If you are in the process of setting up your small business, you need to make sure that you make an invoice system that conveys all the right information. Here are the ten essential items you need to make sure that your invoices include.
At the very top of your heading, in bold, all capital letters, it should say "INVOICE". This will ensure that any customer that receives an invoice from you knows that they are getting a bill that they need to pay, not just a receipt.
#2 Business Name
Your business name, address, and phone number should appear on the upper left-hand corner of your invoice form. This will help ensure that your customers know who this particular invoice is associated with. If you don't add your business name to your invoice, it is more likely to get misplaced and paid late than an invoice that is clearly labeled with the business name.
#3 Customer's Business Information
You also want to put your customer's business information on the invoice, include their business name and address. You want it to be included on a spot on the invoice that will show up when you fold the invoice up and put it in an envelope.
#4 Customer Identification Information
Each of your customers should be assigned a customer ID as well as a purchase order number. This information should go in the upper right-hand corner of your invoice.
#5 Invoice Information
Make sure that you put individual information about the invoice in the upper right-hand corner as well. This invoice should include the individual invoice number. You should assign each invoice its own number so you can track it and ensure that it is paid. It should also include the date the invoice was issued as well as the date that payment is due for the invoice.
#6 Purchase Description
In the body of the invoice is where you include information about the purchase. This should include a description of each item purchased, the quantity of each item purchased as well as the price per item. Near the bottom should be any additional fees, such as sales tax and any shipping and handling costs as well.
#7 Amount Due
The amount due should be located in the lower right-hand corner. If the client has already made payments on the invoice, make sure that the amount due reflects the payments already made and is clear and easy to understand.
#8 Payment Method
Across the bottom of your invoice, you should clearly state what methods of payments you accept. If you accept credit, debit cards or ACH banking, you are going to want to have a portion of your invoice that the customer can tear off and put their payment information in and return to you for payment. Or, if you have a service for processing payments online, your invoice should include how to access the online payment system.
#9 Contact Information
Make sure that your contact information is easy to find on the invoice so they can contact your company if they have any questions.
#10 Special Terms
Finally, make sure that any special terms or financing that you offer is included on the invoice as well.
Make sure that your invoice includes all the information above. You want your invoices to be clear and easy to read, and include all relevant and important information. You want to ensure that your invoices get paid, and a clear set-up is one step towards that goal.
For more information or assistance, contact companies like Vlasac John M & Co.