Tag Archive : invoice

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view-all-invoices-client-view

With this release, we are pushing another great functionality per your request – The Client View.

As a result, your clients will be able to access all of the invoices issued to them.
So rather going back and forth with emails, we’ve enabled your clients to:

  • Filter invoices by Quarter (Q1, Q2, Q3, Q4);
  • Filter invoices by 1st and 2nd half of the year;
  • Filter invoices by the current year;
  • Filter invoice in custom date range;
  • List invoices based on status (Total, Paid, Unpaid, Overdue);
  • List of invoices and filtering based on number, Issued On, Due Date, Total and Status;

As a result of this new feature, your clients will be able to access the client view via any invoice issued to them by clicking on the “View All” button as shown in the image bellow.

Finally, if you have any questions or suggestions we are open for ideas. Get in touch with us via the in-app chat or via email reachout@envoice.in.

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.

https://uploads.intercomcdn.com/i/o/21557807/c18e42864690c40c141fddc5/Pasted+image+at+2017_04_05+04_51+PM.png

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.

envoice-sample

As freelancers, it is expected to care most about finding and signing a contract which is going to pay the bills. Speaking of which, freelancers got to the usual routine: register at Upwork, Freelancer or similar job searching sites, find a job and start earning. – most of all beginning of the comfort zone.

We’ve discussed with our friends, who has been freelancing for years, about how they are invoicing their clients and we were surprised by the results.

To sum it up in one response: “Upwork/Freelancers/Any similar site handles that for me” – was the common answer.

As a result of their feedback, I decided to write this post. Let’s start…

 

 

1. It is all about credibility

First, of all swimming with the sharks requires you to take your correspondence to next level. If you work as a freelancer for a company it is most likely that the company will require your invoice for its accounting to justify their expenses. Therefore having a front face before the client, will tell your clients about your level of professionalism.

2. Easier for your clients to find you

Another fact is that if your clients’ need similar services in the future they can easily compare the prices between different freelancers to compare rates and expenses. – Therefore a decision to hire you again can be easily made.

3. Understand your financial conditions

Keep your friends close but your financial situation closer. You have to understand how much you earn and what type of work is most profitable for you.

Most of all invoicing means asking for payment. Also, it will help you to understand how much you’ve earned, paid and you are due to your customers.

4. Refer to your invoice if it hasn’t being paid

Furthermore, your client can find the invoice by its unique number and check the status.

5. Respect your law

Because of the fact that in some countries, it is illegal to work without invoicing, you can to justify your income.

Your effort to create an invoice will have a positive effect on your brand. Keep your invoicing simple and branded.

Save time with duplicated invoices

If you ever tried to maintain your invoices manually in Word, you have definitively tried to copy-paste your previous invoices from your long-term client, creating duplicated invoices. We used to do that as well.

With this approach, there is one downside… – We can easily end up sending an invoice some incorrect information it:

  • Wrong Invoice Number;
  • Wrong Issue Date;
  • Wrong Due date;
  • Wrong P.O number;
  • Wrong Price;

Having an app to cross-validate this for you can be very helpful. In Envoice we take an existing invoice and prepare all of this information for you. It is easy as Duplicate -> Send.

Envoice-All-Status

In the past, we’ve used to create our invoices in Word and manage them in Excel. It was quite a big challenge to have everything up to date. Since this required us to manually update our Excel file in order to know which invoices were paid, unpaid or overdue.

Anyhow knowing your invoice status will allow you to be proactive. Especially when some of your invoices are unpaid or overdue.

What are the commonly used statutes that we need to care about:
– Draft – indicates that the invoice is still work in progress and is hasn’t been sent to the client;
– Unpaid – the invoice has been sent to the client and we are waiting for the client to pay the invoice;
– Paid – our invoice has been paid by our client;
– Overdue – our invoice has not been paid and that the due date for paying has passed. This means that we should remind our client to pay his invoice;

Finally, having a correct status for your invoices will help you understand your financial condition. Since it is different between how much money you have in your pockets vs how much you should have in your pockets.

Envoice-Terms-Notes

 

Terms

Invoice terms are your request until when you would like your invoice to be paid.

