What is the best invoicing process for hourly services?

3 Create your invoices

Creating your invoices is the third step of the process, which should be done using the data collected from tracking your hours. Adhere to a standard format and include details such as your name, address, and contact information; your client's name, address, and contact details; the invoice number, date, and due date; the description, quantity, rate, and amount of each service; the subtotal, taxes, discounts, and total amount due; the payment terms and methods; and a thank you note and a call to action.

4 Send your invoices

The fourth step in the invoicing process is to send your invoices to your clients in a timely and professional manner. When doing so, it is important to choose a delivery method that is convenient and secure for both you and your client, such as email, mail, or online portal. Additionally, make sure to attach or include a copy of your invoice in a readable format, such as PDF or Word. You should also write a clear and polite subject line and message that summarizes the invoice and requests payment. Once you receive payment, follow up with a confirmation or receipt. Furthermore, remind your client of the due date and any applicable late fees. If payment is overdue, follow up with a reminder or a notice.

5 Review your invoices

Reviewing your invoices regularly is an important step to ensure accuracy, completeness, and timeliness. Check for errors, omissions, or discrepancies and update your invoices if there are any changes, such as refunds, credits, or adjustments. Mark your invoices as paid, unpaid, or partially paid and keep track of your income, expenses, and cash flow. Once you have settled the invoice and it is no longer needed, archive or delete it.

6 Improve your invoices

It is important to improve your invoices and invoicing process based on feedback, experience, and goals. To do this, you should ask your clients for their opinions and suggestions on your invoices and invoicing process. Evaluate your performance to identify strengths and weaknesses, then implement changes or enhancements that will benefit you and your clients. This could include adding logos, colors, or testimonials; automating reminders; or offering incentives. Test and measure the results of your changes or enhancements to see if they are effective. Finally, repeat the process of learning and improving as needed.

7 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?