An invoice summarizes the transactions between the buyer(customer) and the seller(vendor) for the sales of goods or services. It showcases the total amount to be paid for the services or products rendered by the customer. It holds all the necessary information like buyer details, seller details, reference number, product/service description, quantity, rate, tax amount, terms, and conditions of the payment. It also has information about the available payment mode for the buyer.
An invoice created using either Google Docs, Google Sheets, online invoice templates, or using an invoice software like Refrens is considered as online invoicing. It holds the same information as traditional invoices do. Creating invoices online is easy and also saves your hard-earned time which you can utilize further for business growth. It is always harder to create invoices at the end of the month and search for the older invoices.
So using an invoice maker like Refrens, less to no Paperwork is required and also no risk of losing invoices. You can easily create invoices, manage, send and track all your invoice in one place. No fear of losing your invoices and can also access them whenever you required them. The best part about Refrens is - you can create invoices online without paying a single penny.
Invoice is one of the major business documents used for accounting purposes. Using invoices one can easily manage and track all the payments received and due from a particular client. It helps businesses to record all the sales transactions happening between both the parties, i.e: between client and vendor. Here are some other reasons why one should invoice in business:
One of the best ways to accept payment from the clients.
To track the future growth of the business.
To keep track of sales.
To keep track of inventory.
Easy to file tax returns.
Proof of sales happened between both the parties.
Easy to track pending payments.
Legal protection against lawsuits.
An invoice generator or free invoice maker is a tool used to create an invoice online without any hassle or error. Using an online invoice generator, create invoices, send PDF invoices, customize invoices with invoice templates, download or print invoices, etc. which is not possible in handwritten invoices. It has become easy for small business owners and freelancers to automate the invoicing process using a free invoice generator.
An invoice is a document asking for the payment. Whereas the receipt is proof of payment done by the buyer to seller. A receipt is a proof that the buyer has received the goods or services from the seller.
An invoice format is basically the invoice template or layout. An invoice format breaks all the elements of an invoice in a simple format so that it becomes easy for you to create an invoice. For different professions, there are different invoice formats like consultant invoice format.
Generally, the supplier issues the invoice for the goods or services they offer to the customer.
Yes, both are the same and portray the same information. The only difference is that invoice is issued by the supplier or the business providing the products or services. The same invoice is recorded as a bill for the customer or the person receiving the products or service.
Using an invoice maker like Refrens can help you to save a lot of time and energy, thus helping you to focus on growing your business. Here are some of the reasons:
Easily generate invoices instantly.
Autosave your client data and item description for further use.
Organize all your invoice in seconds.
Get Essential Business Reports.
Use professional templates that are compatible with printers.
Track all your invoices - know if the customer opened your mail.
Share your invoices quickly via email or WhatsApp share.
Check Invoice status - paid, unpaid, overdue, part-paid.
Access your invoice and client data from anywhere in the world.
Use other free tools offered by Refrens
There are a total of 6 types of invoices created in a business according to the needs and requirements. All the invoices mentioned below carry different purposes in accounting. Creating the right type of invoice for the right client at the right time is extremely important to get sales done and get paid faster.
A standard invoice is a normal invoice created by the vendor for the client which includes all the basic details like invoice date, invoice number, payment due date, vendor address, client address, product or service name with quantity, rate, the subtotal and total amount.
A Proforma invoice is a non-legal invoice created for the supplier to make an agreement between both the parties for the payment terms and commit to delivering the products or services at a specified date and time.
A service invoice is usually created by service-based businesses that do not deal with the products. Service businesses like digital marketers, lawyers, software developers, consultants, etc. charge their clients hourly rather than quantity-wise for the services.
Using our invoice generator, you can easily use the “Add/Rename Column” feature to hide, add or edit the column name and can charge hourly.
Commercial invoices are used by the export/import business owners which include slightly more information than a standard invoice. It has all the information similar to standard invoices and extra information like shipping details, country of supply, place of supply, total packages to be delivered, and weight of the packages.
Recurring invoices are created by the businesses who charge fixed prices from their client and are charged either on a weekly or monthly basis like apartment rent, bills, subscription, or any fixed price software. A recurring invoice is created and sent to the client on a monthly basis until the client cancels or ends the contract or subscription.
A credit note is issued by the supplier when the client returns the product for reasons like damage or mistake.
An invoice number is one of the most important elements of the invoice. Invoice number helps to track and organize each invoice you create. When creating an invoice, the invoice number should be unique for every invoice, and also it should be sequentially followed. Invoice numbers can contain both numbers and alphabets.
For example: When the first invoice is created, you can assign invoice number either 001 or INV/001. The same should be followed when creating the second invoice, it can be either 001 or INV/002.
There are numerous methods to add the invoice number. Of which the best methods are as followers.
