This modern day has left many options to send invoices. This can be a benefit, but it can also be a disadvantage.
If your client isn’t used to using a specific invoicing system, this may affect your income. Or maybe your client has their own invoice management system you’re not used to.
So which invoicing system do you use to improve invoice management? You specifically want to look for an invoicing program that easily allows you to transfer funds that’s cheap and convenient to use.
So which programs help the process of invoice management? If you rely on invoices for payments, it’s best to be knowledgeable in several invoicing processes. Take a look at these 8 invoicing programs and methods.
This is the most basic part of the invoicing process. When compiling your invoice, have a checklist of the tasks you performed, the hours you worked, and if applicable, break down each of these points in term of compensation.
It’s helpful to include this information:
- Contact information (email, phone number, etc.)
- Address (if you receive physical checks)
- Tax ID (if you’re being paid through your business)
- Any information regarding individuals who handle billing
Try to be as thorough as you can. Report any breaks you took, include your exact rate of pay, and the days you worked.
It’s recommended you work on the checklist as you work, not in crunch-time right before your invoice needs to be submitted.
We live in an amazing world where everything is done conveniently without human assistance, and an improved invoice management system is included in this mix.
Accounting software is available which automatically integrates order and billing processes into reporting systems.
Your reporting procedure will improve and you won’t need as much assistance from an accountant. Since there’s no middle-man, automated invoicing speeds up the time you receive your payment.
And since this type of invoicing is done automatically on the same program, it will ultimately reduce the cost of invoicing procedures.
Look into integrated accounting software such as QuickBooks, if you haven’t. Automated invoicing can be done online or through a downloadable program, depending on your preference.
3. Electronic Invoicing
Most professionals are switching to electronic invoicing because of the convenience. However, there are more reasons to make the switch from a paper-to-electronic invoice management system.
The most important reason is improved security. Electronic invoices combat fraud by utilizing digital signatures and immediate transfer.
With electronic invoices, you avoid the step of printing and sending paper invoices.
You don’t have to wait to receive your invoice — some electronic invoicing programs allow you to receive compensation immediately. And the environmental professionals appreciate saving paper.
You even have options to pre-design your invoices and download reusable templates to expedite the process. With Billdu Invoice Maker, you can easily customize one of our professional invoice templates.
4. Online Payments
Online payments have become the preferred and most effective method of receiving money. And the reason why is simple: online payment systems are quick, easy to use, and you receive money immediately.
They link to your bank account for easy transfer. This type of transfer prevents checks sent by mail, so no significant amount of time passes between your payment being shipped and received.
Your account information is safe from your employer and also from hackers.
These systems use powerful encryption so there will be no issue accepting a large amount of compensation from your employer.
Common examples of online payment programs include PayPal, Venmo, and Stripe.
5. Other Types of Money Transfer
If you don’t wish to use an online payment program, there are other payment methods you can use that are just as convenient and fast. These payment methods are just as straightforward and easy to use as online payment systems.
This service uses an Automated Clearing House (ACH) to immediately transfer funds into the employee’s bank account. The company will require your account and routing number and may require a physical check from you.
Using the direct deposit method completely eliminates using physical checks.
Debit/Credit Card Merchant Account
This is when you give a debit or credit card to an employee and load their payment on the card. Just about all major card carriers have this service available.
The fees are low for the employer, which makes these cards a convenient option.
Believe it or not, businesses still hand out physical checks in 2017. This is often the least-approved way — you have to go to your bank and deposit the check, and other issues regarding security and shipping issues could occur.
But generally, paper checks have been the tried and true way to pay employees.
You can expedite the process by depositing the physical check into your account by taking a picture and uploading the picture into your bank’s app (if applicable).
Even though so many factors contribute to secure and effective payment transfer, monitoring is still the key to best invoice management system practices.
Get in the habit of regularly monitoring your invoice system. Make sure your invoice was sent out and that payment was received.
7. Establish Reminders
While you’re monitoring your invoices, you want to make sure your employer remembers to pay you. Send automatic payment reminders to your employer(s).
Send these reminders the day before. Make sure you use an automatic program — you may not remember to send them manually, which could result in a late payment.
8. Reduce the Amount of Accounts Receivable Days
To get you in the habit of monitoring your invoices and get your employer in the habit of sending your payment on time, reduce the number of accounts receivable days.
The accounts receivable days is the number of days between when your employer sends your payment and when you receive the payment.
A good rule of thumb is to receive a check every week to be sure you’re getting paid frequently.
Time to Improve Your Invoice Management System
It’s best to exercise invoice management as efficiently as possible. You want to receive your payment on-time and in the most convenient manner.
By exercising best practice when making and sending your invoice, you’ll be able to quickly receive payment.
If you need to find invoicing software, our technology helps businesses conveniently create invoices on the go and send them through the web and even on smartphones (we have iPhone invoice app, iPad invoice app and Android invoice app available).
Your business started with a passion and evolved into something that you’re proud to call your own. Now it’s time to get your finances in order so you can endure the long haul. The first step in handling your business’s finances is to create a budget.
