Preparation of Invoices
Purpose
To ensure accurate and timely billing of goods and services rendered, and to maintain proper documentation for accounting and client reference.
Required Information
Before preparing an invoice, gather the following details:
- Client name and address
- Date of issue
- Description of goods or services provided
- Applicable taxes (GST, VAT, etc.)
- Payment terms (e.g., Net 30, Due on Receipt)
- Invoice number (unique, sequential)
- Purchase order (PO) number (if applicable)
- Quantity and rate
- Total amount payable
- Bank details or payment instructions
Steps for Preparing an Invoice
Choose an Invoice Template Use a standardized invoice template (Excel, Word, or billing software) to ensure consistency.
Enter Seller & Buyer Details
Include full legal names, contact information, and billing addresses.
Assign Invoice Number & Date
Use a unique invoice number for tracking. The date should reflect when the invoice is issued.
- List Products or Services: Provide a clear description, quantity, rate, and line total for each item or service.
- Calculate Subtotal, Taxes, and Total: Add applicable taxes and calculate the grand total due.
- Include Payment Instructions: Add bank account details or online payment links. Mention payment due date and terms.
- Review and Send: Double-check all details for accuracy. Send the invoice via email, accounting software, or post, depending on client preference.
Best Practices
Ensure all invoices are backed by contracts, work orders, or delivery notes.
Maintain a record of all invoices issued and payments received.
Follow up on unpaid invoices as per the credit policy.
Clients Feedback
“ The CRM solution we implemented has been a game-changer for our business. It's easy to use, improves communication across teams, and has significantly increased our customer retention. The support team was incredibly helpful in getting us set up. Highly recommend it to any business looking to streamline their customer management!”
John M
“We’ve seen a noticeable improvement in our customer interactions since adopting the CRM service. It’s intuitive and has helped us better track leads, manage relationships, and personalize communication. It’s exactly what we needed to elevate our business. The transition was smooth, and we’re already seeing results! ”
Sarah L
“ This CRM solution has exceeded our expectations! It’s transformed the way we handle customer data, making our processes more efficient. The analytics features have provided valuable insights that have helped us improve sales and customer satisfaction. Their team was fantastic in providing support during the onboarding process!”
David K
“ We’ve been using this CRM for several months now, and the difference it’s made is incredible. It’s streamlined our workflows, improved team collaboration, and allowed us to deliver better service to our clients. The personalized support and training we received were top-notch. Definitely a must-have for any growing business! ”
Emma R