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Important Information Needed to Make Your Invoices Look Professional

A professional looking (and professional feeling) invoice can definitely go a long way in planting a seed of trust and comfort with your clientele.  In fact, a neat, legible, one-page invoice can make the difference between receiving a payment and your invoice winding up in someone’s trash can.  In addition, the professionalism displayed by your invoice can be a factor in whether or not you get another order/sale/request for service from that customer.  In other words, every little detail makes an impression.  Many times, the last thing your customer sees as a representation of your business is when they are paying the invoice what impression do you want to make?

So other than using Abakoos Invoicing Software how can you make sure your invoices mean business and succeed in delivering payment? 

1. Neat, legible, well organized format - a nice header, easy to read, and consistent font types, and black on white type is the best way to go for a proper looking invoice.  Don’t make your invoice’s formatting sloppy, using mismatched fonts and colors, or crumbled up, dirty, or torn printouts. The person opening up the invoice needs to feel that some time was put into creating the invoice, not being underneath a couple of boxes of pizza from your office party.

2. Use only one piece of paper - don’t send a 20 page long printout of every item purchased, or service rendered, or some shipping order off of the factory floor condense everything into a few line items and send it off. This saves aggravation for your customer and it also saves a couple of bucks.  The easier it is for your customer to identify the bill, the products and services they are being billed for, the easier it will be for them to process payment.

3. Invoices are to be typed, not hand-written - Hand-written notes should be saved for doctor’s prescriptions, not an official document requesting payment. Hand-writing is often sloppy, messy, and sends the message that you rushed to get something on the invoice that you almost forgot about, or that you just ran out of printer ink. If you need to send a client something in hand-writing, use a Hallmark card.

4. Use a white envelope with clear mailing address front - Don’t use a small, personal envelope with an I Love Lucy stamp from the post office to remind someone that they owe you money. Use the standard #10 window envelope with your corporate logo and letterhead to handle this task.

For those of you already using Abakoos’s Invoicing Software, you don’t need to worry about whether your invoice is going to look professional or not. Our invoices are clear, easy to understand, and to the point, representing your business extremely well.  For those who haven’t tried our invoicing software, we welcome you to give us a try and follow some of the simple, yet effective, steps outlined above.