You spend most of your time repairing your client’s personal computer, laptop, Mac, etc., and you deserve to get paid in a timely manner for your hard work. But when running a business solo, this may not always be the case. If you find yourself struggling to get your business clients to pay, you may have a faulty billing process, starting with your invoices.
When it's time to request payment, you need a professional document that helps you get paid on time and build a trustworthy relationship with your clients. A good way to achieve this is by creating your own PC repair invoice template that already includes all the necessary business information so you can easily fill it in after each service. Let's go over the vital elements you must cover on your invoice template.
Note: Use Bonsai's invoicing software to automatically create and send perfect invoices, payment reminders, add late fees and more. Our tools help you achieve ultimate billing efficiency and save valuable time so you can focus on your passion, not your paperwork.
Essential Elements of a Computer Repair Invoice Template
When creating your computer repair service invoice template, keep in mind your customers should be able to easily identify the charges and payment instructions. You don't want waste time with clarifications or refunds due to misunderstandings. At the same time, ensuring all company-related details are in place will help you maintain your accounting records organized and ready for a smooth tax season.
To ensure all the important information is always covered add the following vital elements to your invoice template.
Computer Repair Business Information
The first section of your computer repair invoice template is for your business information. Start with your full name (or company name), phone number, email and company address. You can also mention any services you specialize in such as data recovery, spyware/malware removal, hardware installations, etc.
For more professional invoices, add branding elements like your company logo, slogan, or industry-related imagery that will make your invoice unique and easily recognizable.
Client's Information
Next, include a section for your customer's full name (or business name) and contact details such as telephone number, billing address, and client ID number if you maintain a database. You could also add an order reference number to easily track the services provided and payments. If you send digital invoices, include your customer's email address.
Invoice Number and Date
It's important to assign a unique invoice number to all of your invoices which will help avoid delays in payments as some of your customers (especially large companies) will not accept unnumbered invoices. You must also include the date when the invoice is sent so you can easily determine the payment deadline and charge the applicable late fee.
PC Repair Services
Include a section large enough to provide an itemized list of the computer repair services rendered. Add a short description of each service including the unit price and the total cost. If you charge on an hourly basis, specify the amount of hours spent working on each task you can use a task tracking tool for this), or alternatively the time spent on the complete project. Then add the hourly rate and total labor cost.
You must add separate lines for extra charges like parts replaced due to hardware damage, emergency service, travel fees, etc., always providing a description, even if these were previously discussed with your client.
Totals
When providing the total amount due, you want to add at least three lines so you can separate the total cost of services before taxes (subtotal), then factor in the applicable service tax and specify the grand total to pay. This is also the place to highlight any discounts provided to corporate clients, referrals or high-volume work, by subtracting the discounted amount from the subtotal (negative value), before you add the taxes.
Payment Details
Including the right elements on the payment section of your computer repair service invoice template can make a difference in getting paid on time. You want to start by providing a list of all accepted payment methods including checks, cash, ACH transfers, debit/credit cards and online payments like Apple Pay, Stripe or PayPal. Don't forget to add the corresponding account holder's name, bank account numbers and payment links.
Then, disclose your payment terms which include the invoice due date, partial payments, applicable late fees, and any payment arrangements you might offer. Your customer must clearly understand when and how you expect to get paid.
Invoice Notes
If you have any extra space at the bottom of your computer repair invoice template, add one last row to leave a small note or thank you message to let your customers know that you appreciate their business. This is a great way to strengthen the relationship with them which can easily lead to more work, good reviews or valuable referrals.
Alternatively, you can further promote yourself by mentioning any extra services you provide and you think might be of use for your clients. Another idea is to offer a discount for another device or a future service as well as letting them know of upcoming promotions.
Use Our Free Computer Repair Invoice Template
Creating your own invoice templates can be a daunting task, especially if you recently started your business and need to stay on top of every single detail. But don't worry, you don't have to do it yourself. Simply download Bonsai's free computer repair invoice template to professionally create invoices that get you paid faster. You can fully customize our invoice templates to fit your business needs ensuring perfect invoices every time.
Once you have personalized your invoice template to your liking, save it in your preferred file format (google sheets, adobe pdf, microsoft excel, etc...), and use it to bill your clients consistently after every job performed. You can also integrate multiple options for online payments and link your business checking account to instantly access your funds after every job. Get ultimate invoicing efficiency with Bonsai!
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