Category: Invoicing

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When someone asks how to avoid legal trouble in their invoice, they are usually interested in only one thing: how to ensure they get paid for the work they provide.

If you are one of them, you are probably wondering if there is anything you can include in your invoice to make it more binding and make sure that you will get paid on time, because, after all, there is nothing worse than wasting valuable time chasing payments.  

The simple answer is that, there a few things that you can do to make the invoice more ‘enforceable’:

 

  1. The Correct Billing Contact

 

From the moment you start the project, make sure you request the contact details of the person who is responsible for paying you. Depending on the size of your client’s company they may have an accounting department that handles their billing.  It is much easier to deal with this individual directly, because this way you will be sure that the accounting received your invoice, and it might be easier to follow up on late payments with them directly.

 

  1. A Unique Identification Number in Each Invoice

 

Create some sort of numbering system for organizing and arranging your invoices. This could be a basic numbering framework that begins with 001 or it could be by date. This will enable you to keep your invoices organized for tax purposes. A good numbering system will also make things easier and a lot more professional, should you need to follow up with a client on a late invoice.

 

  1. Matching Invoice Terms and Contract Terms

 

When it comes to invoicing clients, you have to ensure that all the data information matches with the details written in your contract. For instance, if your contract says your terms are net 30, you can’t make a request to be paid upon receipt of your invoice. In case you’re not using a contract that includes payment terms, you’ll want to change that immediately.

 

  1. Specific Details Requested by Your Client

 

It is always better to ask your clients upfront if they have specific requirements for what information must be incorporated on an invoice. For example, some companies might require that your invoice includes your Tax ID Number, others may ask for a detailed rundown of the services you’re billing for. Few of them may indicate that invoices should be sent electronically or via snail mail.  Keep in mind that not having the right information on your invoice might delay the payment.

 

  1. Date and Terms of Payment

 

Every invoice should include the date of issue and articulate the terms of payment. The exact terms you use are up to you and your client, but here are a few suggestions:

  • Pay attention to the language you use for payment terms. Studies have shown that this has a great impact on the likelihood and time to get paid. Something like the following is optimal language: “Thank you – we really appreciate your business! Please send payment within 21 days of receiving this invoice.”
  • Be clear and specific. Clients may not know what the term “Net30” implies, so writing “within 30 days” or even include the specific due date might be easier for everyone to understand.
  • Avoid using “Due upon receipt” whenever possible. You might think this language will help you get paid faster, but not specifying an actual deadline can result in delayed payment since some clients may interpret it as “pay whenever you can.”

 

  1. Billable Services Specifics

 

Each invoice line should indicate the exact services that are being billed. Try to be as clear and thorough as possible. If the client is being charged a flat rate for services, use your judgment to determine the level of details needed to specify what they’ve received. If you are billing by the hour, make sure to specify the hourly rate, the number of hours billed and what they’ve received for that time.

 

Final Advice: Always Discuss Payment Terms Up Front

A proactive approach is always the ideal way to ensure your invoices will be paid on time. Talk about payment terms in early conversations with clients. A simple question like “My other clients pay me within 21 days of completing the project. Will that work for you?” might do the trick. If you notice any red flags in their reaction, trust your gut and move on.  

recurring invoicing

You asked for it, and we built it: Recurring invoicing is now available on Envoice App!

As a small business owner, you can constantly deal with sending invoices on a repeating basis. With Envoice new recurring invoicing tool, it’s never been easier to get paid.

Our recurring invoicing tool is super flexible and will let you decide whether invoices are sent out automatically to your clients.

If you are Envoice existing user all you need to do to start using our Recurring Invoicing Tool is to sign in to www.envoice.in and set it up to start sending invoices automatically. It does not matter if you are sending invoices to your customers at the beginning of the month, end of the month, or every second Tuesday, recurring invoicing works with your schedule to make sure you’re paid on time, every time. Whether your clients are in your country or worldwide, recurring invoicing is here to help you get back to business.

To learn more about how you can start using our recurring invoicing feature see the videos below:

5 things you need to know in order to create the perfect professional invoice for your first clients when starting a business

Did your business just started to boost, and you are caught in the maze called invoicing instead of working on getting more things done? If so, even though it might appear complicated, we all can, at some point, become invoicing masters.

