I am trying to make up an invoice to send to a client. I've never really done this officially before but a client would like one. I am trying to decide what should be included... I guess billing period. Services are website updates and maintenance...Since I charge for updates by the hour, do you think I need to write how many hours I'm charging for or it's enough that I told them at the beginning of the project how much the updates will be per hour and now I can just put a total...? I wish I could see a sample of an experienced web designer's invoice to get a better idea of what it should look like... thanks for any tips in advance!
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Web Designer Invoice 4
- Thread starter flasher
- Start date
-
1
- #2
cian
Technical User
- Oct 11, 2001
- 1,383
Hi,
I have never done it but this is what I reckon:
If you have a contract (recommended) it should explain all the terms or payment, the service you provide etc.
the invoice should be simple and include:
Your name & address
Customers name & address
invoice number
Date
Service description/cost - total cost
terms of payment
Hope that helps, i'll try to find better info.
É
:: ::
I have never done it but this is what I reckon:
If you have a contract (recommended) it should explain all the terms or payment, the service you provide etc.
the invoice should be simple and include:
Your name & address
Customers name & address
invoice number
Date
Service description/cost - total cost
terms of payment
Hope that helps, i'll try to find better info.
É
:: ::
- Thread starter
- #3
-
1
- #4
I can post a template I use later from home but I can tell now what I include on the invoices.
bill to
date billed
date payment due
don't be nice in this area. this can be the hardest thing to inforce and if it was mailed to them on paper you have that to fall back on.
amount of bill
total
explanations of charges
what was done
Hourly rate charged
$0.00
Total cahrged this period
Total time charged for
on a seperate page I enclose with the invoice a page stating disclosures
good idea
that's about it. there really is not much to this side of payment things in web designing. taxes are not a issue most of the time either due to this not being a supplied product and thus here I do not get taxed in a normal way. I'm not good with the tax explanations so someone else may be able to let you in on that one.
I've learned from the past to make the invoices simple to the point questions will not be asked for why or what is this. That is what the contract is for.
on that note everyone here really helped out when I finally went to a contract also. might want to search for that thread if you are interested in that as well.
A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
bill to
date billed
date payment due
don't be nice in this area. this can be the hardest thing to inforce and if it was mailed to them on paper you have that to fall back on.
amount of bill
total
explanations of charges
what was done
Hourly rate charged
$0.00
Total cahrged this period
Total time charged for
on a seperate page I enclose with the invoice a page stating disclosures
good idea
that's about it. there really is not much to this side of payment things in web designing. taxes are not a issue most of the time either due to this not being a supplied product and thus here I do not get taxed in a normal way. I'm not good with the tax explanations so someone else may be able to let you in on that one.
I've learned from the past to make the invoices simple to the point questions will not be asked for why or what is this. That is what the contract is for.
on that note everyone here really helped out when I finally went to a contract also. might want to search for that thread if you are interested in that as well.
A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
I did forget after reading cian's post that a invoice number is needed all the time s well. for your references and for the customers. A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
admin@onpntwebdesigns.com
in reference to the contract info I spoke of
thread253-316078 A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
thread253-316078 A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
- Thread starter
- #7
Thank you! That was very helpful. I would definitely like to see the template if that wouldn't be too much trouble. Also, how do invoice numbers work? Do you count starting from 1 for each indiv. client or do you just have a running total of all your invoices collectively and you put number 2,678 on top, and the next client's will say 2,679..? sorry. I've never done this b/4 so i'm completely ignorant on the subject.
I use a combination of the clients phone number and a three digit number assigned randomly. this makes for ease in my DB for accounts regarding a unique ID etc..
example:
653 2222 316
the 653 2222 being the client phone number and the 316 being completely random
you can in all respect simple start from 1 and go up. there is nothing wrong with that at all. all the number is, is a reference for taxes, account info, income and such. The customer can (usually does) also use this number as their reference in their bills
A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
example:
653 2222 316
the 653 2222 being the client phone number and the 316 being completely random
you can in all respect simple start from 1 and go up. there is nothing wrong with that at all. all the number is, is a reference for taxes, account info, income and such. The customer can (usually does) also use this number as their reference in their bills
A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
- Thread starter
- #9
-
1
- #10
Hi mate,
If you have MS Office then there should be a basic invoice pre-built in it.
