What should be included in invoices you send, to ensure quick payment?
When creating an invoice you should always try to include the items below. This will leave no un-answered questions and should ensure swift payment.
Label the document as – Invoice
Identify the document with the word ‘invoice’ this will differentiate it from any other correspondence like a credit note or receipt.
Addresses
Ensure your details are correct including your trading name and full businesses address. You should also include contact details so they can get in touch with you in there are any queries.
The same company details should be included for your customer so the invoice can be used for accountancy purposes.
A unique invoice number
All invoices should have a unique reference so this can used to quickly identify it should there be any need to look it up.
The easiest way to keep unique references is to use a sequential numbering system. This can contain numbers and letters.
A description of the reason for the invoice
A clear description of the goods and services that the invoice is relating too. The most effective way is to have each item on a separate line so it can be identified.
Where possible have a price for each line so if there is a dispute the whole invoice doesn’t have to remain unpaid.
Purchase order number
You should also detail on the invoice any PO number or contact details of the person who made the order.
Asking for a purchase order is recommended as this forms a legally binding contract.
The date the items were delivered / supplied
Known as the ‘supply date’, this is when the items were issued. The supply date can often be different to the invoice date but is usually within 30 days.
The Invoice date
Date of when the invoice was generated
The total amount payable
The sum total of all goods listed on the invoice.
You should also include:
Payment terms
Usually defined in your terms and conditions and agreed by your customer.
These are your terms for the length of time to pay and should be marked at the bottom of the invoice. For example, payment within 30 days.
How to pay the invoice
You should list the ways you would like the invoice paying with your preference at the top of the list.
Also ensure you remind the customer if there is an issue to get in touch asap.
