Benefits of Email Invoicing

Are you still managing your invoicing with paper, Excel or QuickBooks? Making the switch to a robust email invoicing system can save you time and help you get paid faster. By learning how to setup email invoicing, you can easily eliminate delays in collecting payments including:

    • Getting your invoices out on time – no more papers stacking up waiting for invoicing day
    • Eliminating the delay of postal service invoice delivery and waiting for customers to mail their payment back to you
    • Not being able to easily track the status of invoices and follow-up on payments

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Email Invoicing Solution Options

There are a variety of electronic invoicing solutions in the marketplace today — What features should you look for in an online invoicing solution?

Some of the features you?ll want to look for in an invoicing solution include:

  • A professional-looking e-mail template
  • Capability to send the invoice when you want it sent, regardless of when you set it up — This means that you should be able to schedule an invoice for a future date, or set up invoices to automatically be sent on a recurring basis.
  • Multiple send options for your invoices, including multiple recipients and the option to send via e-mail or through the post office, depending on your customer’s preference.
  • The ability to add attachments of supporting documents to email along with your invoice.
  • Support for automated invoice follow-up, so that you don’t have to remember to take the time to do it.
  • Calculation support for all the details you require from determining the due date based on the send date and payment terms to determining subtotals and totals based on price, quantity, taxes and discounts.
  • Online payment options, so your customer can click the invoice to make a payment to you online.
  • Line item catalog support, so you don’t have to re-enter your goods and services every time you create an invoice.
  • Could-based availability so you can access it from any computer, and support for multiple users so your whole team can use it.

Process to Setup and Email Invoice

  • First you’ll want to add the information about the customer that you’re invoicing. It’s helpful if your solution enables you to import your customer list to simplify getting started.
  • Next, designate an invoice number for tracking purposes — A system that auto-generates sequential invoice numbers makes this easy.
  • Next, set up your payment terms. It’s great to have support for many different payment terms which can vary greatly between customers and projects. A system that can calculate the due date based on the payment term is helpful for you and your customer.
  • Then, it’s time to add your line items. A system that enables you to import your line items and stores them for re-use makes this process very fast.
  • Next it’s time to add on any fees, such as taxes, and also input any discounts you have for your customer — A solution that automatically makes all the subtotal and total calculations for you will save a ton of time.
  • Is this an invoice that you want to send on a recurring basis? It’s great to have the option to be able to schedule an invoice to automatically be sent on a recurring basis so you don’t have to recreate the same invoice again and again.
  • Once the details are all set up, it’s time to preview the invoice to make sure looks right.
  • Now you’re ready to select your invoice recipients (multiple people at the customer, or other internal people that will need it for their records) and how they would like to receive the invoice (via email or snail mail).
  • You may also want to add an attachment to send along with your invoice that contains any supporting documentation.
  • Finally, click to send your invoice and monitor its status via your system.

So if you’re looking for an easy way to save yourself some time, look more professional and get paid faster, you can learn more about how to setup email invoicing here. Be sure to check out a demo of PaySimple’s email invoicing system to see how easy it is to make the switch.