Jamie’s Rules of Invoicing

1. Invoice numbers must be unique, sequential and shown on all invoices.  I would always recommend using an accounts package to raise your invoices.

2. Payment terms must be stated clearly on your invoices along with the payment due date so your customer knows when you are expecting to receive payment.
 
3. Payment options must be stated on your invoice, i.e. how can your customer make payment?  You should offer several different methods of payment to make it as easy as possible for your customer to pay you.
 
4. Once you have sent an invoice to a customer do not delete it if your customer changes their mind, or if there is an error that needs correcting as this will cause confusion later on.  Instead raise a credit note to show how the error has been corrected, or to cancel the invoice completely.
 
5. If your customer sends you a purchase order number you should include it on your invoice to make their job easier when arranging payment to you.
 
6. If you are offering a discount show the reduction on your invoices, don’t just lower the price.  This way your customer knows they are getting a good deal, and when they tell others about your prices they know how much you usually charge.
 
7. Raise invoices within 3 days of fulfilling the order and send out immediately.  Any delay in billing your customer will delay when you receive payment.
 
8. Invest in an accountancy package that will look after your invoices for you.  It may seem like a hassle to set up, but once in place it will save time.  An accountancy package will also let you know which invoices have not yet been paid so you can speak with your customers about them.
 
9. Clearly list what you are charging for so your client understands what they are paying for.  A breakdown of your products/services will be understood more readily than a single line item for the complete cost of a job.

10. Invoices must show your contact information; name, address, phone number, email address.  You need to make it easy for your customer to contact you if there are any problems.