An invoice is a document that holds detailed information about the products or services with their fixed price offered by the seller (vendor) to its buyer (customer). An invoice indicates how much the buyer should pay as per the seller's payment terms & conditions. Payment terms are the set of rules made for the buyer's goods or services using the purchase order.
Every business owner is familiar with the importance of the internet. Knowing this, almost all business owners are shifting from offline to online mode. The same goes for the invoicing cycle as well. Creating an invoice using an online invoice generator or invoicing software like Refrens is an online invoice.
It is always painful to create invoices traditionally by hand at the end of the month. So creating, maintaining, and sending all your invoices online to your client is easy and simple with less to no paperwork and no risk of losing invoices. The best part about Refrens is - you can create invoices online without paying a single penny.
An 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 parties, i.e.: between client and vendor. Here are some other reasons why one should create invoice online in business via an invoice generator:
One of the best ways to accept payment from 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 parties.
Easy to track pending payments.
Legal protection against lawsuits.
Invoice generator or free invoice maker is a tool used to create invoices 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 business owners in India to automate the invoicing process using a free invoice generator.
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 the invoice. For different professions, there are different invoice formats like consultant invoice format. You can get multiple invoice templates using a free invoice generator.
Some elements are essential when you create an invoice online. One must add all these elements to the invoice. If any of these need to be included, 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 whether the following elements are present to avoid future mistakes.
The invoice header should be short and straightforward and convey the invoice's purpose. Our online invoice generator allows you to add the header. You can also add a company logo or personal logo in the invoice header.
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, you can add 2020/INV/001. You can do both on Refrens free invoice maker; the system will automatically take the following unique invoice number.
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 reference number is the following crucial element, which can be anything like a purchase order number, proforma invoice number, or quotation number via quotation maker. A reference number can quickly know the details by referring to the previous documents.
When creating an invoice, it is vital to add a legal company or freelancer's name and all the details like address, phone number, and 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, and email address. Using our free invoice maker, once you add the client details, it gets auto-saved and can be reused when creating the next invoice for the same user, thus saving time by not adding the details again from scratch.
If you supply physical products, then it is necessary to add shipping details to the invoice. Shipping details include the name of the person to be delivered, address, city, state, date of delivery, and transport details.
You must add the product/service name and description on the line item. Add all the items in different rows if you have multiple products or services. You can also add the image of the product to the item description. Our online invoice generator allows you to add images to the item description so your client can clearly see the product they will purchase. Other than this information, quantity or hours worked and add unit price or hourly rate.
Our free invoice generator allows users to add multiple columns to the line item. You can customize the columns by changing the name or dragging them up or down as per the priority. Same as adding, you can also hide specific columns if you don't want to show them to your client.
Add tax rate and amount along with extra charges or fees you are willing to add, such as packaging charges and freight charges. You can also allow discounts to the client.
This section of the invoice is the most overlooked part. You must also add the terms and conditions of the company, products, and payment terms with preferred payment methods. The invoice should also include the penalties or extra fees for breaching the agreement.
The invoice footer includes an additional notes section, where you can add more information you wish your client would 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 online invoice for the first time, you must add the invoicing details to the blank invoice. Here is the step-by-step guide on creating an invoice using all the essential elements of the online invoice generator.
Invoice Header - This section adds the invoice number, issue, and due date of the Invoice. You can also add your company or personal Logo to make the Invoice more professional. Refrens also has the feature of additional fields where you can add PO Number, Quotation number, Batch number, etc. You can also create quotations on Refrens via free word quote templates.
Billed By - Add your company details, including company name, address, phone number, and email address. If you are tax registered, you can add your tax number.
Billed To - Add your client’s business details the same as you fill in your company details.
Product/Service Details - Add your product or service details with description, quantity, and price. You can add multiple columns as per the requirement of your invoice.
Discounts & Charges- You can discount the item you sell. Refrens’ online invoice generator automatically calculates the discounts. Like discounts, you can add additional charges like packaging charges, shipping charges, etc.
Terms & Conditions - Add your company or invoicing terms and conditions so you can get paid faster or 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 rendered.