Hope this helps Wullie
sales@freshlookdesign.co.uk
The pessimist complains about the wind. The optimist expects it to change. The leader adjusts the sails. - John Maxwell
If you have MS Office then there should be a basic invoice pre-built in it.
Hope this helps Wullie
sales@freshlookdesign.co.uk
The pessimist complains about the wind. The optimist expects it to change. The leader adjusts the sails. - John Maxwell
- Thread starter
- #11
Hi mate,
It is Excel that the invoice uses, not word..
Hope this helps Wullie
sales@freshlookdesign.co.uk
The pessimist complains about the wind. The optimist expects it to change. The leader adjusts the sails. - John Maxwell
It is Excel that the invoice uses, not word..
Hope this helps Wullie
sales@freshlookdesign.co.uk
The pessimist complains about the wind. The optimist expects it to change. The leader adjusts the sails. - John Maxwell
- Thread starter
- #13
-
1
- #14
Hi flasher,
I'm involved in international trade and need to do a lot of invoices and such.
May I make a suggestion first on invoice numbers? I use a combination of the date of the invoice, an acronym of the client's company and a number; for example 261002CIF006 so I can tell at a glance when it was sent, to whom and which one to refer the client to if they are 'remiss' in paying. If you are operating under full contract then use the contract number as well - 261002CIFcontract#006
As onpnt noted, if you are charging by the hour then you do need to note the charge and the hours you are charging for on the current invoice. Make the invoice simple but clear, and as detailed as possible so that the client will not have recourse to query you on any point and thus delay payment.
You can easily use Word to make up an invoice:
Do a table form with perhaps three rows and three columns - one small top row for the indications - service//description-this invoice//amount; one large row where you can detail all such as: maintenance @$xx.00 per hour//this billing period=5 hours//$xx.00.
Then a final bottom row showing in the all-important amount column "Total Owing this billing period" $xx.00. Merge the first two cells of the bottom column so you have only two - one large for the text and one small under the amount column.
Above the table of course note your company name (and insert a logo if you have one), write Payment Invoice (you would be surprised how many customers will come back to you if you don't and tell you they did not know that it was a demand for payment invoice but just perhaps a ProForma Invoice (description of services and charges), note the full name and address of the customer in the same way you would on a business letter, the period of this billing period, the invoice number, today's date.
Below the table, note any pertinent payment details such as your bank account - if they are using that method - or whatever, under a heading such as
"Please make payment to ......" and as onpnt mentioned, it is perfectly acceptable and is good business practice to note here the date by which payment is due such as "Please make payment before such and such a date."
And include "For questions regarding this invoice please contact so and so at ..." and include your contact details, and end it with something like "Thank you for your custom" or some such of an idea to let them know you appreciate their service.
Play with the look of the invoice but don't make it too garish and once you have the basic look to your satisfaction save it as .dot template and then you can use it regularly as it is important that the you use the exact same design each time you send an invoice so the client recognizes easily what he is receiving.
I would also suggest that you make at least two invoice templates - one wherein the language used is polite and professional and another wherein you have removed the "Pleases" - but which is still professional. This one should be titled "Payment Now Due" and in all other respects should be identical in design. Replace "Please make payment by..." with "Our records show your account is now due. Remittance of #xx.00 is now required. If you have any questions contact so and so at ....."
You will need sometimes to make such a request as you will have clients that are lax in paying for one reason or another.
HTH
I'm involved in international trade and need to do a lot of invoices and such.
May I make a suggestion first on invoice numbers? I use a combination of the date of the invoice, an acronym of the client's company and a number; for example 261002CIF006 so I can tell at a glance when it was sent, to whom and which one to refer the client to if they are 'remiss' in paying. If you are operating under full contract then use the contract number as well - 261002CIFcontract#006
As onpnt noted, if you are charging by the hour then you do need to note the charge and the hours you are charging for on the current invoice. Make the invoice simple but clear, and as detailed as possible so that the client will not have recourse to query you on any point and thus delay payment.
