Businesses across the globe rely on online invoicing to create & send the perfect professional invoice to their customers. Precisely, an invoice needs to reflect the original tone of your company’s brand and that can be possible only when you create it with accuracy.
There are a number of key factors that you must consider to ensure that the created invoice will serve the purpose for which it’s being sent. First & foremost, your invoice should be devoid of any ambiguities that land your customer in trouble understanding it. Secondly, the created invoice should have all segments/elements that make it an actual professional invoice.
Let’s take a look now at the various elements that your invoice should have in order to be called a well-crafted, professional one -
Invoice Date & Number
Your invoice should have the correct date of issue as it allows for easy & more systematic tracking. It will also serve as the proof of the date of sending the invoice. Assign a specific number to each invoice following the order of their issue. If you are deploying some specific invoicing software, you don’t need to worry for this part. Modern invoicing solutions automatically generate a new invoice number for every new invoice you generate.
Lack of clarity in your invoice makes it hard to understand for your customer. Hence, you need to explain the customer about every charge being levied. Somewhere down the line you may require referring to the same invoice and so it should be also easily understandable by you too. For this, you need to add suitable descriptions as & wherever required in your invoice content.
Presenting the charges levied systematically in form of a table allows your customer to tally the product and its corresponding charge easily. So, make sure all charges (including the levied taxes) are mentioned clearly, no matter whether the invoice is for a product or service.
The lower bottom right hand corner of an invoice usually includes the invoice total. Ensure that this total stands highlighted from the other figures present in the invoice. A simple way to do this is to mark the total in bold format.
You should always mention the due date either next to the invoice total or on the top right corner of the invoice. In this way, your customer can easily reference the due amount and the date by which he/she needs to pay it.
Thank You Note
Express thanks to your customer for doing business with your firm. A simple line such as “we appreciate your business”, will make the customer feel that your company cares.
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