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Research >> SoftwareManagementTools >> Freshbooks Review, Features, and Alternatives >> FreshBooks - How to send Invoices?
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FreshBooks - How to send Invoices?


An invoice is your key to be paid. It should be issued after you had fulfilled your client’s order in terms of a product, services, or both.

In any business, the invoice is generated once the service has been provided. Your client would be using your invoice as their first step in processing your payment.

Often an invoice number will reference a purchase order number. A purchase order acts as an official agreement between a buyer and seller that outlines the details of a sale, and it is issued by the client at the very beginning of the transaction process.

An invoice is sent first to notify a client that payment is required. Payment should be issued upon receipt of the invoice.

When Should You Issue an Invoice?

An invoice should be issued when you as the vendor or supplier has completed your customer’s order. The order could be for products, services, or both.

In a service-oriented business, the invoice is generated after that service has been provided. One of the best practices would be for you to follow up with your client and ensure that your client is satisfied.

Why Is an Invoice Needed?

An invoice is what you have to be able to bill your clients. It’s the document you send that would let them know that their payment is due and how much they need to pay you.

You’ll be able to collect faster with an invoice. Also, invoices are a valuable financial tool for your tax purposes as it can show the government that your business has accomplished it and you reported it as part of your income.

How Long Do You Have to Pay an Invoice?

Payment terms are determined by the seller of the product or service. Usually, they should be paid in 30, 60, or 90 days or due upon receipt or done. This is where your agreement with your clients come in. The payment term should be determined and agreed upon before starting your job or project.

A signed contract or agreement would protect your interest and business.

What Should Be Included on an Invoice?

  • Date- This is the date the invoice was made.
  • Invoice number- This is a number that is in the invoice. A client will refer to this number when making payment. It will also allow the vendor to know what the payment is for.
  • Vendor contact information- This is the contact name at the company issuing the invoice. This information should also include the company name, address, phone number, and email.
  • Client contact information- This should include the name of the person who ordered the product or service, company name, address, phone number, and email.
  • Purchase order number- This is a number from the client to authorize this specific transaction. Including it here shows that the purchase of the product or service was pre-approved.
  • Description of products, services, and quantities- This is a description of the products or services that were delivered or provided, along with the amounts.
  • Subtotal- This is the total charge of the products and services with the exact quantities.
  • Taxes- Applicable Taxes that needs to be applied.
  • Total- The Grand Total inclusive of the taxes.
  • Payment terms- This is when the payment would be due.
  • Late fees- This needs to be included wherein the late charges would be applied if the client failed to pay on time. Late fees are either a flat rate or a percentage of the amount not paid yet.
  • Payment Options- The client can select a payment option that is convenient for them.

How Do You Send an Invoice in FreshBooks?

  • Go to Invoices
  • Pick your template, add your logo, and even adjust colors and fonts to make sure your invoices would impress your clients.
  • Enter all needed details
  • Click Send

How to Follow up on Invoices in FreshBooks?

FreshBooks would take care of that. There would be automated reminders on outstanding invoices. No need to be awkward with your clients. Everything would be taken care of.

Here’s a long list of what FreshBooks would help and do for you and your invoices.

Payment Reminders- They would send reminders with automatic, customizable payment reminders.

Automatic Late Fees- You can set FreshBooks to automatically apply a late fee when your invoice becomes overdue to give your clients that extra incentive to pay you faster.

Recurring Invoices- FreshBooks would automatically send invoices out on a schedule so you don’t have to spend time creating similar invoices for the same client.

Due Dates- With FreshBooks, you could quickly set a Due Date for your invoices so your clients are always informed on when you expect payment.

Received Invoices- FreshBooks would keep all your paperwork in one place with both the invoices you send to clients and invoices you receive from clients or contractors all under the same roof.

Deposits- You could request a Deposit on your invoice upfront.

Preview Before Sending-  Check on the invoice you’ll send before clicking that button.

Multi-Currency Billing- You will be able to send your invoices in whichever currency you and your client agreed on.

Multi-Language Invoices- Send your clients an invoice in their chosen language.

Duplicate Invoices- FreshBooks lets you easily duplicate and adjust invoices you’ve sent in the past.

Automatic Tax Calculations- Just put it to your invoice and FreshBooks will take care of the right amount of tax.

Simple Summary- You’ll be provided with how much is outstanding in your invoices and if you have any overdue invoices.

Retainers- Have a clear forecast workload and income by collecting payments in advance and then billing and tracking work against that amount accurately.

After Thoughts

It’s so easy to send those invoices in FreshBooks. And in their Invoices feature alone, they could do a LOT for you and your business.

What is left for you to do is very minimal and almost nothing!

Everything would be a breeze in your accounting with FreshBooks. These are true testaments why they are what they are today.

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