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 template.
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.
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.
Invoice generator or free invoice maker - create online invoices with fully customized templates which makes your invoicing cycle simpler & easy to collect payment faster. It includes all the basics of an invoice like company logo, invoice title, invoice date, company and client details, product or service sold, quantity, rate, and information related to tax and payment details. 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 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.
An invoice is a document asking for payment. Whereas the receipt is proof of payment done by the buyer to the 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 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 services. Both invoice and bill can be created on Refrens using the free invoicing tool.
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, subtotal, and total amount.
A Proforma invoice is a nonlegal invoice created for the supplier to make an agreement between both parties for the payment terms and commit to deliver the products or services at a specified date and time. You can create the proforma invoice template here.
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 client hourly rather than quantity wise for the services.
Using our free 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 export/import business owners and 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 businesses that charge fixed prices from their client and are charged either on a weekly or monthly basis like apartment rent, bills, subscriptions, 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 a mistake.
An invoice number is one of the most important elements of the invoice. It helps to track and organize each invoice you create. When creating the invoice, the invoice number should be unique for every invoice, and also it should be sequentially followed. It can contain both numbers and alphabets when created via a free invoice generator.
For example: When the first invoice is created, you can assign invoice numbers 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.
Date Wise Method
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.
Project Id Method
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.
Client Id Method
This is one of the rare methods, as very rare businesses assign client IDs 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 free invoice generator, to create invoices online instantly. As you assign the first invoice number the system will automatically take the next invoice number in increasing order. You can use all the above methods to assign the invoice number and can track, organize and send the invoice to the client.
When you create the 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 make an invoice using all the essential elements of the online invoice generator.
You only need a mobile or laptop or desktop with an internet connection to create an invoice.
The first section is the header of the invoice to add 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 created with free quotation maker.
Add your company details, including company name, address, phone number, and email address. If you are GST registered and want to create a GST invoice then you can use our new GST bill format to create one as it has GST enabled by default which makes easy for you to create invoice quickly.
The third section of invoice maker includes your client’s business details the same as you fill in your company details.
Add your product or service details with description, quantity, and price. You can add multiple columns as per the requirement of your Invoice.
You can give discounts on the item that you sold. Refrens’ online invoicing tool automatically calculates the discounts. Same as discounts, you can add additional charges like packaging charges, shipping charges, etc.
Add your company or invoicing terms and conditions so that you can get paid faster or to be clear on the record.
As the name suggests, you can add extra information or instruction related to the product or service you rendered. Along with that, you can also add your authorized signature and attachments in pdf, word, and excel format.
Use an online invoice generator 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 free 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 enterprises, startups, and 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 generate 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 - The invoice must have 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. Make 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 are 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 making 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 to owe from the invoice created date. An ideal client will pay the invoice as soon as you send them the invoice.
But a few clients need to follow up on the payment. At that time, reminder mail is 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 been 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 an 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.
There are some elements that are extremely important when you create invoices online. 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.
Every invoice should have a header section. It should be short and simple. Our online invoice generator software 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 our free 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 number or proforma invoice number, or quotation number via quotation maker. 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, 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, email address. Using our invoice generator, 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 the 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, 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 online 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.
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 to collect payment faster. Here is a quick and simple guide to creating invoices for freelancers or service providers. You can also use our freelance invoice template for free.
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 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, and 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 of how much should pay once the work has been completed.
2. Make your invoice short, clear, and error free
When generating 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 select 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, and 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 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 make 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. 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 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 gives the facility to accept partial payments, advance payments, and customize and manage invoices. Easily identify the status of your invoices like paid, unpaid, or 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 a free 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 eports.
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 generate invoices at the end of the month, it is very painful to make 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; our 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 reports, payment reports, TDS reports, and also GST reports 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 generating an online invoice using our online invoice maker.
Zero cost - You can create 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, and fields and can also rename them when required.
Add Multiple Users 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, printing, emailing 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 Free Invoice Maker allows you to customize invoices by uploading elements like Logo, Digital Signatures, files, and other attachments. With just one click, you can generate GST invoices even if you are new to invoicing.
Not just GST, Refrens 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 invoices online without hassle and cumbersome. Using our online invoice generator, create, download, and share 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 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 with the invoice template. No doubt that invoice templates on 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 free invoice maker enables you to create 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 business owners, especially small business owners or freelancers.
When you find 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. But using Refrens, you can generate 100 online invoices for free in a year with features like recurring invoices, adding custom fields and formulas, 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, lead management software expense report software, credit Note, debit Note, inventory management, delivery challan, payment receipt, escrow for freelancers, international payment gateway. All these tools are helpful for small businesses, agencies, and freelancers to run their businesses efficiently.
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