fbpx

If you’re wondering what does a (professional) invoice look like and how each invoice element can be important for your business, you’ve come to the right place. We’ll explain the typical professional invoice template elements and their role in getting paid earlier and building relationships with your clients and customers.

It’s been thirty, sixty, maybe even ninety days, and you still haven’t received payment from several clients. You sent out the invoice. You’ve sent reminders. But, instead of payment, you receive more questions and comments from your clients about the invoices. What’s going on? How do you get your small business out of this invoicing nightmare?

Aside from some shady customers, all you may need to do is create a professional invoice template. Read on to learn how you can use invoicing to demonstrate your professionalism and assert yourself in the business world. And in case you haven’t done it already, be sure to try our iPhone invoice app or Android invoice app to utilize the beautiful and functional invoice templates we created for you.

What to Include on an Invoice

Are you wondering what should an invoice look like? At the minimum, you’ll want to include your name, the name of your company, the company address, and the company phone number.

You need to include these items for a number of reasons. For one, your clients need a way to contact you in case they have questions about the invoice. Secondly, you want to show that your company is legitimate.

Client’s Information

You’ll then want to include the client’s business address, business name, and phone number. Don’t forget to also add the name of the person you’re making the invoice out to.

Ask the accounts payable department about who’s name to direct the invoice to. As some companies may want you to address the invoice to the owner; others may prefer the employee who’s in charge of dealing with your business.

Logo

Like we said, invoicing is a way to demonstrate your professionalism. A large part of this is incorporating your logo on your invoice.

Traditionally, the logo would go in the top left corner of the invoice. But, depending on your professional invoice template, that doesn’t always have to be the case.

Overall, you want the logo to be large enough for the customer to know who the invoice is coming from. But you don’t want it too large where it’s the focal point of the invoice.

What should a professional invoice look like

List of Services

Preferably underneath your and your client’s company information, you’ll want the service description and price.

By description of services, we mean 2-5 words describing what services your business did for the client.

For instance, if you’re a paper company and sold the client 1,000 boxes of paper, insert the type and quantity of paper your client received.

Plus, as mentioned in the example, you can include the quantity in the description or have a separate box next to the description that lists the amount.

In the next column, you’ll want the price per quantity. So, if you charged the client $50 per each paper box, mark “$50/box.”

The column after that would be the total. Continuing with our example, $50/box multiplied by 1,000 boxes would come out to $50,000.

If this is the only product the client purchased, include the total at the bottom plus any taxes or other costs that came with the purchase.

Remember Who Your Client Is

Depending on the client, you may need to include your tax identification number (TIN). According to Entrepreneur, industries such as the nonprofit and childcare service sectors may require this information.

Speak with your client beforehand to see if this information is needed. Depending on the country you operate in, local legislation my require using a different invoice name (e.g. VAT invoice in the UK or tax invoice in Australia or New Zealand).

Boilerplate

Every professional invoice template has a space for your business’ boilerplate. Or, in other words, fine print.

This is the section that lists your terms and conditions. Normally, you’ll want to include the number of days before the invoice is due, the method of payment that’s accepted, and any fees or penalties if the invoice is late.

Typically, businesses will give clients two weeks minimum to 30 days maximum to pay the invoice.

Remember that, at times, some clients may pay late on an invoice. So, you’ll need to give yourself a 1-2 day window to prepare for impromptu lateness while still making payroll.

Why This Is Important

You need to specify your terms and conditions for a number of reasons, the most important being you want the invoice to be paid within a designated timeframe.

If you didn’t include any terms or conditions, technically, your client could take months (even years) to pay your invoice…without any repercussions. That’s why these terms need to be stated no matter how your invoice looks like or what services you are invoicing for.

That being said, terms and conditions are a way to make your client accountable. It also ensures you’re not in financial trouble come payroll. And, it makes your business come across as professional and responsible.

Make your invoices look
professional with Billdu

Invoicing, expense tracking, quotes, automation. Learn why Billdu is one of the most popular mobile invoicing apps.

Free 14-day trialNo credit card requiredCancel anytime
Billdu invoice maker and invoicing app

Design – How Should an Invoice Look Like Design-Wise?

Many companies overlook the invoice design and opt for a basic invoice template. While this isn’t necessarily bad, it doesn’t do your company any good from a branding perspective.

Think about the dominant colors you use on your website. Try to incorporate these colors on your professional invoice template. Also, consider adding a colored border to your invoice to emphasize your brand.

For instance, if your company uses turquoise and gray in your logo and website, it would make sense for your invoice to have a turquoise background and gray border, or visa versa.

Designing professionally looking invoices

Thank-You Box

You want to have text at the bottom of your invoice that thanks the client for their purchase. This is not just a customer service opportunity but a branding opportunity as well.

If you’re a skateboard company, take an informal tone. Something like “Thanks for your service, and have a rad day with your new board” would suffice.

A school supplies company, on the other hand, would want to stick to the traditional “Thank you for your service” sign-off. As this would be more appropriate given your target clientele.

When Should You Send Your Professional Invoice Template?

Now that you’ve created your professional invoice template, when should you use it?

Ideally, you’ll want to submit an invoice as soon as the purchase order is completed or the service is carried out.

This leaves your client knowing exactly how much they owe you, with no room to guess.

The quick invoicing also shows that you own a professional, responsible, and dependable business.

Final Thoughts on the Looks of an Invoice

Creating a professional invoice template demonstrates your professionalism. And, watch, your clients will pay on time more consistently.

Have some other invoicing pointers you’d like to share? Leave a comment below in the comment section!

P.S. If you are looking for a financial statements template, we have prepared the free profit and loss template for you.

