An invoice includes a header with your name (or your business name), your address and phone number, and your company logo, in addition to a detailed account of services rendered, payment owed, and payment instructions. Invoices are usually created electronically, numbered, and saved to a computer. This way you always have a copy of the invoice and don’t have to worry about losing a piece of paper. Be sure, however, that you also back up your files using a file storage service, such as Google Drive or Dropbox. That way, if the hard drive on your computer crashes, you still have backup copies of your invoices. Choose a numbering system that makes it easy for you to organize your records. One option is to use the current date, so “INV123116” is the invoice you prepared on December 31, 2016. If you prepare more than invoice on the same day, you can add the vendor’s initials.
Invoice books are useful for people writing bills for items they have sold. For example, if you sell homemade cakes, it might be easier to write out a bill for payment instead of creating an invoice on the computer each time you make a sale. Choose an invoice book with a layer of ditto paper underneath each blank bill so that you and the customer both get a copy. You’re still going to want safe storage, though. Be sure to keep your copy of the invoices in a fire-proof box.
From within your PayPal account, select the “Send & Request” menu option at the top. Then, select “Create and Manage Invoices. " Finally, click on the “Create” button to create a new invoice. You’ll need to know the email address of your client for the “Bill To:” section of the invoice. PayPal or Square will send the invoice to the account with that email address.
The complete address The phone number The email or any other pertinent contact information
If you’re using invoice slips that you purchased at an office supply store, the invoices will already be numbered. If you’re using accounting software or PayPal, the invoice will also be automatically numbered.
The service rendered or product sold. For example, “1 Large Sheet Cake with Floral Accents. " The date the service was performed. The cost of the service. After each item has been listed, calculate the total and include the final amount owed.
Calculate any taxes that will be added to the cost. Look up the sales tax in your region so you can accurately calculate the amount owed.
Include other terms of payment; for example, inform the customer that X amount of interest will be charged after 30 days of nonpayment.
