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Envoice now works with Square #workswithsquare

Tailoring new features, expanding and improving the Enovice experience to our current and future users and firmly working on developing new partnerships are our team’s primary goals. And we are celebrating every small or big step towards achieving those goals.

That is why we are excited to share with you the news that recently we partner with Square to bring Envoice closer to Square users. This way everyone that are possessing payments through Square, can now create and send professional invoices and get paid online safe, secure and on time with Square.

 

Envoice now works with Square #workswithsquare

 

Square makes it easy to accept payments anywhere, helping you to grow your business faster. It’s simple to set up – sync your accounts and start selling. You’ll pay flat rates — 2.9% + 30¢ per online transaction, no hidden fees. And you’ll receive deposits in one to two business days.

Try out Envoice here

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.  

Introducing Invoice Management between Team members

Invoicing management can often be a one-person job in small businesses. But in most cases its a job done by several people including the CEOs, managers, sales team, and accounting. That way this complex job can be delegated to several people who can finish it efficiently.

We are excited to introduce to your our new feature – Team Collaboration 

By adding this new feature we are opening all Envoice invoicing features not only for one person but to all your colleges who can use it with only one general registration.

That way the whole team can:

  • work together on creating, editing and sending invoices
  • create reports,
  • change payment gateways,
  • receive email notifications and automatic reminders and much more.

 

Team Collaboration is one of the series features we added last month to improve the overall Envoice experience to all of you. Let us know your thoughts and feedback below.

How to avoid not-getting-paid situations

2017-09-28 | ALL, Guide | No Comments

How to avoid not-getting-paid situations

It happened to all of us. It does not matter if you are a freelancer or running a small business. We all have come in a situation to face clients that are not paying or being late with payments. In order to run a successful business and protect your cash flow if you are a freelancer, each of us has to have a strict organization in the client communication.

Here are several rules you must do in order to avoid not-getting-paid situations:

  1. Add Payment Terms and Project specifications in writing – either in the agreement contract or in each invoice to make sure the client is informed
  2. Research the client before you start working with him/her – do a simple google search and check out the client and potential reviews about that company or person online. You can check reviews on Google, Upwork, Linkedin or even Twitter.
  3. Have a paper trail: Email your client and ask them when you can expect the payment. Keep things professional and don’t sound too desperate. For me personally, it said: “We will pay on Monday” (it was Thursday).
  4. Follow-up: Wait a few days and send another email. If you have a good relationship with your client, consider an emotional approach. My client was communicating with me about recurring tasks every day so I waited and reminded him at the end of each day continuously for two weeks. The answer was always “We will send it tomorrow”.
  5. Do things automatically. Use software to send invoices, reminders to clients and notifications if the invoice is paid or not. That will keep you organized and you will not worry if you will forget that client or payment.
  6. Communicate, communicate – email, chat or even a short phone call can take you closer to getting paid. Just keep in mind to leave the emotions at home and stay professional.

Keep yourself organized from start to finish will make you a better professional, will create a better image in front of your current and potential clients and will get you paid on time. That way you will protect your cash flow and your business.

SMALL BUSINESS GUIDE: Create an accurate invoice

How you create your invoices and what kind of content they have on them, can say a lot about you as a professional. That is why when drafting your invoices you need to think about the accurate content you put it, the design and the professional attitude behind them.

Here are our tips on what you need to have in mind when you construct your invoices:

Leave the best impression – with your invoices you send a message about your business. So when your clients receive that invoice can which more information about what you do. So if it’s not-well designed or it does not give the specific indication about your business, often can leave a bad impression on you as a professional.

Keep the number correct – the invoice is a request for payment so you need to be super careful while adding the correct amount of payment. So track your hours and product sales accurately, send the correct amount for payment and keep the same timing while sending the invoice – good time management can take you a long way.

Keep sending invoices regularly – it’s the most important part of your business. As if you not getting paid it’s bad for your cash flow and you won’t have a business by the end of the day.

Select a delivery method – some companies tend you have paper invoices, either prefer online documents as they are more flexible, they can more around faster, can be processed, indexed and search easily.

Create well-designed invoices – everyone loves beautiful invoices. If you don’t have design skills there are a lot of invoicing solutions that have pre-designed temples which can fit your needs.

Personalize and add your business information in the invoice– your invoice is same as your business card. It needs to have all the information about your business provided so it can look professional and can make your business stand out.

Don’t get surprised – create an invoice with the amount that was already discussed with your client. If there is difference in the amount that needs to be paid, leave the difference out of the invoice and setting the misunderstanding additionally with your client.

Keep your items in order – there are several items that need to be added to your invoice like services performed, date and time range, hours worked, the quantity of items supplied, the rate per hour or item, amount, sub-total, tax amount and total. Some invoicing software has all this data pre-arranged so you do not forget some of them.