P.S.2. Look at our free online invoice generator to see how easy it is to generate invoices with Billdu. If you like it, sign up for a free Billdu trial below to get the most of our small business invoicing platform. Billdu, that’s an invoice maker but also much more!

Streamline your invoicing
with Billdu invoice maker

Invoicing, expense tracking, quotes, automation. Learn why Billdu is one of the most popular mobile invoicing apps.

Free 14-day trialNo credit card requiredCancel anytime
Billdu invoice maker and invoicing app

Looking for Downloadable Invoice Templates?

Wondering what should an invoice look like? Look at our free invoice templates in a number of formats

Mobile technology has made issuing an invoice an easier process than ever before. Now business owners can issue invoices on the go, wherever they are.

As a small business owner, you face a variety of unique challenges every day. Perhaps the biggest one is making sure you have enough funding to keep your business healthy and growing.

You’re not alone in that concern. In fact, many entrepreneurs identify poor cash flow as a major reason why startups fail.

Issuing timely invoices and staying up to date on outstanding payments can help you stay on top of the cash flow problem. If you can send out invoices while you’re out of the office and taking care of other tasks, that’s even better.

Read on to learn how to issue an invoice while you’re on the go.

Why Consider Invoices on the Go (Mobile Invoicing)

Think about it: How often are you at your desk? When you’re running a small business, your work tends to travel with you.

That’s the biggest pro when it comes to using mobile technology to send out your invoices. You can issue an invoice while you’re traveling, running errands, or buying supplies.

Mobile invoicing offers a host of other benefits, too. You can use simple iPhone invoicing app or the Android invoice app to generate invoices on your mobile phone.

Saves You Precious Time

It’s said that when you own a business, you never really stop working. With all of the other responsibilities you have to juggle, automating your invoicing process can take a huge burden off of your shoulders.

Instead of wrestling with your computer when it comes time to bill, you can simply open an app and tap a button. Your client receives your invoice instantly and you can go about your busy day.

You can also automate this process so your invoices always go out on time.

Gets You Paid Faster

Managing cash flow is a necessary but arduous task for every business. You need to be sure you’re bringing in enough cash to keep your lights on and your staff paid.

Mobile invoicing apps can really help with this process. When you make the switch, you’ll be able to see where your business stands at any given moment. You can track your expenses and check which clients are overdue on their payments.

Many mobile accounting apps (e.g. QuickBooks or Billdu) also give clients an easy pay option. That means the moment they open your invoice, they can simply tap a button and bring their account up to date.

Makes Sure Every Payment Happens Securely

When you use a mobile app for your invoicing, you are providing your clients with a secure environment to enter their payment information.

They don’t have to worry that their check might not make it to its destination or offer their credit card information over the phone. Each payment happens quickly and securely online.

Lets You Grow Your Business

When you streamline your invoicing process, you can free yourself up for other things. You can focus on vetting new talent to add to your team, refreshing your brand image, or staking out new investors.

After all, any task you can automate gives you more leeway to chase down the dream that inspired you to found your business in the first place.

How to Issue an Invoice on the Go

Re-Evaluate Your Billing Practices

Mobile invoicing can certainly help alleviate cash flow problems, but if you have fundamental problems with your billing schedule, you’ll have to make some adjustments.

First, look at your payment terms. If you’re stuck on a 30-day cycle, you are needlessly lengthening the time it takes to get paid. Consider switching to a weekly or bi-weekly schedule instead.

It also matters what time you send your invoices to your clients. If your invoice goes out when your client is facing a clogged inbox, they are more likely to forget about it or miss seeing it altogether.

Studies show that messages sent on Tuesdays around lunchtime are more likely to be opened.

Finally, avoid extending credit to clients. If you have a long-term client who has fallen on tough times, at least request a deposit to cover some of your up front costs.

Choose Your Software

Now that you have your billing practices streamlined, it’s time to choose a software so you can fully embrace the advantages of invoices on the go.

There are plenty of options to choose from when it comes to accounting software. You may have some comparison shopping ahead of you, but it’s well worth it to take the time and decide on the right choice for your business.

When you compare your choices, look for an option that lets you integrate all aspects of your accounting on one platform. Look for software that lets you:

[dt_vc_list]

  • Create custom invoices for your business
  • Track your expenses
  • Make it easier for your clients to pay
  • Take a holistic view of your accounts
  • Track inventory
  • Send payment reminders to overdue clients
  • Automate recurring tasks
  • Export your files
  • Add additional users
  • Access everything on mobile

[/dt_vc_list]

Overall, you need software that makes it easy to issue an invoice no matter where you are or what you’re doing. Billdu let’s you do that and you’ll be creating invoices on the go. Literally.

Let Your Clients Know

If you’ve been emailing invoices to your clients—or keeping it old school on paper—you need to give them a heads up that your system is about to change. It’s a good time to let them know about any billing policy changes, too.

Reach out to let them know what to expect going forward. It might help to provide a brief tutorial going over what they’ll see on your new mobile invoices and how they can pay.

Most mobile invoicing services are intuitive enough that your clients can figure out how to navigate your new system. Just in case, make yourself available to answer any questions they have.

Be sure you tell them how mobile invoicing will save them time, too.

Also, head straight to our follow-up article with more details on generating invoices on the go.

Download Billdu Today and Start Saving Time on Your Invoicing

Will Billdu, you can streamline your accounting and settle your invoices faster. We give you the tools you need to maximize your efficiency and stay up to date on everything that’s happening with your business.

Our time-saving features will change the way you issue an invoice. Sign up for free and give it a try.

We use cookies to make your experience better, to improve our services, and for advertising. By continuing to browse our site, you agree to accept our cookie policy

Continue