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Invoicing the clients you have served can be a time consuming and highly complex task. It is little wonder that more business entrepreneurs do not enjoy this task. In fact, more entrepreneurs prefer hiring some employees to take care of this part of the business. Accountants are capable of doing this job too. However, entrepreneurs who cannot hire employees for this work have the option of using a blank invoice template. The template simplifies your work.
All you have to do is to fill in the blank spaces with details of your customer. The blank template is a good model for somebody who has no idea how an invoice should look. It also helps individuals who do not any idea of the fields that should be on an invoice. With this blank template, you can create invoices in future without any difficulty.
The most important feature on the template are the fields that you should fill. Below are the fields you have to learn how to fill accurately.
An invoice number is an important tool for referencing any invoice you ever sent to any of your clients. Ensure that no invoice leaves your office to the clients without the appropriate number. The number is entered alphanumerically. It has its own space that distinguishes it from any other field.
This part of the blank invoice template is for entering the details of the person from whom the invoice emanates. Use this space or field for inputting the name of the business. You may also use it to enter your own name. Do not limit this field to your name or that of your business alone. Feel free to make it more detailed by filling it with:
The information you enter here makes it easier for clients to contact you.
This field is for entering details of the person to whom the invoice will be sent. It is the field where you enter the client’s information. Be as detailed and accurate as possible. Take care lest you enter the details of the wrong recipient. Feel free to enter the client’s or recipient’s name, or any of the following information:
Here, the person preparing the invoice should indicate the date of issue. This date will help with future reference. It indicates the date the service provider issued the invoice to the client. Once again, accuracy is required in this field too. The date is important in helping you to determine whether the client is late with payments.
The due date is different from the other date you wrote on the invoice. Enter this detail on the blank invoice template, since it refers to the date you expect the client to pay. It is advisable to choose a due date that is closer to the actual date when you sent the invoice. Do not give clients forever to settle payments. Clients tend to pay after the due date.
Balance due refers to the entire amount the client should pay you. The amount refers to the entire total the client owes you. It is a summation of all the taxes, payments, discounts, and individual line items that you expect the clients to pay. It also has to be on its own field so clients can see the figure easily and know what you expect from them.
Line items refer to the list of items (products or services) for which you are billing the client. It could be one or several items depending on what the customer wants. You have to accompany each line item with the amount it costs. A single line has various components, which you must indicate. The components include:
This field refers to the actual description of each item. The field is the space you set aside for describing the item you are billing the client for. It is advisable for you to be as detailed as possible with your description. There is nothing wrong with grouping the same or identical items together.
Quantity refers to the field or space you leave open for the number of identical items you grouped together. Simply use this field for entering the exact number of products you sold to the client.
Here, enter details of the amount you charge for each individual item.
The amount refers to the total figure representing all the items you sold to your client. For example, if you sold three identical items at a rate of $10 each, then the figure you ought to enter here is $30. It shows the amount you charge for each line of items. To get this figure, simply multiply quantity with the rate.
Sub-total refers to the field you set aside for the total amount of all the line items that you add. It is the total of all line items.
Do not forget this important field on the blank invoice template. In many states in the US, you are expected to enter sales tax. In the US, 45 states have sales tax. The sales tax is percentage-based. Failure to enter this percentage could land you in trouble with the tax authorities. Do not forget to fill this field with the relevant percentage or figure.
There is a formula for getting the figure to fill in this field.
The formula is subtotal + subtotal x tax.
Whatever figure you get after doing your calculation using the above formula is the total.
In some cases, you will find a client who is willing to pay a certain amount first before you even do anything. Enter that amount in this field if you were lucky enough to find such a client. Alternatively, the client probably paid nothing, but you offered him a discount. Enter that discount here. Some clients have credit with your business. Enter the credit here too.
To get balance due, you would have to subtract amount paid from the total.