This is the most common and easy method to assign the invoice number and is also used by most businesses. Here your invoice number is in increasing order and starts from 1.
For example: Invoice No 001, Invoice No 002, Invoice No 003 and so on or 2021/INV/001, 2021/INV/002, 2021/INV/003, and so on.
Here, you use the date and unique number as the invoice number. For example: If you are issuing the invoice on April 23, 2021, then you can have invoice number 2021-04-23-001. Here it becomes easy to track the invoice, date-wise.
Many businesses work on different projects or gigs at the same time. Here you can assign the project number as the invoice number. For example, if you have completed project number 185, then you can assign invoice number 185. If you are undertaking a big project and have multiple sub-projects in it, then you can assign invoice numbers 185-001 and so on.
This is one of the rare methods, as very rare businesses assign client id to their clients. Suppose you have undertaken the project of a client whose client id is 387, then you can issue the invoice with invoice number 387-001.
You can use Refrens invoice generator, to create an invoice online for free with the invoice number. As you assign the first invoice number the system will automatically take the next invoice number in increasing order. using our invoice generator, you can use all the above methods to assign the invoice number and can track, organize and send the invoice to the client.
There are some elements that are extremely important when creating an invoice. One must add all these elements to the invoice. If any of these are missing, the chances of the invoice getting rejected will increase. So one should keep all these points when creating the invoice. If you are using any invoice generator, you must check if the following elements are present or not to avoid future mistakes.
Every invoice should have a header section. It should be short and simple. Our invoice generator allows you to add the header. The invoice header should clearly convey the purpose of the invoice. In the invoice header, you can also add a company logo or personal logo.
You should also add the invoice number. The invoice number should be unique for every invoice you create. Having a unique invoice number can help you to track the invoice easily. The invoice number can be formatted in various ways. For example, 00001, or if you want to add a datewise invoice number then you can add 2020/INV/001. You can do both on Refrens invoice maker, the system will take the next unique invoice number automatically.
After adding the invoice number, the next important element is the invoice date and due date. It helps the client to clear the confusion about when the invoice is received and the due date of the invoice payment.
The next important element is the reference number, and it can be anything like a purchase order templates number or [proforma invoice* number or quotation maker** number. Having a reference number can easily know the details by referring to the previous documents.
When creating an invoice, it is important to add a legal company or freelancer's name and all the details like address, phone number, email address. It should be different from the client's information so that the client can differentiate the address between both parties.
Add the client/company name with address, phone number, email address.
If you supply physical products, then it is necessary to add shipping details on the invoice. Shipping details include the name of the person to be delivered, address, city, state, date of delivery, transport details.
You must add the product/service name and description on the line item. If you have multiple products or services then all the items should be added in different rows. You can also add the image of the product to the item description. Our invoice generator allows you to add images to the item description so that your client can get a clear vision of the product they are going to purchase. Other than this information, quantity or hours worked, unit price, or hourly rate should also be added.
Our free invoice generator allows the user to add multiple columns to the line item. You can also customize the columns by changing the name or dragging them up or down as per the priority. Same as adding you can also hide certain columns if you don’t want to show them to your client.
Add tax rate, and tax amount along with extra charges or fees you are willing to add such as packaging charges, freight charges. You can also allow discounts to the client.
This section of the invoice is the most overlooked part. You must add the terms and conditions of the company and products as well. You can also add the payment terms and preferred payment methods. Penalties or extra fees that will be added to the breaching of the agreement should also be included on the invoice.
The invoice footer includes an additional notes section, where you can add more information that you wish your client should know about it. It also includes the signature, where you can add a signature image or digital signature. At the bottom, you can add your email address and contact information.
When creating an invoice for the first time, you have to add the invoicing details to the blank invoice. Here is the step by step guide on how to create an invoice using all the essential elements of a free invoice generator.
Invoice Header - This is the section where you add the invoice number, Issue and Due Date of the invoice. You can also add the company or business logo to look more professional. The custom field is also available to add extra details like PO number, Batch number or any other reference number etc.
Billed By - it means to add the information of the seller(vendor) who is offering the product or service. It holds all the information of the seller like business name, address, email, phone number and if the business is registered then you can also add the Tax number.
Billed To - opposite to billed by, billed to holds all the necessary information of the buyer of the product or service. It holds all the information about the buyer.
Product/Service Details - add the product/service name and description along with the quantity and rate of the particular product offered by the seller.
Tax - Add your tax rate, it will auto calculate your tax amount and the final amount of the invoice.
Discounts & Charges - You can give discounts on the item that you sold. Refrens’ online invoice generator automatically calculates the discounts. Same as discounts, you can add additional charges like packaging charges, shipping charges etc.
Terms & Conditions - Add your company or invoicing terms and conditions so that you can get paid faster or to be clear on the record.
