What is an Invoice?
An invoice is an official document given by a service or product provider to their clients. This business document verifies that the purchaser and the provider agreed on the process of the transaction. Invoices also play an important role in businesses' bookkeeping and accounting system.
How to Write a Business Invoice?
According to the U.S. Small Business Administration's "The Small Business Advocate," there are 28.8 million small businesses in the United States. These companies make sure that their operations go according to their plans. That includes having a smooth flow of their sales transactions. If you are looking for ways on how to create a functional invoice, then check out these tips and steps.
1. Know Your Business
You should know your business well. The format of invoices highly depends on the type of business you are doing. Is it for a travel invoice or a rental invoice? For small companies or freelance? Your business invoice should reflect your company's service transaction.
2. Prepare the Details Needed for an Invoice
Since an invoice lists the sale of service or product made by a client, you need to place the process of the purchase. Service invoices can improve the transparency of your business. You need to have details such as the invoice tracking number, the date of purchase, the name of the client, and the company details. This information will keep your transaction recorded accordingly.
In the rental business industry—they have specific details about the duration of their services provided on the invoice since the price of the service also depends on that factor. In case of any concerns, you may place the contact details of the company for your client's convenience on reaching you. Having an official business invoice will ensure that both you and your client agreed on the process of the transaction.
3. Layout an Invoice Format
Once you have decided on the content of your invoice, you can start laying out the format. You can use text boxes, tables, or blanks to fill in the details you need. You can use any software like Microsoft Excel or Word in designing your invoices. Creating your invoice with designs will also help them look professional. Since branding for business is also vital, select a color scheme closest to the brand of your company. This way, your invoices will look valid and presentable.
4. Finalize with an Invoice Template
Make things easy for you by using ready-made templates. There are different types of invoice templates online for you to use freely. The printable templates provide you a well-written business content, as well as high-quality designs you can customize to fit your business' specifications. It is also made available for editing in various software like Pages, Numbers, MS Excel, and many more. Download your chosen business template in any device you have to start editing. Replace and add the details you have gathered earlier for the content of your invoice to match your business. It will be quicker to write since it already has the content.
5. Save and Print
After finalizing your commercial invoice templates, proceed to print it on high-quality paper to make it look professional. You can now use your business invoices, and have a smooth flow of recording your service transactions!