This field refers to the notes you make for the client’s benefit. It could include something such as the manner in which you want to receive payment. You could put the information that helps clients who wish to pay you via wire transfers in this field too. Publish the mailing address where you wish the client to send any document or money to you here too.
All legal terms pertaining to the business or service you offer will appear in this field. The terms and conditions as well as warranties you offer also belong here. It is a good idea to consult your lawyer for more information on the terms you can include here too. You can always edit or change the terms as your business grows or experiences changes.
Listing your terms and conditions is one of the best invoicing etiquettes you must retain.
The blank invoice template is capable of helping you to avoid a few mistakes commonly made when invoicing clients. As earlier stated, invoicing is not something that business owners prefer doing. In fact, most of them rank invoicing close to the bottom of the list of priorities. What many of them do not realize is the fact invoicing is one of the most important tasks you can do. The progress – or lack thereof – of the business depends on invoicing. It determines how much cash flow the business has at any given moment. Invoicing is the key that makes it possible for your business to get the money it needs for different projects.
With a good blank invoice template, you never have to struggle with the issue of delayed invoicing. You are most likely to postpone invoicing when you have to prepare the invoice from scratch. However, the fact that it will only take you a few minutes to fill the template with the client’s details is enough to convince you not to postpone the work. With a template in place, you can fill and send it to the client immediately you finish the project you were working on. The sooner you prepare and send the invoice, the earlier you will be paid. The only time you are exempt from sending the invoice early is when a billing agreement with the client exists.
A blank invoice template offers you the chance of practicing and improving your invoice filling skills. The better you get at invoicing, the easier it will be for you, thus helping you to avoid making some of the mistakes associated with this process. One mistake commonly made is in relation to writing vague descriptions. Why don’t you use the blank template to learn to write detailed and clear descriptions? It is crucial to fill the invoice with detailed and clear descriptions of all the various services you rendered to the client. Fill the invoice with a detailed description of the products you sold too.
Proper descriptions help clients to know what you are charging them.
It also makes it easier for them to pay you.
If the invoice is higher than the amount you initially agreed upon with the client, you should send it with an explanation. Do not forget to explain any additional expenses that you had not informed the clients about if you expect them to pay. Otherwise, they may start doubting your professionalism and sincerity. Getting customers is a tough task. Do whatever you can to retain them. Include everything the client asks for in the invoice. Details such as purchase order or Employment Identification Number should feature on the invoice if clients ask for them. Do whatever it takes to make it easier for clients to pay you on time.
Similar to the importance of including proper and accurate descriptions is the need for ensuring the invoice has all the necessary details. Once again, you can practice how to fill the invoice with all the appropriate details using the blank invoice template. A good and professional drafted invoice should have all the details. It should have the name of the sender. It should also have the client’s details. However, you will have to familiarize yourself with the laws in your state or country to know the details that must appear on the invoice. Some of the most important details include:
Formatting is a crucial aspect of invoicing. Once more, use the blank invoice template to learn how you can format your invoice, so it looks professional. Some of the things – such as incorrect dollar amounts and spelling errors – you can change on your own. However, the focus should be on the manner in which you formatted the invoice. Sloppy formatting makes the invoice to appear too unprofessional, which would mess the image you are trying to build. Clients find it easier to understand the contents of the properly formatted invoice. Therefore, spare enough time to double check the invoice and ensure it is well formatted before sending it to your clients.
Whether you freelance full-time or part-time, getting paid is usually the most important part of your work, or at least one that you want to ensure happens on a regular basis.
In order to get paid, you have to fill in a blank invoice template in Microsoft Word and send it to your clients upon completion of the task or project.
Handling administrative tasks such as invoicing can take away valuable time from your workday, so getting as much work done in advance is a valuable way to save some of that time. Having a blank invoice template Word document makes invoicing easy.
Once it’s done, you simply open it, input information into the blank invoice template Word document, save a version of it with a new name, and email that version to the client.
