You provide professional tech support services, going above and beyond to ensure the success of every job. So when it's time to request payment for your hard work, you want to send professional invoices that reflect your efforts and get you paid faster. However, you don't always have time to write and proofread each invoice you send out.
But there's an easy way to ensure all important information is covered and your invoices are perfect without exception; create a tech support invoice template. You can easily fill in the client-specific details after each job and bill your customers with minimal effort. Read on to find out the vital elements you should consider to create bulletproof invoice templates.
Note: Create unlimited invoices and automatically follow up on client payments with Bonsai's complete invoicing software. Our tools are specially designed for freelancers and small business owners looking for a simple, efficient and professional billing system. Start now and take your business to the next level!
Essential Elements of a Tech Support Invoice Template
When creating your technical support invoice template, remember all charges as well as payment instructions must be covered in a way that is simple and easy to understand for your clients. At the same time, ensure all business-related details stay in place so your accounting records are always well organized. Let's review the essential elements your template must cover.
To begin your invoice template, add a section for your business information starting with your full name (or company name), phone number, street address, website and email address. It's also a good idea to mention any certifications and services you specialize in such as network administration, computer security, database maintenance, live online support, etc.
Make your technical support invoices unique and professional by adding your company logo, registered trademarks, and any other branding element which will also make them easily recognizable for your clients.
Next, include your client's full name (or business name) and contact details such as billing address, phone number, and email address if you're bill your customers via email. You may also include the client ID number to easily track payments. Keep in mind, if you are providing your services to large companies or corporate clients, you must also address the invoice to the right person in charge of the accounts payable department to avoid delays in payments.
Invoice Number and Date
Make sure to assign a unique invoice number to all of your invoices as this will help you maintain your paperwork well-organized and make it easy to refer back to the invoice for any clarifications or refund requests. Include the invoice date (when it was sent out, not generated) so you can determine the payment due date and apply any penalties for late payments accordingly.
Tech Support Services Provided
The next section of your invoice template is for an itemized list of all the services you provided (software maintenance, computer debugging, etc...). Include a short description, the unit price and total cost of each task. If you bill your customers on an hourly basis, specify the time spent on each service, the hourly rate and the total labor cost. You can attach a timesheet to provide more detail as to how the billable time was spent. Add separate lines for any extra fees, parts or products sold to your clients such as travel costs or office equipment.
On the totals section of your technical support invoice template, add at least three separate lines to provide the total cost of services and products before taxes (subtotal), then add the applicable sales tax, and provide the final amount due. This is also the time to highlight any discount you may have offered to recurrent or corporate clients, referrals, first-time customers, etc. If you do so, make sure to subtract the discount amount from the subtotal before adding the taxes. Don't forget to provide a short description so your client can easily identify the discount.
To increase your chances of getting paid promptly, make sure your payment terms are clear and easy to understand. Include all of your accepted payment methods such as credit/debit cards, ACH transfers, cash, checks and online payments like PayPal or Stripe. Add the corresponding account numbers, mailing address, and even payment links to make this process as simple as possible for your clients.
You also want to disclose the invoice due date, applicable late fees, partial payments or payment arrangements available as well as incentives or discounts for early payments.
Finally, use any extra space at the bottom of your tech support service invoice template to leave a personal message to thank your customers for choosing your services. You can also ask them to leave you a review online or mention any additional service you think they might benefit from. This is a simple addition to help you strengthen client relationships which may lead to more work from them in the future or even a referral.
Use Our Free Tech Support Services Invoice Template
You work hard to make sure your tech support company runs smoothly. The last thing you want is another time-consuming task like creating your own invoice template. Well, skip the headache and download Bonsai's free invoice template especially designed for get you paid faster and speed up your invoicing process.
Our tech support invoice template is very easy to customize so it can fit any project to maintain consistency and professionalism on every single invoice. You can also integrate multiple payment methods and link your bank account to have instant access to your money when your invoice is paid online. But why stop there? Use Bonsai's all-in-one product suite to experience ultimate accounting and invoicing efficiency!
With our administrative tools you'll be able to automatically send invoices, payment reminders, apply late fees, split invoices for partial payments, and get viewing notifications to make sure your customers never miss your invoices! Come on board, we've got your back!