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What should you include in your professional emcee invoice?

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As a professional emcee, you need to create and send invoices to your clients for your services. An invoice is a document that details the work you have done, the amount you charge, and the payment terms and methods. A well-written invoice can help you get paid on time, avoid disputes, and maintain a good relationship with your clients. In this article, we will discuss what you should include in your professional emcee invoice and how to make it clear and professional.

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1 Your contact information

The first thing you should include in your invoice is your contact information. This includes your name, business name (if applicable), address, phone number, email, and website. You can also add your logo or a photo of yourself to make your invoice more personalized and recognizable. Your contact information should be easy to find and read, preferably at the top of the invoice.

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Muhammad Zeeshan Siddiqui

Operation Manager Flying brand Distro
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With a rich and diverse career spanning over two decades, I bring a wealth of experience as a dedicated educator and educational consultant. I have had the privilege of imparting knowledge and shaping young minds across various educational settings. Which led me to embark on a path that has been both rewarding and fulfilling. Currently, I am privileged to be educating Cambridge and O-level students, a role that demands a profound understanding of rigorous academic standards and the ability to nurture critical thinking skills. Guiding students through these esteemed curricula requires not only subject expertise but also the cultivation of skills that will serve them well in their academic pursuits and beyond

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Joe Augustin

Instant Gravitas - Speak with Poise, Power and Purpose.
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The critical info. If you're going to ask someone to send you money for your services, give them an address. And spend the extra $15 on a URL so your professional email isn't [email protected].

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2 Your client's contact information

The next thing you should include in your invoice is your client's contact information. This includes their name, company name (if applicable), address, phone number, and email. You should also include the name and title of the person who hired you or who is responsible for paying you. This way, you can avoid any confusion or miscommunication about who owes you money and how to reach them.

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Joe Augustin

Instant Gravitas - Speak with Poise, Power and Purpose.
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When invoices go into the system, it's not always obvious who has ownership of the invoice. Finance departments need to be able to refer to the billing party. So don't forget to include the contact person and their department in the paperwork.

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3 Invoice number and date

Another important thing you should include in your invoice is the invoice number and date. The invoice number is a unique identifier that helps you track and organize your invoices. You can use any system that works for you, such as sequential numbers, dates, or codes. The invoice date is the date when you created and sent the invoice, not the date when you performed the service. The invoice number and date should be clearly visible on the invoice, preferably near your contact information.

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Kerry Zarb

General Manager of Aorta Australia, Dental Education & Laboratory Services
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When operating your invoicing through an accounting platform, using sequencial invoicing, you might like to add a reference pertaining to the client and date of service. For example ABC3108 - being the initials of the business and the date of the service, this reflects for both your reference and the clients. If you are not running an accounting platform and have a template for your invoices, you may want to consider using alpha/numerical invoice numbers to not only identify the client's payment, yet also add that personal touch.

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Joe Augustin

Instant Gravitas - Speak with Poise, Power and Purpose.
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Real invoices have real numbers. After all they're legal documents. But you don't have to issue them sequentially. This tip is only for small businesses. You can always start your invoice numbers for the year at number 2023-036 instead of 2023-001. It's showbiz. Why NOT look like you're busier than you might really be.

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4 Service description and fees

The most essential thing you should include in your invoice is the service description and fees. This is where you list the details of the work you have done for your client, such as the event name, date, time, location, duration, and scope of your emcee service. You should also specify the fee you charge for your service, whether it is an hourly rate, a flat fee, or a package deal. You should break down the fee into subtotals and taxes if applicable, and show the total amount due at the bottom of the invoice.

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Sean Specie

Director of Programming & Events | 635+ Events for 78 Clients with 190,000+ Attendees since 2011 | ?? Events Emcee, DJ, & Planner | ??? Founder of Event Builder | Romans 1:16
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- Planning / Logistics Fee (your time before the event) - Hosting Rate - Supplies (if you need to buy or bring them) - Video Fee (if you record videos to promote - Travel Fee (travel expenses and your time if you choose to include that) - Custom Experience Design Fee (if you design something custom for the event like a gameshow or icebreakers)

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Joe Augustin

Instant Gravitas - Speak with Poise, Power and Purpose.
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This is how you can lay out the details about the value you are adding to the deal. Include the details for each line item and give each of them a dollar value. And then, include a line item for the value of the discount you are giving them.

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5 Payment terms and methods

The last thing you should include in your invoice is the payment terms and methods. This is where you state the due date for the payment, the late fees or penalties for overdue payments, and the acceptable forms of payment, such as cash, check, credit card, or online transfer. You should also provide your bank account details or payment instructions if needed. You should make your payment terms and methods clear and reasonable, and remind your client of the benefits of paying you on time, such as a discount or a referral bonus.

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Joe Augustin

Instant Gravitas - Speak with Poise, Power and Purpose.
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I generally work on the basis of payment before an event commences. Only because I've established myself in the market and there is shortage of good emcees with the kind of experience I bring. I do make exceptions for government and MNCs here in Singapore. They usually have very strict internal policies to ensure payment is on time.

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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?

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What should you include in your professional emcee invoice?

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1 Your contact information

2 Your client's contact information

3 Invoice number and date

4 Service description and fees

5 Payment terms and methods

6 Here’s what else to consider

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