How do you get feedback and approval on your invoice templates from your clients and stakeholders?

1 Choose a suitable format

Before you create or customize your invoice template, you need to choose a format that suits your business and your client's needs. There are different formats you can use, such as PDF, Word, Excel, or online invoicing software. Each format has its pros and cons, depending on the level of detail, customization, and automation you want to achieve. For example, PDF invoices are easy to print and send, but they are not editable and may require additional software to create. Word and Excel invoices are more flexible and customizable, but they can be prone to errors and formatting issues. Online invoicing software can offer more features and convenience, such as automatic calculations, reminders, and payment options, but they may require a subscription fee or a learning curve. You should consider the format that best matches your industry, your client's preferences, and your budget.

2 Ask for feedback early and often

One of the best ways to get feedback and approval on your invoice templates is to ask for it early and often. You don't want to wait until the end of a project or a contract to find out that your client is unhappy with your invoice design, layout, or content. You should ask for feedback as soon as you have a draft or a sample of your invoice template, and make sure you incorporate the feedback into your final version. You can also ask for feedback after you send your first invoice, and see if there are any issues or suggestions for improvement. Asking for feedback early and often can help you avoid misunderstandings, disputes, and delays in payment.

3 Use clear and consistent language

Another tip to get feedback and approval on your invoice templates is to use clear and consistent language throughout your invoice. You should avoid using jargon, abbreviations, or vague terms that may confuse or mislead your clients. You should also use consistent terms and formats for your invoice number, date, due date, payment terms, and item descriptions. For example, if you use the term "hours" to indicate the quantity of your service, you should not switch to "days" or "units" in the same invoice. Using clear and consistent language can help you communicate your value, avoid disputes, and increase your credibility.

4 Highlight your brand identity

Your invoice template is not only a document that shows how much you charge for your work, but also a reflection of your brand identity. You should use your invoice template to highlight your brand identity and create a positive impression on your clients. You can do this by using your logo, colors, fonts, and images that match your brand style and personality. You can also use your invoice template to showcase your portfolio, testimonials, or awards that demonstrate your expertise and achievements. Highlighting your brand identity can help you stand out from the competition, build trust, and increase loyalty.

5 Make it easy to pay

The ultimate goal of your invoice template is to get paid on time and in full. Therefore, you should make it easy for your clients to pay you by providing clear and convenient payment options. You should include your payment details, such as your bank account number, PayPal address, or payment link, on your invoice. You should also offer multiple payment methods, such as credit card, bank transfer, or online payment platforms, depending on your client's preferences and availability. You should also make it easy for your clients to contact you if they have any questions or concerns about your invoice or payment. You can include your email, phone number, or website on your invoice. Making it easy to pay can help you speed up the payment process, reduce the risk of late or missed payments, and improve your cash flow.

6 Test and update your invoice template

The last tip to get feedback and approval on your invoice templates is to test and update them regularly. You should not assume that your invoice template is perfect or that it will work for every client or project. You should test your invoice template by sending it to yourself or a trusted colleague, and checking for any errors, inconsistencies, or missing information. You should also update your invoice template based on the feedback you receive from your clients, the changes in your business, or the trends in your industry. Testing and updating your invoice template can help you maintain its quality, accuracy, and relevance.

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?