You can easily use Word to make up an invoice:
Do a table form with perhaps three rows and three columns - one small top row for the indications - service//description-this invoice//amount; one large row where you can detail all such as: maintenance @$xx.00 per hour//this billing period=5 hours//$xx.00.
Then a final bottom row showing in the all-important amount column "Total Owing this billing period" $xx.00. Merge the first two cells of the bottom column so you have only two - one large for the text and one small under the amount column.
Above the table of course note your company name (and insert a logo if you have one), write Payment Invoice (you would be surprised how many customers will come back to you if you don't and tell you they did not know that it was a demand for payment invoice but just perhaps a ProForma Invoice (description of services and charges), note the full name and address of the customer in the same way you would on a business letter, the period of this billing period, the invoice number, today's date.
Below the table, note any pertinent payment details such as your bank account - if they are using that method - or whatever, under a heading such as
"Please make payment to ......" and as onpnt mentioned, it is perfectly acceptable and is good business practice to note here the date by which payment is due such as "Please make payment before such and such a date."
And include "For questions regarding this invoice please contact so and so at ..." and include your contact details, and end it with something like "Thank you for your custom" or some such of an idea to let them know you appreciate their service.
Play with the look of the invoice but don't make it too garish and once you have the basic look to your satisfaction save it as .dot template and then you can use it regularly as it is important that the you use the exact same design each time you send an invoice so the client recognizes easily what he is receiving.
I would also suggest that you make at least two invoice templates - one wherein the language used is polite and professional and another wherein you have removed the "Pleases" - but which is still professional. This one should be titled "Payment Now Due" and in all other respects should be identical in design. Replace "Please make payment by..." with "Our records show your account is now due. Remittance of #xx.00 is now required. If you have any questions contact so and so at ....."
You will need sometimes to make such a request as you will have clients that are lax in paying for one reason or another.
HTH
- Thread starter
- #15
Apologies went out of town without much notice.
I've tried to transfer this the best I could but this is a basic invoice I use for things like static work.
colcrys pretty much summed everything you could up though
Bill To: name Ship To: name
Company name Company name
address address
Invoice #:2222222222
Date of Billing:mm/dd/yyyy
PO # Terms Customer #
number brief exp 2222222222
Item #
I give certain services ID numbers
Description
full description
Quantity if Applicable
things like cart installs and per item analysis
Price each if Applicable
pages, cart setup, etc..
Tax
$
Amount
subTotal
_________________________________________________________
State Tax: if applicable
Sub Total: $
Total: $
Amount Due At This Time: $
Date Payment Due:mm/dd/yyyy
I have an invoice for separate instances also.
example
Shopping Cart Installs
Image Work Performed
Database Implement
hope that helps A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
I've tried to transfer this the best I could but this is a basic invoice I use for things like static work.
colcrys pretty much summed everything you could up though
Bill To: name Ship To: name
Company name Company name
address address
Invoice #:2222222222
Date of Billing:mm/dd/yyyy
PO # Terms Customer #
number brief exp 2222222222
Item #
I give certain services ID numbers
Description
full description
Quantity if Applicable
things like cart installs and per item analysis
Price each if Applicable
pages, cart setup, etc..
Tax
$
Amount
subTotal
_________________________________________________________
State Tax: if applicable
Sub Total: $
Total: $
Amount Due At This Time: $
Date Payment Due:mm/dd/yyyy
I have an invoice for separate instances also.
example
Shopping Cart Installs
Image Work Performed
Database Implement
hope that helps A language that doesn't affect the way you think about programming is not worth knowing.
admin@onpntwebdesigns.com
- Thread starter
- #17
- Thread starter
- #19
LOL...
I assumed because you didn't have office that you wouldn't have Money..
I have the 2003 version so not sure if it is the same but in the money start menu directory, there is an invoice designer option.
Hope this helps Wullie
sales@freshlookdesign.co.uk
The pessimist complains about the wind. The optimist expects it to change. The leader adjusts the sails. - John Maxwell
I assumed because you didn't have office that you wouldn't have Money..
I have the 2003 version so not sure if it is the same but in the money start menu directory, there is an invoice designer option.
Hope this helps Wullie
sales@freshlookdesign.co.uk
The pessimist complains about the wind. The optimist expects it to change. The leader adjusts the sails. - John Maxwell
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