Having a blank invoice template Word document will speed up your invoicing process, meaning the customer gets your invoices on time, shortly after the work is completed, and you’ll be more likely to get paid on time.
So let’s look at 8 key components of creating a blank invoice template Word document.
There’s a variety of document formats from which you can choose to build your blank invoice template. One of the most common is Microsoft Word, for a variety of reasons.
First, it’s easy to use for almost anyone, even if you’re not computer savvy. You don’t need to understand spreadsheets or formulas, and you don’t need to purchase any extra software to create a basic blank invoice template in Microsoft Word.
It’s easy to save in Word format, and then open the template, add information, and re-save with a new name. You can even save it as a Portable Document Format, or PDF, which makes it even easier to email, and easy for the customer to print. In fact, that step is recommended so the invoice can’t be altered after you send it.
In Microsoft Word, you have some options for building an easy blank invoice template. The best way to do this is by creating tables. In a table, you can have sections for your business information, the customer information, invoice information, and of course the work done and amount owing.
Tables can be modified to include a variety of cells, from a few to many, and of different sizes. Or, you can use several tables to build a blank invoice template Word document. You can “hide” the boxes or leave the cells with the outline showing. You can even add colored fill to the boxes, such as a yellow highlight where the total owing is shown.
Include a section for invoice number, which you will update with each invoice you create. This helps you track the invoices, when they get paid, and helps the customer identify the invoice if there are any questions. And, add a section where you will input a payment due date.
Every invoice you send will include the same basic information, such as your business information. So, create a section and input your business name, address, email address, website if appropriate, telephone number, and logo. Include a Tax Information Number if that’s applicable.
Make sure the information is what’s relevant to your clients. If you have an email address and/or phone number that’s dedicated to customer service, for instance, that’s what should go on the blank invoice template Word document.
One cell or section of the table should be for customer information. You can have generic terms in there, such as “Customer name,” “Customer address,” etc, which you will update for each invoice. If your clients are typically large organizations, include a line at the beginning “To the attention of:”, where you will add the name of the person who should receive the invoice.
Each time you create an invoice, you’ll open the blank invoice template Word document and update this section.
The next key part of the blank invoice template is the section where you will describe the work and the amount owed for each section of work or part of a project.
Typically, a table will have a row for each piece of work. Across the row will be a cell for the work description, a cell for quantity, if that’s applicable to your freelance business, and a cell for the cost of that piece of work. Examples for the quantity include number of graphic designs for instance, number of words in a blog article, or number of billable hours.
At the bottom of this table, on the right hand side below all the listed costs, will be a cell for the total amount of work completed. Below that could be taxes, if applicable, a cell for overdue fees, and a grand total owing.
In this section, add the relevant terms and conditions that will be part of every invoice you send. This is where you would state any overdue fees, which could be a percentage of the total amount after a certain number of days overdue.
If you’d like, include a cell at the bottom that can serve as a message box. In this, you can include a personal note with each invoice, thanking the client for the work, notifying them of the next deadline or milestone, or wishing them happy holidays or other such personal greeting.
Once you have your blank invoice template Word document completed, you’ll be able to put in place an easy and efficient invoicing system.
Each time you complete a portion of work or a project, open your blank invoice template. Input the relevant information for that client and that work. Update the invoice number and the payment due date. Double-check the invoice to ensure there are no errors.
Then save it with a new name, for instance, with the client name, or using the invoice number as a name. Convert it to PDF and send it to the client.
It’s best to do this as soon as the work is completed, and then set yourself a reminder to follow up if the client hasn’t paid by the due date.
If you’re finding one part of your invoice isn’t effective, make adjustments for future work. With your template, invoicing becomes a snap.
One of the least enjoyable aspects of a freelance business is sending invoices. Such administrative tasks usually aren’t the best part of being a freelancer.
But invoicing is obviously a key one. If you don’t send an invoice, you won’t get paid.
Luckily, there are ways to make it easier and faster to handle preparing and sending invoices. One of those is by having a blank invoice template Excel document ready with all the key sections ready in advance.
