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Community Manager

More Invoice Tips to Help You Get Paid Every Time

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We’ve already shared some tips for invoicing like a pro to help you get paid faster, strengthen your brand presence and make you the first person a client calls to get a job done. Here, we’re giving some advice on upping your invoice game even more.

 

Embrace new technology

There are so many digital technologies at your disposal today that make life easier for both you and your customers. Here are a few you should add to your invoicing strategy.

 

  • A financial management platform—like QuickBooks—makes it quick and easy to create, send and track your invoices online. And it will minimise payment hassles for your customer
  • Mobile payments—Speaking of painless processing, mobile payment technology lets you swipe a credit or debit card anywhere, any time. On-the-spot payment (no invoicing required!) is particularly useful for small business owners who deliver products or services directly to a home or office
  • Cloud storage—You may be planning a much-deserved beach holiday, but there’s no need for your invoices to take any time off. A cloud-based management solution lets you send invoices as always. Best of all? You can receive payments while you sunbathe  

 

 

Be flexible (to a point)

Of course, you want to be paid on time, but it’s okay to be flexible with your trusted paying customers. If a valuable client is waiting to get a new round of funding, for example, you can show goodwill (and great customer service) by offering to temporarily renegotiate payment terms to ease any financial burden. Here are some other ways to showcase your flexibility to customers:

 

  • Discuss a retainer-based agreement that guarantees you a set number of hours and pounds each month and helps keep your client’s budget predictable.
  • Highlight your payment options. Let your customers know you’ll take standing order, a cheque or an online credit card payment—whatever works best for them.

 

Make friends with the right people

Expedite your payment processing by making sure your invoice goes to the right person in the right department. Remember, the person who writes cheques in accounts payable is unlikely to be the point-person for your graphic design project.

 

Another critical detail: does the person handling your invoice need a purchase order? Find out and make sure you include it on your invoice—or risk having your payment get snarled in some sticky red tape.

 

Show your appreciation

On the subject of making friends, in business—like everywhere else—little gestures go a long way. Consider doing these things to help you get paid faster:

 

  • Incentivise early payments. Imagine if clients paid before the bill was due. If you offer a discount—enough to make it worth their while but not so much that you’re being underpaid—for proactive payments, it might just happen
  • Say thanks. Every time you receive your money, send a heartfelt, handwritten note to the accounts payable officer.
  • Send a gift. Surprise your most loyal customers each quarter with a gift that shows how much you value their business

 

When every part of your invoicing system is clear, streamlined, easy and efficient, you make the payment process as enjoyable as possible. And the bottom line is this: happy customers are more likely to be paying customers.

 

Before you go...

QB Community members, has your approach to invoicing evolved since you started your business? Please share what you’ve learned in the comments below... We would love to hear your experiences!

 

11 REPLIES 11
Established Community Backer ***

Re: Invoicing: Make Every Invoice Work Faster and Better Than Ever Before

It's so important to establish with your client the penalties of late payment before the first invoice is sent. It's much easier to have that conversation as a matter of process. In the event of late payment, "persistent and polite" as you may be, it can come off as more reprimand than a reminder.

Established Community Backer ***

Re: Invoicing: Make Every Invoice Work Faster and Better Than Ever Before

This is a super helpful post. What a great idea to incentivize *early* payments with a small discount for proactive clients. I also appreciate the reminder that my invoice is more than just a bill -- it's a representation of my whole brand. The more professional-looking, the better!

Intuit

Re: More Invoice Tips to Help You Get Paid Every Time

What a great post! Smiley Happy I love the idea of receiving gifts and the thank you notes! A great way to treat clients and encourage them to be on top of their money.

 

Hi, @kentevents I saw that you were really happy with the customisable invoices on QB as they can help reflect your brand/business. I agree, customising invoices is a unique way of adding a personal touch and it means they stand out too. I was wondering @kenteventshas your approach to invoicing evolved since you started your business? & I would love to learn more about your business in the comments below!


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Established Community Backer ***

Re: More Invoice Tips to Help You Get Paid Every Time

HI Jessica,

 

I would also recommend using 'Satago' which is debtor management system which you can programme to send out automatic reminders 7 days before invoice due date, the day before etc. You can taylor the emails to how you wish. It is free to use.

 

Kind Regards,

Emily

Intuit

Re: More Invoice Tips to Help You Get Paid Every Time

Hi Emily,

 

Great tip! Do you offer any additional guidance regarding invoicing? I know the world of invoicing can be so daunting for newbies Smiley Sad


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Established Community Backer ***

Re: More Invoice Tips to Help You Get Paid Every Time

Hi Jess,

 

Ensuring that you invoice template is customised within QuickBooks Online is such a simple one, but is very effective. By adding some personal touches such as a logo and colour can make you invoice stand out from the rest. Ensure that you have your terms clearly displayed on your invoice as well as the ways in which your customer can pay you (i.e. your BACS details or who they should make cheques payable too).

 

Don't forget that QuickBooks has a reminder function as well (although you cannot currently automate this) which you can use to send out a friendly reminder to the customers who haven't paid approaching their invoice due date. 

 

Kind Regards,

Emily

Intuit

Re: More Invoice Tips to Help You Get Paid Every Time

Hi @EmilyMockett

 

They're amazing tips! Having customisable invoices is incredibly useful and the reminder function is so great. How would you set this reminder? 

 

Thank you so much for sharing your tips! Knowing these simple changes can make a huge difference when you're doing invoices. Customising your invoice with colours and images sounds fun too! Smiley Surprised 

 


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Established Community Backer ***

Re: More Invoice Tips to Help You Get Paid Every Time

Hi Jess,

 

Sorry I think you misunderstood. You can send reminders to clients alongside invoices within QuickBooks Online! 

 

Kind Regards,

Emily

Intuit

Re: More Invoice Tips to Help You Get Paid Every Time

Hi @EmilyMockett,

 

Well, that's even better! Sending reminders will definitely help. I bet they're a great tool for businesses/accountants too! Thank you for clarifying Emily Smiley Happy


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Senior Explorer *

Re: More Invoice Tips to Help You Get Paid Every Time

Very Useful Tips !! Thanks for sharing.

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Intuit

Re: More Invoice Tips to Help You Get Paid Every Time

Hi, @Makesworth Accountants

 

Welcome to the UK QB Community! It's great to have you here. I hope you're having a great start to the week. Smiley Very Happy

 

Do you have anything you could add to this list? Any tricks that have helped you? 


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