Getting Invoices Right

Every business has unique invoicing needs, but here is a guide giving some general tips which can help avoid a late payment: 

  1. Identify the Invoice Recipient 
    • The person commissioning the work may not be the one handling payments. Smaller businesses might have one person for both tasks, whereas larger businesses typically have separate processes. 
  2. Know the Payment Schedule 
    • Confirm when you can expect payment, as terms like “30 days” may vary. Don’t get caught out. Get confirmation from your customer on the date you can expect your money to arrive in your account. 
  3. Purchase Order Number 
    • If you need a purchase order number (known as a ‘PO number’), request this early to avoid delays in invoice submission. Delays in getting it will mean the invoice is submitted later than necessary, and payment may be delayed in turn. 
  4. Submit Invoices Promptly 
    • Send your invoice immediately after completing the work, per your agreement, to maintain cash flow. It’s tempting to wait until the end of the month and do all your invoices at once, but that could leave you short of cash while waiting for several payments to come in. 
  5. Keep Templates Simple 
    • Keep your invoice template as simple as possible but make sure you include everything that the customer needs to make the invoice payable. 
    • There are some essential invoice details you should include in your invoices which will help your customer process your invoices promptly, including: 
    • Invoice date 
    • Invoice number 
    • Purchase order number (if you’ve been given one) 
    • The work completed that the invoice relates to 
    • Total fee (with details of VAT if applicable) 
    • Payment due date 
    • Payment terms, as agreed in the contract 
    • Bank account details 
  6. Describe Work Clearly 
    • Your invoice should set out clearly the work that has been completed and what the payment relates to. If a significant piece of work has been broken into sub-tasks, specify those tasks as well. 
  7. Build Good Relationships 
    • Try to build a friendly relationship with the person responsible for paying you.  Call them the week before your payment is due to make sure they have everything they need and to confirm your money will come through on time. 

For any unresolved payment disputes with larger clients, please fill out our Contact Us Form. Our team will respond within five business days and will provide you with advice and guidance.