Here are 5 things you need to know in order to create the perfect professional invoice for your first clients:

 

Start at the beginning

The first and most important thing you need to understand is the anatomy of one invoice. It doesn’t matter if you are handling your own invoicing or you hired someone else to do it for you. Here are several things you need to be familiar with:

  • Your invoice should include both yours and your client’s contact information
  • Your invoice should include Invoice number and Due Date
  • Your invoice should include a breakdown list of the service your provide
  • Your invoice can include a Terms and Conditions
  • And of course, your preferred payment methods you want to use like for ex.  PayPal, Stripe, Payoneer or credit card

 

Get paid at once.

Did you know that only 18% of the people who are waiting to get paid more than 90 days, get paid from clients? To avoid not getting paid on time, establish a good paying time cycle for you and for your clients, in order to send invoices promptly. You can have a recurring invoicing schedule and have a specific time when to send your invoices. In the beginning, the best time to send out an invoice is immediately after completing the project/service. You can also assign yourself a day in the week that will be spent on invoicing every week.

 

Track your income and invoices

Same as using a time tracker tool, you can start using an invoicing software which can help you track your expenses, completed projects, clients, send invoices, and much more depending on the software. Some invoicing apps have also recurring payments features and sending automatic payment reminders features that can help you automate your invoicing process and get paid faster.

The good thing about using an invoice software is that you don’t need to worry about tracking the numbers of your invoices or worry if you added the right email address, or contact name, even if your invoice looks professional enough. Almost all of them will take care of those problems and help you save time while invoicing your clients.

 

Don’t forget to follow-up

It’s so frustrating when we have to chase our clients for due payments, spending time in emailing and phone calls instead of focusing on our business tasks. That is why most invoicing solutions have features that will help you set up a reminder emails to remind your clients for due payments.

5 things you need to know in order to create the perfect professional invoice for your first clients when starting a business

Be nice and always ask for a testimonial

It’s professional and polite to say “please” and “thank you”, which will increase your chances of invoices being paid on time. Your customer testimonial is always important, don’t forget to ask for a testimonial from your clients.

7 MISTAKES TO AVOID WHILE INVOICING

2017-07-03 | Invoicing | No Comments

7 MISTAKES TO AVOID WHILE INVOICING

As a freelancer I have been doing business with companies for a long time now, during which I have come to see few common mistakes they tend to do concerning invoicing.

Most small business owners would agree with me that accounting is their least favorite task to do. Plus, invoicing seems like a boring, repetitive task that does not require full attention.  In order to keep your business’s cash flow healthy, it is crucial that invoicing is done properly.

Here are some common invoicing mistakes to avoid:

Not sending or forgetting to invoice on time – One of the most common mistakes is not sending invoices at all or not sending them on time. Often enough, teams are very busy with completing their tasks and getting the job done, that once they finish it they forget to charge for it. This causes a delay in payments and the whole business suffers. Using an invoice scheduling feature is very helpful in sending out invoices to clients on time. The best time to send out an invoice is immediately after completing the project/service.

7 MISTAKES TO AVOID WHILE INVOICING Envoice

Sending invoices to the wrong person – Sending out invoices to the wrong person/email address or department is also very frequent. This means resending the invoice, wasting a lot of time and delayed payment. Make sure to get the correct billing details from your clients.

Having unclear terms – Using vague language is not recommendable when invoicing. Especially because the client may not understand what you are charging for and ignore the invoice. Make sure that the item description, prices, and quantities are clearly stated. Also, clearly state the due date for payment and any consequences or interest on late payment if the terms are broken.

Missing details on your invoice – In order to prevent any misunderstandings, and depending on your company’s and client’s jurisdiction, your invoice should include the following details:

  • Full legal company name and number
  • Office address
  • Your client’s name and address
  • Invoice number
  • Invoice date
  • Any tax numbers required by local law
  • Payment terms
  • Contact details so your customer can reach you if anything is unclear

Not storing a backup – A backup of the original invoice must be kept for future references. Online solutions like Envoice help you keep a PDF copies as well copies stored in the cloud.

Unprofessional invoicing – Spelling errors, incorrect amounts, Excel formatting can make your business look unprofessional. Involves that are created poorly tend to be more often ignored and not taken seriously. Using online tools, like Envoice, can eliminate mistakes and customize the creation of invoices with company branding on them.

Not using your invoices as a marketing tool – Besides being a tool for payment, invoices can be used as a marketing tool as well. Since they are read through with great attention, invoices can be a great way to market to your existing customer base. You promote a new product or service at the end of an invoice or offer a discount for further purchase. You can even offer a referral incentive for recommending your company to friends.