“By creating a budget, you’ll be able to hold the company accountable for its expenditures, reduce costs, and prepare for a worst case scenario. It serves as a measurement tool that can visually illustrate if you have enough cash to operate or to grow,” says Lisa Knight of The Strategic CFO.
Without a dedicated CFO, however, creating your first business budget can seem overwhelming. Use these simple steps to assess costs and take a good, hard look at the financial statements and long-term financial health of your business.
Start With the Right Tools
You can do you entire budget manually. With technology, however, there are a variety of resources and tools that will guide you along the process. Here are a few for getting started, with an option for business owners at every stage of the budgeting process.
● Templates: Keep it simple by starting with a downloaded budget template that will guide you through the process manually. If you’re a hands-on learner, this may be the best place to start.
● Simple budget calculator: Next, get some basic numbers in place with this simple budget calculator. The only details you need are: money in and money out. You’ll see how much you’ve saved or over-spent, giving you a benchmark for improving in the coming months.
● Automate: Finally, check out these 10 programs and apps for business budgeting, all of which will help automate the process as you move forward.
Know The Numbers
Math-minded or not, business owners need to deal with numbers every single day, especially when it comes to managing operational costs, ROI, revenue and more. To get your budget started, track your financials e.g. using an income and expense tracker app. Focus specifically on the following:
Starting and running a business costs money, but do you know exactly how much? If you don’t want to end up in the red, you need to take a good hard look at these numbers. Costs can be broken down into three categories: fixed, variable and semi-variable.
● Your fixed costs are the ones that don’t fluctuate; your monthly rent, staff salaries and material costs.
● Variable costs can change based on production, output or other factors. For example, your phone bill is a variable cost if your provider charges a per-minute fee.
● Semi-variable costs are a combination of fixed and variable. For example, if your energy company charges a flat rate but also charges a kilowatt per hour (kwh) charge, than your costs will fluctuate based on the amount of energy you use.
It’s especially important to note the potential operating costs, not just of your business, but of an office space if you’re going to sign a lease. This is where much of your monthly expenditures will be spent, so it’s important that you understand exactly how costs are broken down, what the landlord will cover and what your responsibilities are as the tenant.
“Operating expenses represent a cost center to the tenant,” according to Laurens Nicholson, principal and director for Windsor Aughtry. “For example, will all building expenses be passed directly through to the tenant, or will expenses be passed through once the expenses exceed a certain dollar amount?”
List these costs in a living document that can be updated monthly or quarterly, depending on your needs. When it comes time to sign a lease, or make another significant financial commitment with your business, you’ll be prepared to ask the right questions and budget the appropriate amount of money.
Now that you know your total costs, you can determine how much revenue you need to cover your expenses. Of course, you want your profit to be in excess of your costs, but by how much? This is your profit margin.
“Gross profit margin is a financial metric used to assess a company’s financial health and business model by revealing the proportion of money left over from revenues after accounting for the cost of goods sold (COGS),” according to Investopedia. “Gross profit margin, also known as gross margin, is calculated by dividing gross profit by revenues.”
Note that your cost of goods sold includes material costs to make your products, as well as the labor costs to pay your staff.
Now it’s time to figure out how you’ll maintain that profit margin, and determine what happens if you don’t. Can you afford to keep staff or your office? With a plan, you’re ready to take action when and if the time comes, rather than being caught off guard. Learn more about calculating profitability ratios.
Include an educated prediction of your revenue when creating your first business budget. Your revenue forecast should include total sales and price per product. To find this information, you’ll need to conduct market research. This provides insight into how much you should charge, average revenue for your industry and more, will help you accurately forecast revenue and set profit goals.
If you’ve never done market research before, check out our simple guide, “3 Steps to Do Market Research.”
Get Your Taxes in Order
As a small business owner, there are a few things you need to know about taxes and budgeting. First, you will need to pay estimated taxes multiple times a year based on income and revenue. If you miss these payments, you can be subject to a hefty fine. Build these estimated tax payments and due dates into your budget so you know how much to put away in between tax periods. Use this tax calendar to get all of your dates set.
You’ll also qualify for deductions and write-offs that will save you money come tax time. “Although startup expenses differ by industry, most business types can deduct investigational costs related to researching markets and analyzing products,” according to April Maguire from Quickbooks.
Maguire continues, “Additionally, startups can deduct costs accumulated before they open for business, such as training employees, attending trade shows and seminars, locating suppliers and advertising to potential clients.”
Keep track of all expenses and receipts, both online and hard copies. This will allow you to prepare for tax season and the unexpected tax audit, if that should happen to you.
Create a strong foundation for your business with a good budget. While you can write this yourself, connect with a financial professional who can provide guidance and feedback throughout the year. Even math-minded entrepreneurs and business owners will need help, and it’s better to have someone on your side who knows what they’re doing than get caught in a costly situation.
In the end, a budget will be your lifeline when things go off the rails—which they will. With a financial plan in place, you’ll be ready to navigate the bumps along the way, allowing you to be successful for many years to come.
BIO: Jessica Thiefels has been writing for more than 10 years and is currently a full-time writer, consultant and business owner. She’s been featured in Forbes and Business Insider and has written for Manta, Virgin, StartupNation and more. Follow her on Twitter @Jlsander07 and connect LinkedIn.