaller pay you will end up hurting the quality of your work and your reputation. You might also draw in the type of clients that don’t come through on their payments or actually scam you. If you still decide to do this, make sure to include an upfront payment system in your invoices.


8. Specify your pricing method


Make sure your invoices contain clear specifications about your pricing method. Whether it be project based, paid per hour or an intricate milestone system, make sure when you choose your free invoice software that it can insert the appropriate column and allow you to edit it in such a way that pricing is clear, visible and understandable by your clients.


9. Make sure to detail your invoices


Make sure every billed project has a detailed description. Any free invoice software should offer sufficient room for you to write down some specifics on each project. Your clients might prefer to be reminded exactly what they are paying for so this will help both of you establish a better working relationship.


9. The best invoice software saves time


When you are looking for the best invoice software make sure it can actually save you time. Using invoice templates for everything from your basic invoice to a commercial invoice or a proforma invoice is one criterion to look for. But the user friendliness of a product is also important. Make sure it is easy to use from the get go so that you don’t have to waste time learning about the product and how it works.


10. The best invoice software saves time


When you are looking for the best invoice software make sure it can actually save you time. Using invoice templates for everything from your basic invoice to a commercial invoice or a proforma invoice is one criterion to look for. But the user friendliness of a product is also important. Make sure it is easy to use from the get go so that you don’t have to waste time learning about the product and how it works.