 

If you take into account the above points, your payments will be faster and you can increase your future revenue stream. One other important thing that owners should pay attention to is following up on unpaid invoices. Even if your invoicing process is spotless, there will be times when clients miss the due date or simply misplace the invoice and forget about it. Sending automated reminders about unpaid dues, or contacting them is your responsibility.

After all, you finished your part of the deal and you should be compensated for it.

getting-started-payoneer-envoice-learn-get-paid-less-minute

Running a business is one great personal challenge. You have to plan your time wisely to be effective and productive in the available time. With limited resources, this means that you need to focus more on delivering to your clients and minimize the effort for side tasks.

This is where Envoice comes into place.

Envoice is a simple invoicing app which let you create invoices in less than a minute. To ease up the getting paid struggle, there is an awesome integration with Payoneer. Once your account gets connected, you will be able to receive payments for your work instantly.

Let’s learn how it can be done.

Login to your account

Open your browser and navigate to https://www.envoice.in/login

Navigate on New Invoice

Open “New Invoice” from the main menu to create a new invoice.

Click on “Connect with Payoneer” button from the invoice toolbar

On the invoice toolbar, under “RECEIVE PAYMENTS” section, click on “Connect with Payoneer” button. This will navigate you to your account settings where you can connect your Payoneer account.

Once you are there, click on the “Connect” button. You will be redirected to the Payoneer page. If you already have an existing Payoneer account click on “Click Here!” button.

Type your credentials and click on the “CONTINUE” button.

If your Payoneer account is eligible for connecting to third party services, you will be redirected back to your account settings page.

You can return back to your “New Invoice” tab or you can simply click on the “Create Invoice” button to prepare your invoice.

After you’ve filled the required information on the invoice, under “RECEIVE PAYMENTS” section in the invoice toolbar, click on “On Payoneer” toggle to enable getting your invoice paid on Payoneer.

At this stage, your client will be able to pay your invoice on your Payoneer account. Click on “Save & Preview” to review your invoice before sending it to your client.

On the preview page, verify that your provided information is valid. Once you can confirm, click on “Send” button to send the invoice to your client.

How your client see the invoice?

This is the most interesting part. By now you must have wondered how the invoice is going to pay you. Your client will receive a link to the invoice. Once he click on the link the invoice will be opened.

By clicking on “Pay with Payoneer” button a popup will be loaded. The requested information will be filled by your client and you will get your funds on your account once Payoneer approved the transaction.

Easy as 1, 2, 3.

FAQ and Issues

What are the Payoneer fees?

You can calculate their fees on our calculator: https://payment-fee-calculator.envoice.in/

Can my client pay my invoice from his bank account to my Payoneer account if his account is not connected to Payoneer?

If the client wants to pay you from his bank account, he has to connect his bank account to a Payoneer account, otherwise, he can pay you directly on your Payoneer account with a company credit or debit card without owning Payoneer account.

Can I get paid with PayPal while I receive the money on Payoneer?

If your client pays you via PayPal you will receive your funds on PayPal.
We do not interfere with the transactions.

Are there any limitations that I need to be aware of?

Make sure the invoice amount and currency is according to the Payoneer requirements.
Amount limit
Total amount must be between 20 and 100000.
Supported currencies
The sender needs to configure his Payoneer account to accept USD.
Payoneer supported currencies are EUR/USD/GBP/CNH/JPY.

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Who is going to pay the transaction fee? – Me or my client?

You need to discuss that issue with your client. The payment popup will offer your client to decide who is going to pay for the transaction fee. It can be either you or him.

I can’t connect my account on Payoneer. Payoneer shows me an error on login.

This is an account compatibility issue. The official Payoneer response it that if an account has been created by a third party provider it might not be enabled to be integrated with Envoice.
To resolve this issue, open a new Payoneer account and write an email reachout@envoice.in. Our support team will take care of the rest.

My client paid my invoice and got both success and error message.

In case your client’s card is locked or does not have enough funds, Payoneer will show success message for the card information and…

… and then will deliver a failed to execute transaction email

My client gets an error when trying to pay the invoice.

This is an account compatibility issue. The official Payoneer response it that if an account has been created by a third party provider it might not be enabled to be integrated with Envoice.
To resolve this issue, open a new Payoneer account and write an email reachout@envoice.in. Our support team will take care of the rest.