When a service provider requires that the client pays for whatever has been or has yet to be provided, then it’s important to send the client the details of the payment. This is sometimes difficult as there are a few service providers who have no idea how to do so. You may also see invoice samples.
One of the best possible ways to tell a client that he/she is going to have to settle the matter of payment is by sending that person a proper invoice. That being said, this article is going to teach you everything that you’re going to need to know in order to create one.
Elements of a Good Invoice
You won’t be able to make any kind of invoice if you don’t even know what is should contain. By learning its most basic components, you can guarantee that the customer will acquire all the details regarding how much he/she is going to have to pay.
So be sure that you are able to include the following when coming up with a business invoice:
- Title of the Document – It’s important to include the title as it will share to readers as to what type of invoice was made. For example, an invoice specifically meant for photography services would usually have a title of “Photography Invoice“. So long as the title is relevant to whatever the service provided has given to the client, then it should be easy for readers to figure out what the document is for.
- Invoice Number – This is something that the service provider must definitely include. The invoice number is something that can be used to keep track of a particular order, or in the event that there are issues wherein a particular invoice needs to be brought up.
- Basic Information on Both the Client and the Service Provider – There won’t be any kind of transaction unless there’s someone who provides a product or service and someone who’s willing to pay for it. So it’s here that you’ll need to point both of them out and you have to make sure that you’re able to share which person plays what role.
- The Product/Service Involved in the Transaction – No matter what kind of invoice you decide to make, this is one element that you must never forget. It’s here that you’ll be pointing out all of the details regarding what products/services were handed over from the service provider to the client.
- Payment Details – Of course, an invoice will always have details regarding payment. This is where the service provider points out things such as the exact amount that needs to be paid, and the means by which the client is allowed to make the payment.
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How to Create a Proper Invoice
Now that you’ve managed to learn about the basic components, then the next thing to do is for you to learn how you should go about in making the invoice. If you’re the service provider in the situation, then you’ll need to learn how to make it so that you can ensure that your clients will be able to compensate you for the service. If you’re the client, then knowing what the invoice contains can be helpful in the event that you spot any errors that need to be corrected.
With that in mind, here are the steps that will allow you to come up with a proper invoice:
1. Start With the Basic Information of Both the Service Provider and the Client
Right from the start, you must point out all of the basic information of the two involved in the transaction. This is to ensure that both parties know exactly who they’re dealing with, and the information will come in handy should there be any concerns regarding the invoice.
Be sure to include the following:
- Names – You’ll obviously want to write down the names of both the client and the service provider as it will prove exactly who the other will be dealing with. As you’re doing this, be sure to include the first name, last name, and the middle initial to ensure that there won’t be any qualms regarding the identities.
- Addresses – Both parties will want to learn about the address of the other as each will have their own use for it. The client will need it in the event that he/she would like to communicate with the service provider in person, while the service provider will need the information should he/she be required to send the items or visit the client. Be sure to write down the complete address, meaning that you’ll have to provide details such as the street number, the name of the establishment or area, floor number, etc.
- Contact details – Should either party require immediate communication with the other, then it’s important that they know of each other’s contact details. It’s here that you’ll be be providing phone numbers, email addresses, and any other means of contact that the two have. Just be sure that the ones provided are still active.
2. Include Invoice Details
It’s here where you’ll need to provide the basic requirements of just about any invoice: the type of invoice, the invoice number, and the date it was made. Although the type can easily be pointed out with the title, you still have to consider the number of the invoice. One would usually place it within the basic information and it’s usually right above the invoice date.
As for the date itself, just make sure that you’re able to write down the date, month, and year so that both the client and service provider will know exactly when it was made.
3. Write Down Details of What Was Provided
Here is where you’ll need to write down every detail regarding the products/services given by the service provider to the client. All you have to do is to point out specifically what was provided, the quantity in which they were provided, and the cost of each item. As you’re describing each item, be sure that you provide accurate descriptions. This will make it easier to resolve issues regarding what was given or received. Also, include the total amount of all the different costs after you’ve added them all up.
4. Write Down the Details Regarding Payment
Here’s where you point out the means by which the client will be paying the service provider. Share what options he/she has such as paying via check, credit card, cash, etc. You can even have the option for the client it to hand over the payment to someone that you can trust. The more options provided, the higher the chances of the client paying on the due date.
Also, there are times where you might want to include the due date to ensure that the client knows when the payment has to be made. Just make sure that you include the month, day, and year so that there’s no questions in regards to when the payment should be made.
Tips for Making an Invoice
- Include your business logo – Having it in the invoice is a great way for people to recognize and remember your brand. Just make sure that it looks presentable and that you position it in a way where anyone can see it, but not to the point where it’s obtrusive.
- Always check for any errors – There’s always the chance that you can mess up in terms of writing down what has to be provided, the amount to be paid, or even the names of those involved. To avoid that, you simply need to go through the invoice at least twice so that you can spot and fix any of these mistakes immediately.
- Give a reasonable due date – Be sure that the time frame that the client has to pay for what has been provided is reasonable and within 30 days. That way, you can ensure that the service provider is able to receive the money, and does so in a way that the client is comfortable with.
Types of Invoices
There are many different types of invoices, each of them having their own specific uses for different reasons. Here are a few examples:
- Computer Repair Invoice
- Photography Invoice
- Service Invoice
- Medical Invoice
- Sales Invoice
An invoice size would usually be slightly larger or smaller than the standard 8.5 x 11. The reason for this is because there are times where invoices may contain a good amount of products/services that need to be provided, or where there’s only 1 or 2 items that need to be covered. It’s usually the safest bet to go with an A4 as that’s what majority of businesses and service providers use.
When do I need to send the invoice?
You can send it before or after everything has been provided. It’s usually best to send it before as that can be used to point out when the client is expected to make the payment.
How long until an invoice has to be paid?
This depends entirely on the service provider as he/she gets to decide when the due date of the payment is supposed to be. However, the customers are always going to be require to pay the client within 30 days after receiving the invoice, meaning that those who issued it can only set the due date in between the time it was made and 30 days from then on.
Is there an easy way to easily make one?
Yes, all you have to do is to make use of an invoice template and customize it however you wish. If you like, you may make use of the ones provided in this article.
In the event that you would like to learn about the other types of documents that you’re able to create, then you simply need to go through Template.net for your needs. It has all the articles that should have the information that can be of help to you, just be sure that you thoroughly read the ones that you’ve chosen.