What are the best practices for invoicing to build stronger relationships with clients and stakeholders?

1 Set clear expectations

Before you start working on a project, make sure you have a written agreement with your client that outlines the scope, deliverables, deadlines, and payment terms. This will help you avoid confusion, disputes, and delays later on. You can use a contract template or a proposal tool to create a formal document that both parties can sign and refer to.

2 Choose a suitable format

When creating and sending invoices, you can choose from various formats depending on the nature of your work and the preferences of your client. For example, you could charge by the hour and specify the number of hours and rate for each task or service, or charge a flat fee for the whole project or milestone. Additionally, you could charge a regular amount for an ongoing service or subscription, or a fixed amount in advance for a certain number of hours or deliverables. An invoicing software or spreadsheet can be used to create and send invoices in a format that meets both your needs and those of your client.

3 Include essential details

Your invoices should include all the information that your client needs to process and pay them. This includes your name, address, and contact information, as well as your client's name, address, and contact information. Additionally, the invoice should include a unique number and date, along with a description of the work done, the quantity, the rate, and the subtotal. Furthermore, you should include any taxes, fees, discounts, or adjustments, as well as the total amount due and payment method. Additionally, you should specify the payment terms and due date. Finally, you can add a thank you note and a call to action for extra branding. You can also include your logo, website, social media links or any other relevant information.

4 Follow up promptly

Once you send your invoice, you should follow up with your client to confirm that they have received it and that they have no questions or issues. You can use an email template or a reminder tool to send a polite and professional message that shows your interest and your appreciation. You should also track the status of your invoice and send reminders or notifications if the payment is overdue or incomplete. You can use an online payment system or a dashboard to monitor and manage your payments and communicate with your clients.

5 Solicit feedback

After you receive your payment, you should thank your client and ask for their feedback. You can use a survey tool or a testimonial request to collect their opinions and suggestions on your work and your invoicing process. This will help you improve your skills and your services, as well as strengthen your reputation and your rapport with your client. You can also use their feedback to showcase your achievements and your value to potential and existing clients.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?