Add previously discussed payment methods – keep in mind not to forget the pre-defined terms about payment methods with your client before you send the invoice

Be professional and polite – at the end, this is still a business communication and part of the overall image of your company and business. So keep things professional if you want to retain your customers.

Envoice now works with Stripe #workswithstripe

Tailoring new features, expanding and improving the Enovice experience to our current and future users and firmly working on developing new partnerships are our team’s primary goals. And we are celebrating every small or big step towards achieving those goals.

That is why we are excited to share with you the news that recently we partner with Stripe to bring Envoice closer to Stripe users. This way everyone that are possessing payments through Stripe, can now create and send professional invoices and get paid online safe, secure and on time with Stripe.

Envoice now works with Stripe #workswithstripe

Stripe is an online payment gateway that has made amazing strides in the financial tech industry to help make payment methods secure, efficient, and easy to use. They’re also known for partnering with businesses large and small to help fuel their financial needs and also power well-known systems such as Apple Pay.

Try out Envoice here

5 things to know when setting an online shop

In the world of the internet these days everyone needs a website. But if you are selling a product than eshops are best friends for small businesses. These shops are a good way to set up an online store for your products with very little cost and kick off your business in just a few days time. If you have a physical store, on the other hand, having an online shop can extend your reach worldwide. And with a potential to get more audiences and customers.

But if your main concern is handling online payments keep in mind that there are multiple accounting and invoice tools and software that will help you deal with this part of your business.

But what are the key points you need to pay attention to when launching an eshop?

 

Start with the basics

 

If you don’t have a website, create a simple one that will have: a list of your products with photos, descriptions and price, a shopping cart where customers can create their orders, an option to process payments via Payoneer, PayPal or credit card, feature to protect important data, like credit card numbers and customer information, different discounts promotions or gift cards options.

 

Third party platforms to begin with:

 

Using a third-party platform like Amazon or eBay. This way all you need to do is set up a seller account and you will ship the products directly to the customers. Setting up an online shop using a third-party platform is easy, but in most cases, you can’t really play with branding.

 

E-commerce provider as a next step

 

If you are not willing to start from scratch and build your own store, you can host your online store using platforms like: Shopify, or BigCommerce. There you can choose different themes and you can control what you want to show in your online store. Some of them will even show your product in their own stores.

All of these platforms are paid and the subscription cost covers hosting, payment processing with your designated merchant providers, and security.

 

Doing it on your own

 

If you decide to do it on your own and host your own online shop – the best choice for you is use a content management system like WordPress. WordPress gives you the variety of themes, layouts, and designs that can fit you vision about the online shop. For hosting provider, you can choose either Bluehost and WPEngine, for a shopping cart, such as Magento or WooCommerce, for security and protection Akismet or similar, a merchant provider to process payments, such as PayPal, Stripe, Payoneer or Authorize.net and of course you will SSL certificates and secure backup solutions for additional security on your online shop.

 

5 things to know when setting an online shop

 

To start selling you will need to

 

Give your merchant provider or third-party platform provides your business ID, banking information and sales tax information. For merchant provider, you can choose Payoneer, PayPal or Stripe (all of them work with credit-card payments). The most important part is to verify test deposit transactions for banking and merchant processing – when you do that you are good to go.

 

Don’t forget the details

 

Setup shipping and payment information somewhere on your website. Keep in mind to give your customers Free shipping, Next Day Delivery or Free Delivery options to build more customer loyalty. Use marketing campaigns like email marketing to inform your customers about Sales or Discounts and even New Items Arrival, keep them engaged with Remarketing and Retargeting options and make them love your store.

 

The e-commerce business can be filling business or an excellent addition to your physical store, that will make you accessible to a wider audience and of course in trend with the tech. All you need to do is start following the first steps and ask us for additional questions.

Envoice recently won two industry awards from a leading business software marketplace, FinancesOnline. Our software was granted the 2017 Great User Experience Award and the Rising Star Award for displaying excellence in usability, intuitive design and convenience to its users. We’ve always aimed to simplify invoicing for freelancers and small businesses with our quick-generating invoices and streamlined payment process, so these awards validate our mission.

The Great User Experience Award for invoicing software is given to business apps with an intuitive design and smooth navigation. Our software, Envoice, makes creating invoice a child’s play. File attachment is smooth via Google Drive or Dropbox, and our reporting tool immediately shows your total payments so you have a clear picture of your business health.

Similarly, we were granted the 2017 Rising Star Award because the review expert from FinancesOnline believe our software has the potential to become a major player in the invoicing field. Despite being a new entrant, Envoice has shown that users are more eager to use simple but effective tools. We allow users to send invoice, track them via email notifications and get paid easily by connecting the app with popular payment gateways like PayPal, Stripe and Payoneer. You can also get paid via credit and debit cards.

On another note, we’re happy to be included in FinancesOnline’s accounting software guide. The list cites the leading accounting and invoicing apps in the market today, and it’s our honor to be part of that group.

 

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.