An invoice is a document that holds detailed information of 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 any online invoice generator or invoicing software like Refrens is an online invoice.
Creating, maintaining, and sending all your invoices online to your client is easy and simple. It is always painful to create invoices with the hand at the end of the month. Less to no Paperwork is required, and no risk of losing invoices when using an invoice generator like Refrens. The best part about Refrens is - you can create invoices online without paying a single penny. FREE INVOICES FOR LIFETIME.
Invoice is one of the major business documents used for accounting purposes. Using invoice one can easily manage and track all the payment 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 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 business owners in India to automate the invoicing process using a free invoice generator.
An invoice is a document asking for the payment. Whereas the receipt is a proof of payment done by the buyer to seller. A receipt is 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 invoice in a simple format so that it becomes easy for you to create invoice. For different professions, there are different invoice format 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. 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.
There are a total 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.
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, subtotal and total amount.
Proforma invoice is a non legal invoice created for the supplier to make agreement between both the parties for the payment terms and committing to deliver the products or services at a specified date and time. You can create the proforma invoice template here.
Service invoice is usually created by service based businesses who do not deal with the products. Service businesses like digital marketers, lawyers, software developers, consultants etc. charge their client 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 invoice 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. Recurring invoice is created and sent to the client on a monthly basis until the client cancels or ends the contract or subscription.
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 invoice, 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 adding 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 also used by most of the 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 the 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 the 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 number 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 undertook 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 invoice number. As you assign the first invoice number the system will automatically take the next invoice number in an 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.
When creating an online 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 the free 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 or Batch number, etc.
Billed By - Add your company details, including company name, address, phone number, email address. If you are GST registered, you can add your GSTIN and your PAN number to make a GST invoice or e-invoice.
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 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 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 from professional invoice templates that fit your business.
We have four 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.
The chances of invoices getting rejected increase if the invoice you create is not accurate. Some of the common invoicing mistakes are as follows -
Incorrect invoice date - When you create an invoice, always add the created date on the invoice. It helps the client to identify when is the last payment date of the invoice.
Incomplete details - Invoice must have the detailed information 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 deal is separate. It is the most common cause of the rejection of the invoice. Avoid adding the wrong tax rate.
When creating an invoice through our bill maker, the seller can easily add the invoice due date. If the seller does not count the due date, it automatically takes 30 days owing from the invoice created date. An ideal client will pay the invoice as soon as you send them the invoice.
But few clients need to follow up on the payment. At that time, reminder mail, the best way to remind the client about the payment. Using bill generator online, 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.
A payment receipt is an acknowledgment slip to the client for paying the invoice, and the client receives this slip after the payment has done. 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 similar to the invoice. The only difference is that the payment receipt is sent to the client after the invoice gets paid, 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 online.
It is always harder for freelancers to get paid once the service has 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:
Unique invoice number 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 the taxable amount.
Online payment link.
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 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 using quotation software, which gives the client an idea how much should pay once the work has 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.
Moreover, 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 regular 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. It gives your client an idea about when to expect the invoice and what type of expenses can incur.
4. Offer Multiple Payment Options
It would be best if you are 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.
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, check whether your customer opened your invoices or not. If your customer does not initiate the invoice, you can send the remainder as well. You can also download the invoice as a PDF and can also print it whenever required. 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 to your customer or share the link directly(by copying link).
Your customer would be able to pay online through a secure link. Invoice maker also gives the facility to accept partial payments, advance payments, customize and manage invoices. Easily identify the status of your invoices like paid, unpaid, overdue.
Give your customers multiple options to pay online such as Credit card, Debit card, Net banking, Wallets, resulting in a faster collection of payments.
Using an invoice maker online like Refrens can help you save a lot of time and energy, thus focusing on growing your business. Here are some of the reasons:
No Money Spent. Generate Invoices for free.
Saves all your invoices and client data so that you can use it further.
Organize all your invoice in seconds.
No or minimal use of paper.
Use professional templates that are compatible with printers.
Track all your invoices - know if the customer opened your mail.
Generate Powerful Reports.
Accept payments online.
Access your invoice and client from anywhere in the world.
Use other free tools offered by Refrens.
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 GST invoices, Non-GST invoices and GST e-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, and also GST report which you can use to file GST. We give a GSTR-1 report which helps to file the taxes. If you need any Report that is not currently there, you can request us on chat support, and we will get it included in our system.
Here are some reasons: How you save your time and hard work when creating an online invoice using Refrens' online invoice maker.
Zero Cost - You can create unlimited invoices online using Refrens' free invoice generator: No Hidden Charges and No Restriction.
Saves all your client data. You can manage all your client data in one go. Saving details avoids re-entering the details again and again.
Use professional invoice templates that are compatible with letterheads and easy to print.
Get paid faster by using the Refrens payment gateway. We are one of the cheapest payment gateways in India when it comes to receiving international payments.
Fully customizable invoice - you can add additional columns, fields and can also rename them when required.
Add Multiple User and Business - if you have multiple businesses or users, you can easily add them with some clicks.
Organize all your invoices in one place. You can organize them by date filter by selecting clients and classifying them by your invoice status(paid, unpaid, partly paid, overdue).
Save your valuable time by uploading bulk invoices at a time.
Create recurring invoices for daily, weekly, and monthly purposes.
Send or share invoices by downloading as PDF, print, email to the client, and sharing on WhatsApp.
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 Invoice Maker allows you to customize invoices by uploading elements like Logo, Digital Signatures, files, and other attachments. With just one click, you can create GST invoices even if you are new to invoicing.
Not just GST, 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 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 also manage your client list in one place and can also 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 GST, and even average paying date can easily be known using the client report.
When you search for the online invoice, 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 easily add the invoice's details 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, 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 maker enables you to create unlimited online invoices for free with all the invoices saved in the system and can organize the invoices online without any hassle.
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 ideal 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 online invoice makers may charge a fee for each invoice you created. Some charge a monthly fee pricing model. Then there is a certain invoice generator like Refrens that is completely free. You can create unlimited online invoices for free with all the essential features like invoice templates, customization, recurring invoices, and other elements that are generally seen in paid software. Typically, Refrens make revenue from the international payment gateway by charging a small fee if you wish to accept payment online through this software.
Refrens is also a marketplace that connects the best freelancers and agencies to businesses to complete their work. Refrens Marketplace.
Other Products from Refrens include invoice generator, quotation generator, proforma invoice, purchase order, expense report software, international payment gateway. All these tools are helpful for small businesses, agencies, and freelancers to run their businesses efficiently.