What Is the Reason for a Receipt? | Invoicing Tips for Private company
A receipt is a period stepped business report that organizes and records an exchange between a purchaser and a dealer. Assuming labor and products were bought on layaway, the receipt normally indicates the provisions of the arrangement and gives data on the accessible techniques for installment.
The Basics of an Invoice
An invoice must state it is an invoice on the face of the bill. It typically has a unique identifier called the invoice number that is useful for internal and external reference. An invoice typically contains contact information for the seller or service provider in case there is an error relating to the billing.
Payment terms may be outlined on the invoice, as well as the information relating to any discounts, early payment details, or finance charges assessed for late payments. It also presents the unit cost of an item, total units purchased, freight, handling, shipping, and associated tax charges, and it outlines the total amount owed.
Companies may opt to simply send a month-end statement as the invoice for all outstanding transactions. If this is the case, the statement must indicate that no subsequent invoices will be sent. Historically, invoices have been recorded on paper, often with multiple copies generated so that the buyer and seller each have a record of the transaction for their own records. Currently, computer-generated invoices are quite common. They can be printed on paper on demand or sent by email to the parties of a transaction. Electronic records also allow for easier searching and sorting of particular transactions or specific dates.
The Importance of Invoice Date
The invoice date represents the time-stamped time and date on which the goods have been billed and the transaction officially recorded. Therefore, the invoice date has essential information regarding payment, as it dictates the credit duration and due date of the bill. This is especially crucial for entities offering credit, such as net 30. The actual due date of the invoice is usually 30 days after the invoice date. Likewise, companies offer customers the option to return items that typically have a deadline based on a certain number of days since proof of purchase, as indicated on the invoice.
Now that you know how invoices work, it may be helpful to see one in action. That’s why we’ve provided an example below: zintego.com
How to create an invoice
It’s one thing to know what you should include in your invoice, but it’s another to present this information in a manner that your clients can easily understand and act upon. You can make sure your invoice is fully comprehensible by taking the following steps:
1. Add a header
Your invoice should begin with a header that includes the invoice date alongside contact information for both your company and your client. Often, your business information will be on the left-hand side and that of your client will be on the right-hand side, but sometimes, your information can go atop your client’s.
2. Designate an invoice number or identifier
If the invoice you’re sending is your first for a client, you can include “Invoice #0001” in your header (the extra zeros in the number prevent spacing changes if you reach thousands of invoices). Alternatively, you can set an identifier related to the service period, such as “Invoice #2021Q1” or “Invoice #FEB2021.” Even if your invoice identifier specifies the period that your invoice covers, you should include an exact invoice date alongside the identifier as well.
3. Insert your itemized table
The core of your invoice is your itemized table of services and prices. Here, you’ll list each item and its quantity, rate per unit (which can be a price per item or an hourly rate), and total cost. At the bottom right of the table, you’ll add each line item’s cost and record the sum as your invoice’s total value. You should either make sure this number is bolded or list it elsewhere as the total due in a large, obvious font. In some cases, you’ll need to charge taxes as well.
In your itemized table, you can also include the date or timeframe in which each line item was provided and detail what the indicated service encompasses. Doing so can help make your work and pricing more transparent to your client and possibly encourage faster payment. You can also facilitate payment by including more than one itemized table. For example, if you are providing services to your client both within their office and off-site, you can create one itemized table for each location.
4. Add footnotes
Often, invoices are self-explanatory lists of services, quantities and prices, but sometimes, they can’t tell the whole picture. For example, it might not be immediately evident that you’re applying a discount to one of your line items. To clarify this discount, add an explanatory footnote at the bottom of your invoice. This way, your client knows that future invoices may display higher rates for the same work. If your invoice doesn’t require clarifying footnotes, you can still add a thank-you note – a little gratitude can go a long way.