Additional Notes - As the name suggests, you can add extra information or instruction related to the product or service you offered.
You can simply add bank account details so that you can get paid faster. Your bank details include bank account number, account holder name, bank name, SWIFT code, a mobile number linked with the account number, account type. You can add more columns by adding a custom column field.
After adding all the details, your invoice is ready to send to your client. However, Step 2 is not important at all. You can skip that as well. Once the invoice is created you can send it via email, print the invoice or download it as CSV or you can also share it through WhatsApp.
Use an invoice generator, to fully customize your invoices in format flawlessly. You can add your business logo and customize your invoice color and font heading using the magic color. Refrens allow the user to add multiple fields and columns to add more value to the information or details provided by the seller. Easy enable one-click discount options and additional charge features. Select from multiple invoice templates that fit your business.
We have 4 different invoice templates that include:
Professional invoice template especially for professionals like software developers, lawyers, designers, freelancers, IT professionals.
Letterhead invoice template for all those who are bored and want to try something new. You can change the color and font heading as well.
Business Invoice Template for all types of businesses ranging from small to medium enterprise, startups, entrepreneurs.
Print-friendly invoice templates is a black and white compact invoice. Easy to print.
An invoice can easily get rejected if it is not created properly. Some of the common invoicing mistakes are as follows:
Incorrect invoice date - The date should be correct in it should be the date when the invoice was created.
Incomplete details - Invoice must have all the details of the vendor or service provider and client details. It should include all the detailed information about the product or service offered.
Spelling mistakes - Avoid spelling mistakes when creating the invoice. Create an invoice in simple terms and language. Avoid using technical jargon or the short form of any word.
Incorrect total - The price and quantity decided at the time of agreement is different and the invoice created for the same agreement is different. This is the most common cause of the rejection of the invoice. Avoid adding the wrong tax rate.
It is always harder for freelancers to get paid once the service is rendered. First, freelancers offer a service, and then an invoice is issued. Whereas, in other industries, the vendor charges the advance cost. And if you fail to collect payments then it becomes unbearable to run and manage a business. In this process, invoicing setup is one of the important parts to collect payment faster. Here is a quick and simple guide to creating invoices for freelancers or service providers.
A quick overview of what your invoice should look like:
1. Setup Invoicing Terms
Every project you take has different terms and conditions or requirements. So, it is essential to build and send a personalized invoice agreement to your clients. For instance, some of the service policies will change like due date, price, discount.
It is always important to issue an invoice as per the client invoicing process, this helps you to get paid faster. In short, there should be terms and policies agreed upon and signed by both parties. Here, the best document to create is a quotation via Refrens quotation software, which gives an idea to the client how much is to be paid once the work is completed.
2. Make Your Invoice Short, Clear and Error Free
When creating an invoice, be specific to the service you are offering to your client. More importantly, your invoice must be error-free. Error in the invoice can easily lead to its rejection. In addition, using technical jargon in the invoice is not recommended especially when the invoice will go in multiple hands before getting accepted. Each invoice should be understandable and should have a short and simple description.
3. Payment Policy Terms
It is a good practice to send invoices at a scheduled time. Having a payment policy term is good to get paid faster. If it is a recurring client, then selecting a specific day and time to send invoices. If you have a one-time project or recurring project then outlining the payment process at the beginning of the project makes it much easier to collect a payment, then follow up throughout the project. This gives your client an idea about when to expect the invoice and payment of the project.
4. Offer Multiple Payment Options
You need to be feasible in accepting different payment options. Just because you don’t provide enough payment options to your client, is a good reason to hold on to your invoice and delay your payment. But it doesn’t mean to use multiple payment gateways for a single payment. Simply opt for an invoice generator like Refrens which provides the feature of a payment gateway within the invoice creation process. For instance, Refrens provide the online payment option of debit and credit card, net banking, UPI and wallet payment.
Our online invoice maker not only allows the user to create the invoice instantly but also helps to send the invoice to the client directly from the system. You need not open your mail account and waste your time. If not from the mail, you can also download the invoice as PDF or print it. Sending the invoice faster and at the right time can help you to get paid faster than usual. If you are not comfortable with sending mail then you can use our WhatsApp share feature which shares your invoice instantly to the client through WhatsApp.
Not just sending an invoice, it is also important to track them and check whether the invoices are opened by your client or not. If not, you can remind them to pay for the invoice by sending the remainder mail.
When creating an invoice through our invoice maker, the due date is added to the invoice by the user. In case if the due date is not added by the user, then it automatically takes 30 days due date from the created date of the invoice. Once the invoice is mailed to an ideal client, they will pay it before the due date. But there are few clients which need to follow up on the payment.
