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A marketing invoice or digital marketing invoice template is a communication tool that ensures that correct payments are made on time for products or services rendered. Given the simplicity of the idea, it seems like a task that requires the least amount of attention, however creating an invoice is part of a fundamental cash flow process. Invoicing doesn't just end with indicating the amounts owed. There is so much more that goes into creating a professional invoice template - all you have to do is start from a blank invoice template.

Every marketing freelancer expects payment at the end of every project. Since you’ve spent time and energy completing the assigned tasks, you wouldn’t want your pay to be delayed. While your client knows that they’re supposed to pay you at the end of the project, it’s your responsibility as a freelancer to remind them about it. And you’re not going to do this via messages or email. You’ll need to be a bit professional when requesting your pay as a freelancer. The simplest way to do this is to have a marketing invoice in place, maybe even use professional invoicing software. It saves you the stress of trying to put your project milestones and payments together.

So, what’s a marketing invoice and how can you design one?

With a digital marketing invoice template, even newbies in the freelance marketing world can create a marketing invoice that get them their pay. Well, it’s not to say that you should wholly rely on the template to produce an invoice, the digital marketing invoice template is more or less like a guide. It’s your responsibility to tweak it a bit to come up with a presentable marketing invoice. But even then, it’s not a difficult task. We already have some marketing invoice samples online, where you can borrow from. That’s a great idea, right?

Now, before you get down to business, it’s important to let you know why you need an invoice for your freelance marketing business. In that way, you’ll get a little bit more serious when designing one. Of course, the fact that a marketing invoice is the key to every payment should make you take it seriously. 

So, apart from being a payment gate-pass, what else can you get from a freelance marketing invoice?

Let’s roll it out below.

1. Your marketing invoice templates make an impression about you

In the freelance business world impression matters. Don’t imagine that since your client already awarded you the project you no longer have to struggle pleasing them. Well, completing their projects on time and doing the job perfectly is just enough to put a smile on their face, but it calls for professionalism for them to take you seriously and hire you again. Remember when you were writing your proposal, all you wanted was to create a lasting impression on your client, and truly you did just that. That’s why they awarded you the project. But here you are again. The business of creating a lasting impression and building their trust in you is still on. 

Just printing out a sheet of paper and mailing it to your clients says a lot about your organization. However, a well-crafted invoice is bound to lend a much more positive image to your organization. A poorly designed digital marketing invoice template with structural flaws gives the impression that your organization is run the same way – without flow. The invoices you generate will significantly hint at the quality of your services.

Therefore, as a marketing freelancer, you should take your time to design a marketing invoice that speaks well about your business and your brand as well. Depending on the digital marketing invoice template you pick on, you’ll find most of the information required divided into sections. All you need to do is to fill in your details and you’re good to go. But even then, don’t forget to customize it a bit. Some freelancers like it easy. They imagine by just entering their company details and maybe including a logo the marketing invoice is complete. Add a color theme and a few lines of your company description to make your invoice stand out.

Digital Marketing Invoice Template
‍Image credit: hazelwhicher.co.uk

2. Get the facts and numbers right in your marketing invoice template

The marketing invoice, in its purest form, is merely a professional form of asking your customers for money.  Thus, you have to be asking for the correct amount of money for the right service rendered. There is nothing as embarrassing as sending the wrong digital marketing invoice template to the wrong client. Besides being a source of anxiety for the client, it also exposes how tacky the operations management in your organization is. Repeatedly undercharging or overcharging clients won't leave you in business for too long, regardless of how excellent your products are.

Usually, clients want to pay you for what you’ve worked for and not unless they’re giving you a bonus for doing an extraordinary job, paying you extra cash may create bridges in your relationship. Therefore, you can only make sure you ask for the exact amount they owe you. The only way to achieve this is by designing an invoice. As we mentioned earlier, it’s as simple as getting a digital marketing invoice template online and packing it with your company’s details. With a marketing invoice, your figures will always tally with your client’s, and that builds trust in them.