Use an invoice generator online to thoroughly customize your invoices 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 seller’s information or details. Easy enable one-click discount options and additional charge features. Select professional invoice templates that fit your business.
We have four different invoice templates that include:
Professional invoice template is especially for software developers, lawyers, designers, freelancers, and 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, from small to medium enterprises, startups, and entrepreneurs.
Print-friendly invoice templates is a black and white compact invoice. Easy to print.
Consulting invoice templates
It is always harder for freelancers to get paid once the service has been 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 of collecting payment faster. Here is a quick and simple guide to creating invoices for freelancers or service providers.
Here is a quick overview of what your invoice should look like:
Unique invoice numbers and other reference numbers.
Invoice created date.
Invoice due date.
Your business name and contact information.
Your client's name and contact information.
Service name and description.
Quantity, Rate, and taxable amount.
Online payment link.
1. Setup Invoicing Terms
Every project you take has different terms and conditions or requirements. So, building and sending a personalized invoice agreement to your clients is essential. For instance, some service policies will change, like due date, price, and discount. It is always important to issue an invoice per the client invoicing process, which helps you get paid faster.
In short, terms and policies should be agreed upon and signed by both parties. Here, the best document to create is a quotation using quotation software, which gives the client an idea of how much they should pay once the work has been completed.
2. Make Your Invoice Short, Clear, and Error-Free
When creating an invoice, be specific about 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.
Moreover, using technical jargon in the invoice is not recommended, especially when the invoice will go into 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 for getting paid faster. If it is a recurring client, select a specific day and time to send invoices. If you have a one-time or regular project, outlining the payment process at the beginning of the project makes it much easier to collect payment and follow up throughout the project. It gives your client an idea about when to expect the invoice and what expenses they can incur.
4. Offer Multiple Payment Options
It would be best if you are feasible in accepting different payment options. Just because you need to provide more payment options to your client is a good reason to hold on to your invoice and delay your payment. But it doesn't mean using multiple payment gateways for a single payment.
Opt for an invoice generator like Refrens, which provides a payment gateway feature within the invoice creation process. For instance, Refrens offer the online payment option of debit and credit card, net banking, UPI, and wallet payment.
Our online invoice maker allows the vendor to create an invoice online and send it to the customer via email. Easily track all your invoices, and check whether your customer opened your invoices or not. If your customer does not initiate the invoice, you can also send the remainder. You can also download the invoice as a PDF and can also print it whenever required. Free Invoice maker also gives you the option of sharing the invoice through WhatsApp as well.
The faster the invoice reaches your customer, the chances of getting paid your invoices increase by 40%. When creating an invoice, add the bank account details and email them to your customer or share the link directly(by copying the link).
Your customer would be able to pay online through a secure link. Free invoice maker also allows the facility to accept partial and advance payments and customize and manage invoices. Easily identify the status of your invoices paid, unpaid, or overdue.
Refrens free online invoice generator - an innovative business tool that helps you create and send professional-looking online invoices to your customers in 3 simple steps. Our free Invoice maker allows you to customize invoices by uploading elements like business logos, digital signatures, files, and other attachments. With just one click, you can create tax invoices even if you are new to invoicing.
Not just tax, Refrens invoice generator online 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 or payment links to get paid on time with the invoice generator online.
Our optimized and user-friendly invoice creation interface helps you manage, track, and save unlimited invoices online without hassle and cumbersome. Using our online invoice generator, create, download and share unlimited online invoices without paying any extra penny and save all important details for recurring invoices, which helps you save time.
In addition to the invoice creation, you can manage your client list in one place and add that client directly to your portfolio with just one click. Just like invoices, you can add and manage unlimited clients. As you add more clients and create invoices against them, client reports are generated automatically, helping you manage and view invoices against each client.
All the information, like the number of invoices created against each client, total amount, due amount, TDS deducted, total tax, and even average paying date, can easily be known using the client report.
Other products from Refrens include invoice generator, quotation templates, proforma invoice templates, purchase order templates, expense report software, and an international payment gateway. All these tools are helpful for small businesses, agencies, and freelancers to run their businesses efficiently.
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