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As a professional service provider, you want your clients to view you as a professional in all aspects of your services, including your invoices.
One of the best ways to show your clients that your relationship with them matters is by sending them a high-quality professional invoice.
In this article, we'll show you how to create a neat, tidy, and detailed professional invoice template.
You can create a professional invoice template in three different ways. Here are they from easiest to most difficult:
Let's take a better look at each of them.
The easiest and most convenient way you can create professional invoices for your clients is with an invoice generator.
With an invoice generator, you won’t have to waste time trying to create and double-check calculations, design layouts, and manage invoices. So, your precious time goes only into the essentials: billing clients and getting paid on time.
An invoice generator even lets you receive online payments, so you don't have to run after cash payments.
Follow these simple steps to create a professional invoice using Invoicer.ai:
And there you have it: your professional invoice is ready to go!
If you haven't signed up yet, you will need to create a free account to download a PDF and send your invoices. Once you are signed up, you can access your invoices from any device.
Once you are happy with your invoice, you can click View Stub to see what the stub view looks like. The stub view is a summary of the invoice, and it’s what the client sees when they view the invoice from email.
You can also click the PDF button to download and view a PDF version of the invoice.
If everything looks good, click the Send button to send your invoice to your client or email or text the PDF version.
In addition to invoices, Invoicer.ai allows you to send estimates to clients before you get a go-ahead for the project from them.
What’s more, you can arrange payments in over 135 different currencies. So no matter where your services are set up, Invoicer.ai does the currency conversion for you.
You can easily create an invoice using pre-made professional invoice templates. They’re made using a word processor or spreadsheet.
A premade professional invoice does a great deal of the leg-work for you: It has all the sections and calculations laid out for you. All you need to do is enter the information and the right numbers.
Even though pre-made professional invoices already include calculations, we recommend you check them twice.
Add information in the following sections of the pre-made invoice template:
Once you've double-checked your calculations and are satisfied with the layout and design, save and send your professional invoice.
You can make your own professional invoice template with a word processor (like MS Word or Google Docs) or a spreadsheet (like MS Excel or Google Sheets).
Making your own professional invoice template may be the best option if you want total control over how your layout looks, how calculations are set up, and how you organize your invoices.
We highly recommend you use a spreadsheet because it’s easier to edit, add calculations, and create templates.
A professional invoice template includes the following information:
You make a professional invoice template for new and existing clients.
Your first-time clients should be impressed not just by your services, but also by the invoice you generate for them.
A professional invoice is used to charge new customers and clients for the goods and services you provide.
A Professional invoice also allows you to showcase all the hard work you’ve done for your clients. Think of it as a justification for why they owe you what you charged.
In addition, professional invoices can also serve as payment reminders to clients who are past due with their fees.
There are many kinds of professional invoices, but we’re going to focus on the six most commonly found ones.
Proforma invoices are pre-invoices you send to your client before you provide any services.
It doesn't ask for any payments. It only lays down how much your client is supposed to pay you once you deliver them a service or product.
A proforma invoice outlines the services you offer and provides an estimate of the cost.
An interim invoice is used for large projects spread across a long span of time.
You can send interim invoices to your clients at various stages of the project. This makes it easier for the client and you to keep track of project details and various payments.
As the name suggests, a final invoice is what you send a client after the completion of all the services they requested. The invoice contains information about your work, payment methods, and previous work.
Be sure to send it to your clients as soon as you complete their project to receive timely payment.
This is one invoice you hopefully won’t ever have to send to your clients. You issue a client a past due invoice when they don't pay you by the due date.
Past due invoices let the client know they've missed their payment deadline. This invoice contains all the details of the final invoice along with any late fees you may charge.
Make sure you add a due date for your past unpaid invoices and a reminder about further penalties if payments are delayed.
If you're a business that provides the same services to your client every month, then you should use a recurring invoice.
Recurring invoices make transactions easy for you and your client because the amount is almost always going to be the same every month.
Let’s say you deliver a damaged product to a client or fail to provide an agreed-upon service. Then, you’d issue them a refund via a credit memo.
A credit memo indicates how much you owe the client. With a credit memo, you can either initiate the refund to the client or offer them credit they can later use.
An invoice generator is the best, easiest, and most accurate way to create a professional invoice. It’s easy to use, accurate with calculations, and looks professional.
Let’s recap some of the reasons why making a professional invoice with an invoice generator is the best option:
With Invoicer.ai, you can also send clients a quote using an estimate generator. So, your clients will get a good idea of what they’ll have to pay once the project is completed.
Creating your own professional invoice template can be time-consuming, complicated, prone to errors, and come off as unprofessional.
You can avoid all these complications by using an invoice generator or pre-made invoice template. You’ll save yourself a lot of time, get paid quickly, avoid errors, and save yourself a lot of time.