As we’ve discussed in the previous post there is a different type of agreements related to the payment:

 

Net monthly account Payment due on last day of the month following the one in which the invoice is dated
PIA Payment in advance
Net 7 Payment seven days after invoice date
Net 10 Payment ten days after invoice date
Net 30 Payment 30 days after invoice date
Net 60 Payment 60 days after invoice date
Net 90 Payment 90 days after invoice date
EOM End of month
21 MFI 21st of the month following invoice date
1% 10 Net 30 1% discount if payment received within ten days otherwise payment 30 days after invoice date
COD Cash on delivery
Cash account Account conducted on a cash basis, no credit
Letter of credit A documentary credit confirmed by a bank, often used for export
Bill of exchange A promise to pay at a later date, usually supported by a bank
CND Cash next delivery
CBS Cash before shipment
CIA Cash in advance
CWO Cash with order
1MD Monthly credit payment of a full month’s supply
2MD As above plus an extra calendar month
Contra Payment from the customer offset against the value of supplies purchased from the customer
Stage payment Payment of agreed amounts at stage

 

Example: “Net 15 – Payment fifteen days after invoice date.”

Notes

Invoice notes let you add additional contextual notes to the invoices. They are used to add additional clarification or simply to add a thank you message to the client.

Example: “Thank you for your business. It is our pleasure to work with you. Look forward to working with you again soon!”

Envoice-items-table

In this section of the invoice, we want to explain to the customer what they are going to pay us for.

If we agreed to work with our client on an hourly basis, in that case under quantity we will add the total amount of hours that we’ve used to finish our tasks.

 

ITEM PRICE QTY/HOURS TAX
Mobile application development 100 100 10%
For sprint 6 we’ve developed user registration with Facebook and Twitter
AMOUNT BEFORE TAX: 10000 EUR
TAX AMOUNT: 1000 EUR
TOTAL: 11000 EUR

 

If we agreed to work with our client on a project basis, in that case under quantity we will add the project itself or all of the tasks.

 

ITEM PRICE QTY/HOURS TAX
Mobile application development 10000 1 10%
We’ve developed a puzzle game for iPhone.
AMOUNT BEFORE TAX: 10000 EUR
TAX AMOUNT: 1000 EUR
TOTAL: 11000 EUR

 

To avoid confusion, try to be detailed and transparent with the item descriptions. Clients will truly appreciate your honesty.

Before creating an invoice for your client, he will need to provide you with the following information:

  • Name (can be the name of the individual or the name of the company);
  • Email address;
  • Business address or address of residence;
  • Country of residence;
  • Currency which you’ve previously agreed upon;
  • Phone number (It is mandatory in some countries);
  • VAT number (It is mandatory in some countries);

Why having all this information is important for you and your clients?

Your clients will need to satisfy the financial regulations of his country of operation. On the other hand, you will need to have this information so it will be easier for you to get in touch with the client going further.

Keeping his email, phone number and address will enable you to communicate your client in a different way. Especially if you know his address you can always surprise him with a present for your successful collaboration.

Your details on the invoices should provide answers to the customer on the following questions:

  • Who is the person I am going to send the money to?
  • How can I get in touch with this person?
  • What are the bank account details where the funds will be transferred to?

To sum it up the essential information would be:

  • Your name;
  • Address;
  • Phone number;
  • Your email;

If the client is from the same state, in that case, it would be enough to provide him with:

  • Name of your bank;
  • Your bank account number;

On the other hand, if your client is from a different country then you will have to provide him with:

  • Name of your bank;
  • IBAN/National Bank ID (international bank account number);
  • SWIFT code (international bank code);

Eventually, we are happy to live in a very technological advanced era where online payments are accessible to us. You can always use PayPal, Stripe, Payoneer or any other online payment processor to get paid.

Envoice-lightbulb

Invoice number

The first question we’ve had when we were about to create our first invoice was:

Hey, what number should I use on the invoice?

 

We’ve read the local finance regulations, discussed with the accountant, looked on the internet and eventually it turned out to be really simple.

Any increasing sequence would work.

Some example that would work for you:

  • INV-0000X
  • INV-0000X/YY
  • INV-0000X/YY
  • INV-YYYY-MM-DD-000X

Due date

Once you figure out the sequence, eventually you will want to document until when this invoice should be paid. Due by should be set to the appropriate agreed between you and your client, date.

The sooner the better, but if you are not sure to feel free to use Net D approach:

  • Net 10;
  • Net 15;
  • Net 30;
  • Net 60;

This means that your invoice should be paid after 10, 15, 30 or 60 days respectively.

Issue date

This date represents when the invoice has been issued to the client. Usually, it represents the same date when the invoice will be created and send to the client. In case you need to create an invoice in the past or the future you can always change the issue date to whatever date it suits you.

P.O Number

When you will be working with FORTUNE 1000 companies, you will find the Purchase Order Number useful. Most of the big companies out there will need to authorize the purchase transaction.

As such you will receive unique purchase order number which you will use on your invoice. Your enterprise clients can then connect with their unique P.O number in order for you to get paid.