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As a freelancer, there is no better feeling than when you receive payment for the work you have done. Ensuring that this is done smoothly (by using professional invoicing software, for example) will not only help propel your business forward, but it will ensure you have a successful working relationship with clients.

A social media marketing invoice is a record of purchase that informs and allows the customer to pay for the social media services you have provided, based on a solid invoice template. It helps ensure that you as a freelancer get paid in good time. Remember, delays in payment can easily ruin your business. A service invoice features details of the transaction while focusing on the specific services that were offered to that customer and the agreed amount.

The benefit of creating an invoice is that it protects your cash flow while helping you maintain proper records and meet your tax obligations. When sending a social media marketing invoice you have to keep in mind the fact that as a marketer, you always have a knack for grabbing attention. Every interaction with your client is an opportunity to showcase your expertise and professionalism. Meaning it’s crucial that even your social media management invoice presents the same spark as you do.

Social Media Invoice Template
‍Image Credits: templates.office.com

What to consider first in the social media invoice template

Before you start creating social media marketing invoices for social media services rendered, you should have a procedure that involves setting up and organizing client accounts. Invoicing haphazardly will make the process harder than it should be. Plus you need to look at the invoice as not just a way to get paid but another way to market yourself.

This essentially means that you have to ensure that the social media management invoice is properly drafted and professionally presented. There are a few tips below that can help you get started off the right foot: 

1. Invest in accounting software for your social media invoice template

Accounting software has made record keeping much more manageable. Besides being tools for record-keeping, most accounting applications today feature a point-of-sale feature that allows you to complete transactions regardless of your location. Accounting software is one of the best ways to create a professional invoice. Good software will enable you to create recurring social media management invoices for your clients.

Versatile applications work on both mobile devices and personal computers; thus you can update your records or even mail them from wherever you are. Managing your invoicing and sales thus is made much more manageable with an accounting application. The accounting software makes your social media marketing invoice more professional looking and uniform.

2. Set up bank accounts in the social media invoice template

Although this seems like a no-brainer, some small companies overlook the need for a business account owing to the size of the business. It doesn't matter how small your business is, having a business account will not only help you but it makes payment easier. A business account makes managing your money much more straightforward, plus it also gives you the ability to accept cashless payments for your social media management invoices.

Without a facility to receive real-time cashless payments, your business will be in big trouble considering your niche is social media! You have to understand that working on online business means that you will come across a lot of cashless payments. Therefore setting up a bank account is a good step towards effective invoicing. Business accounts also offer facilities like overdrafts and loans which are not readily available for personal accounts.

This step will give your company a financial advantage if you need extra funds within a short time. As a freelancer, you must have an effective way to manage your finances. Cash makes it easier to overspend and not plan on business growth. 

3. Know your client's details with the social media invoice template

It is more professional to understand the person you are in business with. This secures your business growth because you will avoid frictions when you understand their interests and needs. And having sufficient information about them is more important when drafting a social media marketing invoice. 

Knowing their (business) names isn't enough. Before even thinking of drafting a social media invoice, make sure you know all the relevant information about your clients. It is almost common sense that you have the details of the person you are invoicing. As a freelancer, you may be having several clients, ensure that the social media management invoice details the services and the platforms you used for the client.

Details such as their physical location, their phone numbers, emails, contact person's names as well as their various businesses that are on social media platforms. Details can also include the breakdown of the services offered to the specific client, mixing information can mess you as a freelancer.

4. Consistent invoicing policies with the social media invoice template

As a freelancer, you need to ensure that every interaction with your client is an opportunity to appear professional. Sending a social media marketing invoice is no exertion when it comes to professionalism. Ensure that the invoicing policies remain consistent. You can agree on the policies with your clients beforehand to ensure there are no disputes. 

It is okay to include some of these policies on the social media management invoice. An example of the policies to include in an invoice can include, provision to charge a fee if payment is late. Consistency also means that you have a specified time to invoice, let the client know that at a particular date they should expect to receive an invoice from you.

5. Modes of payment in the social media invoice template

Before sending the social media invoice, make sure that the client is already aware of the payment channels available. Also, if there are special terms and conditions, let them know beforehand. Ensure that everything is addressed and agreed upon. Ensure that the due date for payment and services rendered are clearly stated. For example, if payment should be made within a fortnight of receiving the social media marketing invoice, let your customers know. Let them know if there are allowances for partial payments and if there is a refund policy, let them know too.

Ensure your clients also understand whether or not there will be any interest if payment is delayed. Of course, all these factors should be dealt with while you are setting up the business before you even bill your first customer. Nonetheless, ensure that you and the client are on the same page regarding payment modes. This clarity helps you get paid faster, without the client having to take you through questions. You should either have the agreement done before the ensuing of the project or right before you send the invoice.

6. Dispute resolution channels in the social media invoice template

Disputes can bring an end to your business. Ensuring that you have measures put in place for anything arising issues, prevents disputes. Always take time to think about disputes and research on viable solutions. Always have an open communication policy with your clients so that they can give feedback if they believe there is a better way of handling their business. And in case the client has any queries to make concerning the project or the services you are offering, they can easier communicate.

This step reduces the chances of delayed payments due to disputes or non-compliance by the client. Essentially, this step helps protect your interest and those of the client. You don't want to have to deal with issues right when you need payment done. Communicating all through the project and having dispute resolution avenues ensures that your business runs smoothly. It also shows that you care for the clients, which will encourage them to continue the working relationship with you.

Social Media Invoice Template Sample
‍Image Credits: hmce.info

7. Accept different payment types in the social media invoice example

Ensuring that you are open to different payment methods will save you a lot of stress. It also ensures that you get paid quickly and on time. The more payment types you accept the easier it will be for the client to work with you. Put the client into consideration, working online you are probably in different zones with the client. Plus in a digital world, diversity makes you look more professional as a freelancer

Remember, that as a freelancer the more clients you keep the more income you are guaranteed to receive. Therefore ensure that you avoid anything that can make working with you stressful for the client. Also the easier it is to work with you, the more clients you will get to work with for longer. In other words, ensure that as you send the social media marketing invoice, it should not become your last.

What should the social media invoice template contain?

There are a few details all invoices should not miss. These details include:

  1. The word 'invoice' must be visible on the document. This will work to help the client understand what the document is all about, especially when dealing with busy individuals.
  2. The particular social media invoice's unique identification number. The number, which is usually placed at the top right or left corner of the document, will always be linked to that specific bill.
  3. Your company details including names, address, logo, email and any other necessary contact details. These details portray you as a professional who knows what they are doing. Similar information about the customer should also be included.
  4. A description of what you are charging for. What services are you charging? Make it easier for the client to understand which of the services you have offered he is paying for. This is where you can include the rates, hours worked or quantity provided.
  5. The date(s) the services were offered. Essentially, this is about providing as much information on the invoice as possible. This ensures that there are no disputes that could delay payment. 
  6. The date of invoicing (the date on the invoice).
  7. The total amount being charged, including value-added tax if applicable. Ensure this is visible on the social media marketing invoice to ensure there are no cases of incomplete payments. 
  8. Ensure to highlight or put in bold the due date for proper visibility.

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