It is important to always work with a budget accepted by the client with all terms detailed in the invoice .
This budget must be signed by the client or accepted by e- mail. In most cases, when we have any available delay in the collection, it could be cecause the invoice is presented with "shape defects" in the bill.
There are some basic rules to create the perfect invoice. Everything that every invoice must meet in order to avoid delays in the collection.
1. THEIR DETAILS AND YOURS
Client name, your company name, address, telephone number and email address. If the client have any questions regarding the charges, contacting you should be as easy as possible.
2. ITEMIZED LIST OF SERVICES
Be clear: People want to know what they have paid for. Most people will not pay for something described merely as “Design”. Tell them exactly what they have received: e.g. “Design of three-page static website for Sporting Goods Department.” Be as specific as possible. In five years, would both you and the client know what you meant by your description? Also, specify whether the charge is project-based or hourly.
3. INCLUDE YOUR TERMS
When do you expect the client to pay? What happens if they miss the deadline? To be able to send follow-up or overdue notices or to charge interest, you need a rock-solid paper trail that no one can argue with.
You have to include all the terms of payment, payment milestones and special conditions as cash discounts or sales volume in the invoice.
4. INCLUDE YOUR LOGO
Many people associate a picture to a particular product or service. If you include your logo on the invoice you will be easily remembered, resulting in new opportunities for future contact and a powerful weapon of networking.
5. DESIGN OF THE INVOICE
The invoice design should be structured in a very deliberate manner in order to influence the reader. There are three primary pieces of information we want the client to notice: Who it is from, when it is due, and how much it is for. Everything else is certainly still important, but ultimately secondary to this key information.
For example, you can remark the amount of any line of your invoice and the total amount.
Use the corporative colours of your company. Be clean: invoices that are "visual clean" are easy to understand to the client, and if the client unsderstand it, you can collect it earlier.