When you need an invoice, you simply open it, input information into the blank invoice template Excel document, and save a version of it with a new name. The invoice is quickly ready and you can send it off to the client.
Having a blank invoice template Excel document will speed up your invoicing process. By having invoice terms clear and consistent, it will make it easier for the client to pay without having questions about the invoice.
And that’s good news for you, because you’ll be more likely to get paid on time.
So let’s look at 6 sections you need to add to your blank invoice template Excel document.
Numbering your invoice may seem like a small and inconsequential item. But in reality, a numbering system must be a key part of your blank invoice template.
A number provides a unique identifier for that specific invoice. It enables you to set up a record-keeping system, whereby you track the invoices going out and the payments coming in. You’ll be able to easily identify invoices by the number, whether that’s when a client calls, or when there’s a question at tax time.
It’s also important for your client. The number is also how a client will identify the invoice if they call with any questions or clarification. It’s also how they can find the invoice if payment is late and you need to follow up. And, including a date with the number will add clarity to any questions about how long payment has taken.
So figure out your numbering system, and have a space to insert an invoice number and invoice date in your blank invoice template in Excel.
There must be two sections for business name and contact information.
The first is the name of your business, contact information, and a contact name, which is either yours or a designate. This is to ensure the client knows who to contact with any questions about the invoice. This section can be a permanent part of the invoice template.
There also needs to be a blank section for the client’s business name and contact information. This can be inserted for each invoice, but you could have reminders in each line item such as XXX Client, XXX Address, etc.
Also, if the person who will receive and pay your invoice is different than the person to whom you submitted work, be sure to find that out and include all appropriate contacts. You want to be sure the invoice gets to the right person as quickly and easily as possible, without getting lost in office mail. That helps ensure you get paid promptly.
This segment will be blank and you can update for each client and project. Make sure the section is big enough to allow for detail about the work. If you charge by the hour, that part of the formula can already be inserted.
It would also be handy to have descriptions of your various services ready for insertion into your blank invoice template in Excel.
The actual dollar amounts will be blank in this section, but you can create the cells for description of each aspect of payment next to empty cells where a dollar amount will be inserted.
For instance, you will have cells or boxes for each of:
This section can be part of the blank invoice template because the terms should be the same for all clients.
Clearly explain when payment is due, using clear terms: Payment Due in 30 Days, or Payment Due on X, which you can leave blank. You may want to check with the client to confirm their payment cycle, which will help you provide an appropriate due date.
If the invoice includes several payments, you may have to modify it slightly to create a payment schedule. Make sure you leave a reasonable amount of time between the completion of the work and the payment due date, such as two weeks.
Make it easy for the client to pay by explaining the different payment options in this section. And if possible, make it even easier by having a number of methods by which the client can make payment.
Late payment terms can also be included in your blank invoice template, since you should have a late payment clause for any client. It may seem like a difficult thing to consider, but clients will understand that you’re running a business and can’t wait forever to get paid.
Requiring additional payment for being late can add some urgency and encourage the client to pay promptly. And while it doesn’t mean you’ll get rich from the fee, it will help compensate somewhat for your time and effort chasing payment.
Late payment fees can be a flat rate, in which case they can be inserted into your blank invoice template in Excel. Or you may choose a percentage, which could be built into a formula.
Make the late payment a line item so that if you have to do a follow-up invoice, it’s easy to add and the description is already in place.
Check the invoice for mistakes before submitting it to your client.
Finally, it is also worth noting that the invoice can be a highly effective marketing tool. For this reason, give it all the attention it needs. Do not fill it while in a hurry. Take your time to check that it has all the details required to convince the client to pay what you are owed. At times, clients fail to pay on time because you send them mistake-riddled invoices. Use the blank invoice template to learn everything you need. Use the template as a learning aid. Use it to practice invoicing.
Therefore, get your invoice template today and learn invoicing using it.