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What simple and efficient billing software in 2020?

Web Design,Freelance,Business
Photo by Sandro Schuh on Unsplash

At the end (or beginning) of each month, you send an invoice to each of your customers. A few days after receiving it, they then send your due. Which brings me to this question: what billing software do you use?

  • What is an invoice?
  • How to make an invoice
  • Using Simple Invoice
  • The advantages of using an invoicing software
  • Why do you need to make out an invoice?

What is an invoice?

This is a document that you send to your client. Its purpose is to certify that you have performed a service for them and that they owe you money. Without an invoice, they may forget to pay you.

In order for an invoice to be effective, you must include all the necessary information, i.e. :

  • The invoice number : It is chronological and thus respects a certain standard. None of your invoices must have the same numbers. No skipping of numbers is allowed either.
  • The date of issue : You must specify in the invoice the moment of the realization of the service. If for some, it is sent as soon as the service is finished, for others, they wait a few days. In fact, everything depends on you and your client.
  • Your identity: your name, your address, your SIREN number.
  • Your client's identity:

If you are an individual, all you need is your name and address

On the other hand, with a professional, you must also include his SIREN number

  • The invoice must also be detailed, and thus, include the purpose of the service (its name, the surcharges applied if any, the discounts, the delivery date ...)
  • The total amount
  • Your bank details (if you choose this payment method)
Photo by Ben Hershey on Unsplash

Since I'm mostly talking about invoices in a business setting, I prefer to emphasize the latter. Don't forget:

  • the date or deadline for payment
  • the method of payment
  • discounting conditions
  • late fees
  • the amount of the lump sum

How to make an invoice: an invoicing software, perhaps?

There are many ways to create an invoice. I know many who use simple software such as Word and Excel. But did you know: an invoicing software is more practical?

There are many, but I'll tell you about one of them, the one I use: simpleinvoice.com.

It automatically reminds me of everything related to my company's accounting. My various subscriptions are no longer a problem (hosting, domain name, etc.). Maybe you also manage several clients (several projects and several websites) at the same time. In that case, I strongly advise you to use Simple Invoice.

Moreover, it is "almost" free. This billing software is available at a very affordable price.

It also stands out for its simplicity. In fact, you can tell by its name. Of course, it's in English, but I'm sure you'll get the hang of it. There is also an explanatory video on their platform to help you better understand!

Photo by Marcos Moraes on Unsplash

How to use an invoicing software: case of simpleinvoice.com

As with any other billing software, you will obviously start by creating an account. Then you will have access to a dashboard. From this dashboard you can import your customers, see the different statistics and much more.

If you have regular customers, why not offer them to join Simple Invoice. There is a "recurring customer" option. As far as payment security is concerned, you don't have to worry (nor do your customers). Simple Invoice is linked to Stripe and Paypal, two secure payment platforms.

Once you have established your invoice on this invoicing software, you only have to choose between :

  • send it by mail
  • send it in dematerialized format

But since we are freelancers, I am sure that this second option is the right one.

Photo by Martin Sanchez on Unsplash

The advantage of software and platforms dedicated to invoicing

  • Also, you save a lot of time by using an invoicing software. Everything is done automatically. For example, you don't have to copy and paste all the information that needs to be included in an invoice every time you make one. The same goes for the layout, you insert your logo only once; there is no need to repeat the same task every time.
  • Secondly, your turnover is calculated automatically. You will immediately have an overview of all your earnings for the year from a single dashboard.
  • It's true that not all invoice platforms offer this option, but you will be able to follow the collection of your earnings on some of them (the date of payment of the invoice, the invoices due, the late ones...).
  • Using Simple Invoice is also an opportunity for you to show your customers that you are professional. Since you are using an invoicing software for professionals, this proves without a doubt that you are professional too!

There is a YouTube video in which I describe this at the bottom of the article. Support me by subscribing to the YouTube channel "Happy Desk Design".

Photo by Tim Gouw on Unsplash

Why do you need to make out an invoice?

Without an invoice, it will be difficult for you to keep track of your company's accounting. That's why every time you sell a service (or a product), this step is mandatory (especially in a professional context). But what about individuals?

Maybe you don't have a legal structure yet? In order to look professional, I advise you to create an auto entreprise. Otherwise, you can establish an employment contract with your client. Another alternative is to go through a freelance administration company.

Preparing an invoice is a mandatory step. But if you have several clients and projects to manage, it can become a real chore. Hence the need to use an automatic invoicing software like simpleinvoice.com.

YouTube: Simple and efficient Freelance Invoicing Software - 2020

Come back to this page whenever you want. Did you find any ideas that I forgot? If so, what are they? Leave a comment below or send an email to hello@happydesk.be
Kevin Palombo, Manager of Happydesk
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