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5 ways you could be invoicing wrong

You might be limiting prompt payments with these bad invoicing practices.

According to a QuickBooks article involving 500 self-employed workers and 400 small business owners, 8% of independent workers and 4% of small business partners say half or more of their invoices are paid late, ending in many cash flow issues. It is also found that small businesses were owed $825 billion in unpaid invoices over 12 months, according to research published in 2016. That is nine zeros. If you necessitate a bit more perspective, the figure is equivalent to 5% of our country’s GDP.

For business owners and the self-employed, invoicing may look like a no-brainer. But what if there is much more to invoicing that just letting your clients know what they owe so that they can pay you? Here are five methods you may be invoicing the wrong way and hurting your possibilities of getting paid pronto.

1. You invoice the wrong person

Do you know that feeling of receiving something in the mail addressed to someone else? It might be an essential document, but the chances of reaching its legitimate owner have been significantly lessened. This is precisely what happens when you send the invoice to the wrong person. It creates unnecessary delays and confusion.

When ending a job or project with your client, find out who you should get in touch with in order to get paid. Shoot a quick email to introduce your work, so that a person would know to expect your invoice when the time comes.

2. Your invoice with zero expectations

Much like any relationship, there are expectations on every side. Your clients expect you to give specific services and products. You, in turn, expect to be paid for your services or product delivery. An invoice does more than telling your clients what they are owed and the payment modes. Other information might include:

Incentives for prompt payment. Consider offering a discount to clients who pay on time or early. Another option is to provide a discount for future work, which also serves as a great retention plan.

Penalties for late payments. In the U.S., the law for late fees varies state to state, so be sure to get legal counsel before implementing your late-payment policy.

3. Your invoice lacks personalization and personality

Before you give us that disapproving eye roll, consider this: It’s been found that businesses are three times more likely to get paid just by adding a company logo to their invoice. And many accounting solutions offer free invoice generators where you can personalize the document by adding your company logo. Your invoice is another extension of your business, while your logo serves as an immediate identifier, your marketing collateral, and brand ambassador, all in one.

Imagine buying a limited edition Cartier in 18k pink gold and a faceted blue sapphire, only to be handed a handwritten bill on a crumpled post-it note. It’s unbecoming and unprofessional.

4. You invoice on your own time

Every client is different, so your invoice to them should be customized, just like the work you do for each. Typically, the advice is to invoice immediately for two apparent reasons: So you don’t forget and to capitalize on the customer’s satisfaction with what you’ve delivered.

But there’s a lot more science and study that goes into the story. The time, date, and day of the month all play a role in ensuring payment. If you invoice your client on the seventh, but they only pay on the first of the month, that’s almost 30 days of waiting. Your cash flow is not going to like this arrangement. If you email your invoice, the open rate may vary by industry. In short, there isn’t a one-size-fits-all solution.

5. You invoice manually

If to err is human, think of all that might go wrong with a manual invoicing process. The mere mention of duplication missed discounts, or forgotten credits would send shivers down the spine of any person in accounts receivable. Now think of all the times payment has been delayed to you because your clients also process invoices manually, even though your invoice was perfection. Painful? Our point exactly. It’s wasted time and resources, through and through.

Invoicing lets, you control what you can

In the QuickBooks report, 59% of respondents have waited between one month and more than two years to get paid. For self-employed workers, late payments affect their professional and personal lives, from causing arguments at home to unplanned loans and insomnia.

There are many reasons why late payments are often out of your control, but having an excellent invoicing process in place is not one of them. An invoice doesn’t just help you get paid. It is a legal document that can be used as evidence to settle any disputes or audits that come your way. And the benefits are not just yours to enjoy. Your clients will thank you for your timely, easy-to-understand, and accurate invoices as well.

Alma Reed is an author and researcher dedicated to enhancing productivity. He is deeply interested in areas like time management, increasing productivity, and fostering healthy routines. Through his writing, he aims to assist people in boosting their job performance and attaining an ideal balance between work and life.

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