If you own a computer repair business or work as a freelancer in the industry, you know how important it is to get prompt payments and maintain a good cash flow. Unfortunately, your invoicing process may not be helping you achieve this. If you are sending out simple invoices without putting much thought into them you might be wasting some valuable space that can help you get paid faster and even get you more business.
But you probably don't have time to write and double check every invoice you send out. Well, there's an easier way to send perfect invoices with minimal effort; create your own computer service invoice template which will ensure all important information is always covered so you can easily fill in the client-specific details and reduce the risk of errors. Let's go over the essential elements your invoice template must include.
Note: Use Bonsai's all-in-one freelancer product suite to step up your invoicing game. Our tools are especially designed for freelancers and small business owners who want to save time without compromising quality. Come on board, we've got your back!
Essential Elements of a Computer Service Invoice Template
When developing your invoice templates, remember the goal is for your customer to quickly identify the charges and understand how to get you paid. This means you must cover the services provided in a clear and simple way, while at the same time making sure all business-related details stay in place. For flawless invoices every single time, include the following essential elements on your invoice template.
Start your invoice template with a section for your computer service business information. Include your full name (or company name), phone number, street address, email and website. You can also add a few lines to mention any special services you offer such as computer maintenance, customization, data recovery, etc.
You can achieve more professional invoices by adding your company logo, registered trademarks, or any other industry-related branding elements to make your invoice unique and recognizable.
Next, add a section for your client's full name (or business name) and contact details such as phone number, email, and billing/shipping address. If you keep a database for your recurrent clients, add their ID and order number which will help you easily track client payments and service history.
Invoice Number and Date
It's important to assign a unique invoice number to all of your invoices as this will make it easier to keep your paperwork organized and refer back to the invoice for any refunds or clarifications. Not to mention, if you are working for a large company they might return unnumbered invoices, causing delays in payments. Don't forget to also include the date when you send the invoice so you can determine the payment due date and when it's time to apply a fee for late payments.
Computer Services Provided
Make sure you leave enough space on your computer or PC repair service invoice template for an itemized list of the different services provided. Include a short description of each (hard drive repair, antivirus installation, etc...), the unit price and total cost. If you charge on an hourly basis, specify the amount of hours spent working on each task (attach a timesheet for added transparency), the hourly rate and the total labor cost. You should separately list any extra fees for emergency repair service, special parts used, or products sold (office hardware, antivirus etc...).
On the totals section of your invoice template you want to have separate lines to specify first the subtotal (total cost of services before tax), then add any applicable taxes, and provide the total amount due. This is also the ideal section to highlight any special discounts for recurring clients, referrals or high-volume work, providing a short description so your client can easily identify the discount. Make sure to subtract the discount amount from the subtotal and then add the sales tax.
This section is arguably the most important part of your invoice template. You want your clients to easily understand when and how you expect to get paid, so providing clear payment instructions will help you achieve that. Start by listing out all of your accepted payment methods such as checks, cash, ACH transfers, credit/debit cards, and online payments like PayPal, Stripe or Apple Pay.
Don't forget to add the corresponding account numbers, mailing address, account holder's name and even links to pay online which will make the process as easy as possible. You also want to disclose your payment terms including the date when the invoice is due, applicable late fees, payment arrangements available and any discounts or incentives you provide for early payments.
Last but not least, leave a small section at the end of your computer repair invoice to add a personal note or a thank you message to let your clients know you appreciate their business. This simple addition can help you strengthen your relationship with them, encourage good reviews or referrals and eventually lead to more business.
If you have extra space you might also mention any other services you provide that you think your clients might benefit from as well as upcoming promotions. Take up all available space and use it to your favor.
Use Our Free Computer Repair Invoice Template
Creating your own invoice template can be a time-consuming task, and with so much on your plate, you may not even have a couple hours to spare. Luckily, you don't have to do it yourself! Simply download Bonsai's free computer repair invoice template which you can fully customize to fit your business needs and create professional invoices that get you paid faster.
Once your invoice template is personalized and ready to go, you can save it in your preferred file format (Microsoft excel, google sheets, adobe pdf, etc...), so you can consistently bill all of your clients. You can also integrate multiple payment methods and even link your checking account to instantly access your funds once your client pays online. Get all this and more with Bonsai's invoicing software. We help you save time so you can focus on your passion, not your paperwork.