To get the numbers right, start off by using time-tracking software and point-of-sale tools. These tools will allow you to charge correct amounts. No special skills are required here. All you need to do is to enter the amount you charge for your services and the software does the calculation. In this way you can be sure you only ask for what you’ve worked for. Not only is this beneficial to your client but also you. As a freelancer you wouldn’t want to carry out tasks that your client isn’t going to pay for. Therefore, by highlighting the cost of your services in the invoice you also ensure the client pays all they owe.  

Get good accounting software to make sure that you create a digital marketing invoice template that has accurate figures. The figures will be derived directly from your sales data, and this leaves little to no room for quoting inaccurate numbers.

3. Create your digital marketing invoices regularly

Create a reasonable schedule for sending out marketing invoices. Marketing gigs tend to take long, sometimes months, but this doesn't mean that your clients will only know of pending bills months later. It is possible for your clients to forget about the pending payments or the service rendered; it's worse when you have to remind them of the unpaid bills, yet they believe that you could be charging too much for the service.

Remember human is to err. While your client will always keep track of the work done and the amount they’ve got to pay you, sometimes they may just forget about some pending payments. As a freelancer, you know how hard it can be to start talking about pending payments. You can just imagine the argument that can ensue. Since you’d want your client to hire you again, you can only make efforts to maintain a good relationship with them. 

Well, it’s your right to get paid for what you’ve worked for, but you should ask for it in a polite way. That’s why you need to make use of a digital marketing invoice template to design an invoice for your freelance business. And it’s not a one-time event, you have to do this regularly after every project to avoid pending payments.

Your business cash flow depends on the efficiency of your invoicing process. If you invoice your clients on an erratic schedule, your business is bound to suffer from inconsistent cash flow. The most recommended habit is to invoice as soon as the work is completed, or if it's a long-term marketing gig, a pre-set invoicing schedule billed by the defining hours is encouraged. Good accounting software makes this process super-easy. Prompt invoicing also allows your customers to keep their accounts in good order, as well as opening up communication channels based on the nature of work done.

So, as you strive to complete your tasks on time, make sure you also invoice your client early enough. As you do this, don’t forget to include your payment deadline. You risk delayed payment if you fail to do this. Of course you wouldn’t want to keep reminding your client that they haven’t paid you yet, and that’s why you need to include a payment deadline in advance. This will prompt them to send you your payment as soon as possible.

4. Communicate about price changes before sending a marketing invoice template

Your digital marketing invoice templates should never be a source of unpleasant surprise for your clients. Nobody likes surprises, especially when it comes to money matters. Therefore, you’ve got to keep your client updated whenever there’s price change for the services you offer. While differences between the quoted price and the eventual total are sometimes unavoidable, it's better to communicate this issue to your clients in a timely fashion.

Sometimes the operational costs may have increased, leading to quotations exceeding the quoted price. When preparing the invoice, let the client know of these costs beforehand and if possible, come up with flexible ways the client can meet these costs. Ambushing your clients with an inflated marketing invoice, regardless of how justified, will only give you bad graces with your current clients.

By updating your marketing invoice from time to time, your client gets to familiarize with the new charges. However, before you make any changes to your invoice, it would be wise to let your client know of the changes in advance. That could mean sending them a notification before invoicing them. To be on the safe side, you can implement the changes in the next invoice. Don’t send them a notification today and include the changes in the invoice you send. They too need time to adjust and top up something on to their budget. 

In conclusion

Preparing a marketing invoice is more than just printing out a list of services and their costs. When the above issues are considered when making the invoice, then the invoice will go a long way in cementing your client's loyalty further. As a freelancer, you’re in the business of looking for new opportunities. The competition is very stiff in the market and you can only make it through by setting things right from the onset. Part of keeping your freelance business active is having a detailed marketing invoice that not only markets your company’s brand, but also spells out the amount your client owes you. And of course that builds trust in your client.

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