At that time reminder mail, the best way to remind the client about the payment. Using Refrens invoice generator, you will get an automated mail from Refrens about the invoice due for a particular client. You can directly send a reminder to the client for the payment. Or you can send the mail manually as well.
Generally, the payment receipt is sent after the payment is done by the client. Once the client pays your invoice, it turns into a paid invoice. You get a one-click option to send the payment receipt to your client. A payment receipt is sent to acknowledge the payment made by the client. A payment receipt is similar to the invoice, the only difference is that the payment receipt is sent after the payment is made and the invoice has the tag “PAID” at the top and payment mode at the bottom.
A payment receipt includes the following:
You can easily send a payment receipt for the paid invoice using our free invoice generator.
Every entrepreneur wants to grow the business at a larger scale, knowing the fact most of them are shifting their business from offline to online. As the business grows it becomes difficult to handle the transaction process for your invoicing cycle. Still, you can create an invoice using Google Docs or Google Sheets but that won’t give you an insight into your business in the long run. Also, it is very painful and hard to create invoices using Google Docs or Sheets.
So using Refrens online invoice generator, you can easily create invoices instantly and can send them to your client via email or even through WhatsApp share. Not just invoicing, you can store and access all the essential information like client data, payment reports, tax reports. Easily create tax invoices on one go without the prior knowledge of taxation.
Use the bulk upload invoice feature, if you are in the business of creating all your invoices at the end of the month which eventually saves you a lot of time. The online invoice generator also supports multiple currencies and more than 200+ countries. If you have a business with global clients, you can change the currency on your invoice with just one click. You can also add your bank details to get paid directly to your bank account on time with the invoice generator.
If you are one of those business owners who create invoices at the end of the month, it is very painful to create invoices even if you are using an online invoice maker. Creating an invoice and sending it to your client and repeating the same process is time-consuming, especially when you have many invoices to build by the end of the month.
But need not worry about it; Refrens invoice maker allows you to upload bulk invoices that auto-generate invoices once the sheet gets uploaded to the system. Using the bulk invoices feature, you can create both TAX invoices, Non-TAX invoices. To upload bulk invoices, add your client's data and the information of the products/services you are offering in a CSV sheet provided by the Refrens. Next, upload the CSV to the system, and your invoice gets created.
Refrens provide all the necessary reports, which are useful for the users to summarize their business performance. You can make seamless business decisions by overviewing the Reports supplied by the Refrens free invoice generator. Reports help you to improve marketing plans, budget planning, and develop a future forecast.
Refrens provide client report, payment report, TDS report, vendor report, invoice report.
When you search for the invoice online, you can find many websites that provide you the invoice template. No doubt that invoice templates in some of the websites are really good. You only need to download the template for free and can easily add the details to the invoice using Google Sheets or Google Docs. But after creating a few invoices, you will know that creating and maintaining the invoice is time-consuming.
As you will not be able to keep track of your invoices and it will become difficult to find old invoices. You can not save the client details. You always have to copy the original invoice and then rename it with a new one. All this process is time-consuming. The best way is to use an invoice generator that helps you to do all this work easily and quickly. Our invoice generator helps you to create invoices for free with all the invoices saved in the system itself and can organize the invoices without any hassle.
Here are some of the reasons how you save your time and hard work when creating an online invoice using Refrens’ online invoice generator.
No Cost Invoice Generator - create free invoices online. No Restriction. No SignUp Fee. No Conditions.
Client Management - manage all your client in one place. Access the information when required.
Use professional invoice templates that are compatible with letterheads and easy to print.
Essential Reports to analyze your business and client transactions.
Add fields and columns to the invoice as per the requirements.
Add Multiple User and Business - if you have multiple businesses or users, you can add them for generating the invoices.
Organize all your invoices in one place. You can organize them by date filter, by selecting clients and also by your invoice status(paid, unpaid, partly paid, overdue).
Bulk upload invoices - create multiple invoices on a single upload.
Create recurring invoices for daily, weekly and monthly purposes.
Send or share invoices by downloading invoices as PDF, print, email to the client and also by sharing on WhatsApp.
You will always wish to have the best for your business. Invoicing is one of those important aspects of your business. So having a perfect invoice generator that fits your business requirement is a must. But when finding the perfect solution, pricing is also one of the things that concern the business owners especially small business owners or freelancers.
When you find the one, you will notice different pricing models. Some invoice generator may charge a fee for each invoice you created. Some charge a monthly fee pricing model. Then there is certain invoice software that is completely free. You can create invoices for free with all the essential features like invoice templates, customization, recurring invoices and other features that are generally seen in paid software. Generally, they charge a small payment gateway fee if you wish to accept payment online through this software.
Refrens don’t follow either of these revenue models. Refrens make revenue from the marketplace by connecting the best freelancers and agencies to the businesses for the completion of their work. Refrens Marketplace.
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