Preparing Invoice Templates From Scratch
Running your own business entails discipline and close monitoring of your products, services, purchases and etc. To help you keep track, documents in the form of invoices or receipts are necessary. Here are the important things you need to include in you invoice template:
1. Company details
This is the name of your company, and includes the address, contact number and in some instances, the proprietor's name can also be placed. More importantly, the company's VAT number should be placed.
2. Invoice number
Assigning invoice numbers helps you keep track of the specific items shipped or purchased from which client. This unique number can actually be a combination of letters and numbers. This provides for easy tracking as the assigned series is exclusive only to you and your client.
3. Dates
There are only two dates that are important in an invoice template and these are the ones that reflect on the document. These are the date the invoice is raised and the date by which the payment is due.
4. Client Details
Client details should include the client's name, address and contact number.
5. Fees
This is where the gross amount of the invoice made is reflected. Along with it, the description of the item/s or type of service provided. Also included is the VAT number if available and the total amount due.
6. Payment Terms
Clear agreement on payment terms should be written down on the invoice template. This helps prevent misunderstanding between the client and supplier. It also helps establish terms of payment in a clear, concise manner.
In order to create your own invoice template, you can use a variety of existing software available today. Most widely used are Microsoft's Word and Excel which provides a basic customizable format for your invoice templates. When choosing to send the invoice through email, you can change the file into a PDF format so that it can be sent over to the client.
Make sure you check the document for any spelling or grammatical errors. Also, double check your computation - you wouldn't want to sent the wrong amount of due fess to the client. Produce two copies - one to be sent to the client and one for your records.
Many people find the task of making an invoice template difficult and tricky. As long as you put all the important things in the document, you should be good to go.
1. Company details
This is the name of your company, and includes the address, contact number and in some instances, the proprietor's name can also be placed. More importantly, the company's VAT number should be placed.
2. Invoice number
Assigning invoice numbers helps you keep track of the specific items shipped or purchased from which client. This unique number can actually be a combination of letters and numbers. This provides for easy tracking as the assigned series is exclusive only to you and your client.
3. Dates
There are only two dates that are important in an invoice template and these are the ones that reflect on the document. These are the date the invoice is raised and the date by which the payment is due.
4. Client Details
Client details should include the client's name, address and contact number.
5. Fees
This is where the gross amount of the invoice made is reflected. Along with it, the description of the item/s or type of service provided. Also included is the VAT number if available and the total amount due.
6. Payment Terms
Clear agreement on payment terms should be written down on the invoice template. This helps prevent misunderstanding between the client and supplier. It also helps establish terms of payment in a clear, concise manner.
In order to create your own invoice template, you can use a variety of existing software available today. Most widely used are Microsoft's Word and Excel which provides a basic customizable format for your invoice templates. When choosing to send the invoice through email, you can change the file into a PDF format so that it can be sent over to the client.
Make sure you check the document for any spelling or grammatical errors. Also, double check your computation - you wouldn't want to sent the wrong amount of due fess to the client. Produce two copies - one to be sent to the client and one for your records.
Many people find the task of making an invoice template difficult and tricky. As long as you put all the important things in the document, you should be good to go.
Some software also allows you to generate other documents, like Quotation, Receipt, Delivery Note, Purchase Order. This is important as it can greatly improve your company internal process and reduce tons of paper works.
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