This includes the methods of payment you accept and the due date for your invoices. It’s also good to talk new clients through your payment terms upfront before you send your first invoice. As your agency business expands, an established client billing format and process becomes even more crucial. It enables you to handle a higher volume of clients and scale your payments without compromising efficiency or accuracy.

Following the steps outlined in this article, you can soon be on your way to a smooth and speedy billing process. It should only be used as an absolute last resort after all other recovery methods have failed. Small claims court may be suitable depending on the size of your business and the amount the client owes you. Thank the client for their business and add any necessary notes, project details, or reminders about future work.

1. As a freelancer, agency, or firm, it’s important that you stay as organized as possible.
2. The right invoicing system will depend on the work you do and the contract you have agreed with your client.
3. It’s a good idea to give your clients as many payment options as possible to make it easy for them.
4. For long term projects or clients who are on a retainer, many businesses send invoices monthly.

Purchase invoice

This helps you to know how often to restock your inventory, and make better decisions about growing your business. Incorporating our software from the start helps build trust with clients, as it enables you to always send accurate invoices on time. The invoicing process is very similar between self-employed people and businesses. Simply include your name (and business name if you have one), your business address (or your home address), and the usual invoice information. Consider adding a stipulation to your payment terms that you will charge late fees on unpaid invoices.

As an agency or independent contractor, you should bill your clients timely and professionally. However, billing is essential — it ensures that you've paid for your time, and helps your business grow. To be successful in the long term, it’s important to keep up with the best billing practices. Collecting payments that are long past due can be stressful and expensive. Collection agency fees and legal fees can sometimes scare freelancers off from pursuing payment in court.

How to Invoice a Client: 10 Steps to Get Paid on Time

A VAT invoice is a sales invoice with extra information so the recipient can use it to reclaim VAT. A full VAT invoice needs your VAT number, and a breakdown of the VAT for each item. On a simplified VAT invoice, you’ll just need your VAT number and a simplified VAT listing. Here are some of the reasons why your business should join the e-invoicing revolution. Other arrangements might be more suitable for your industry, so discuss options with your client beforehand. Rest assured that the task of getting paid isn’t complicated, but it does require you to be professional and consistent.

Don’t Hesitate to Send Out Invoices

In his free time, you’ll find Jason on the basketball court, travelling, and spending quality time with family. If so, check out our article on How to Send Invoice to Client, where we have explained when and how to send invoices, along with different methods for sending them. An invoice acts as a bill and lists all the services a business provides to a client. Send a brief thank-you note for the payment and let them know you appreciate their business.

Creating a subscription in Copilot is very similar to creating an invoice. The main difference is that you can set up a recurring payment that’s daily, weekly, monthly, quarterly, biannually, or yearly. You can also set your subscription to start and end on a certain date or keep it running until you or your client decide to cancel. Once you fill out your invoice template, you can then view a an item is considered material if preview of the invoice before sending it off to your client.

Payment instructions

It’s best to send your invoice promptly after your work has been delivered to the client. Though it might seem rude to invoice so quickly, it can help your client remember to pay you, ensuring you’re paid sooner. While it’s always preferable to have a signed contract or other written agreement in place, you don’t have to have a contract to invoice a client. While you can still recover owed money without a contract, it’s simpler to have one created—just in case. When you enter a business relationship with a new client, research to ensure they’re legitimate.

This part is actually a good thing for you because it gives you the opportunity to lay out what you will and will not tolerate — your proposal helps you eliminate scope creep. Now, if you’re going to accept check payments, then be sure your invoice includes areas for them to fill out this information. Since you’re doing the invoicing all on your own, you should look for ways to cut down the time it takes to do so. If necessary, send the completed invoice to your finance department for approval and recordkeeping purposes. If you’re using e-invoicing, sending an invoice requires just one click, but if not you can send it as an attachment to an email, or even print it out and send it in an envelope.