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When you are freelancing or running another type of small business getting paid on time is a necessity. 

Good invoicing forms an important part of the process.  If you send out clear, concise, well-designed invoices it makes it easy for clients to understand immediately what they owe and when to pay – making it much more likely you’ll be paid on time. 

New to it all? Not to worry, it isn’t rocket science and good invoicing is achievable overnight. To help you get started, here’s a handy crib sheet:

What is an invoice? 

An invoice is an important accounting document that requests payment in return for goods or services. It indicates what must be paid for, when it must be paid for, and how the recipient can pay for it. That’s the concept in a nutshell. 

What should an invoice include? 

An invoice should always include:

  • The word ‘invoice’
  • The date of issue
  • Your name or your business name
  • The client’s name or their business name
  • Yours and your client’s contact information
  • A unique invoice number (for good bookkeeping) 
  • The amount your client owes you
  • Your payment details 
  • Your payment terms and conditions 

If you want to get paid on time, make sure you use a clear and concise design so that your client can identify important information quickly. 

What format should an invoice be in?

You can design invoices using any tool and in any format you like. Many freelancers send their invoices out as a Word document, PDF or even Excel (we wouldn’t recommend this as it’s harder to brand and a little accountancy-like) and others make use of available invoice templates – more on that below.

If you do decide to use an Office application for your invoices, make sure they are saved in the Open Document Format, so your customers can actually open them. We can’t tell you how many times we’ve seen late payments occur because invoices can’t be opened by the client. We also recommend making your invoices read-only to avoid invoice fraud (this is where your customer edits the invoice to a lower amount).  

Design matters too. Just like the wonderful product and service you provide, it’s also important to make a professional impression with your invoices. 

A beautifully designed invoice adds a finishing touch to your service. We recommend you go down the customised route, and invoicing software is a great place to start. Services like Solna have templates ready and waiting for you to use which you can customise and brand to your heart’s content, and download as PDF or send through the platform. It beats slogging it out on Word. 

Invoice payment terms

As a freelancer, you make your own hours and set your own payment terms. While some projects will call for you to bow to the payment run of the client, most of the time you’ll be able to dictate when you get paid from within your invoice. 

Net payment terms are the most common with freelancers. Net 30 means you request payment within 30 days of invoice receipt. Net 7 is 7 days, Net 10 is 10 days. You get the idea.  The issue with these terms is there’s no guarantee the customer will pay. If you take on one-off clients you might want to skip to the next option – upfront payment. 

Upfront payment, or payment in advance, safeguards your time and cashflow. Some businesses aren’t comfortable with it, so it’ll be up to you to forge trust in the relationship and win them over. If they won’t pay you upfront, then to be honest you should question if they would have paid you at all. You might have dodged a bullet.

If you have recurring customers, you have two choices: raise invoices manually or invest in software that’ll automate the process for you. Automating the sending of invoices will free up your time and give your customer continuity. 

Whatever terms you choose, make sure you keep on top of who’s paid and who hasn’t or else you’ll find yourself with cash flow issuespretty quickly. You might need to do this manually depending on the system you use. If you’re using invoicing software, you should get alerted when you receive payment or if payment is overdue. 

How to send your invoice

It is standard practice to send invoices via email with a High Importance tag. In Outlook, you can request a read receipt which is a type of delivery notification – but it should be said this is self-enrolling, so the receiver can just say no to it. If you do send your invoices by email, then ask your client to confirm receipt. 

Your email should have a subject header with the word ‘invoice’ in it, your company name and the month/ year. Here’s a good example: 

Solna.io, Invoice, December 2018 

This is short, sweet, to the point and absolutely perfect. 

Your email should also have a short and concise message body. Here’s a good example:

Dear [business name],

Please find attached our invoice for December 2018. 

This is due for payment by [insert payment terms].

Kind regards,

Your name 

It’s also important to keep accurate records of your invoices with back-ups. Store them locally on your computer for off-network access and in the cloud for access anywhere with an internet connection. You never know when you’ll need a copy of an old invoice. If you’re using an invoicing software, you’ll probably be able to save them there. If not, there’s a ton of good (and free) cloud services like Dropbox and Google Drive. Microsoft OneDrive is a good choice because it syncs with your desktop folders. 

Follow this approach and hopefully, you’ll get paid on time. Just remember to keep on top of your debtors and track your invoices.  That way you’ll have good cashflow and can put your energies into doing a great job for your clients.

ABOUT THE AUTHOR


Inna Kaushan is co-founder of Solna, a smart invoicing platform powered by credit score data. Solna speeds up the invoicing and payment process for freelancers and small businesses. Through leveraged credit data that is overlaid on the platform’s invoicing and reporting functionality, users get a clear picture of their customer’s financial health and their overall exposure to risk. The system’s automated credit control functionality automatically chases overdue invoices – freeing up time and ensuring faster payment. 

Webhttps://solna.io/

Twitter: @solna_io 

Facebook:@Solna.io

LinkedIn: Solna

When working away from your normal office, a hotel stay is often inevitable – and that means using the hotel WiFi to stay in touch.

The hotel industry is one of the top sectors to suffer data breaches– it’s a cyber criminal’s dream with the amount of information hotels potentially hold about you: your name, address, passport details, car registration plates and credit card details to name but a few. And that’s before you even check in! 

Once checked in, you connect to the WiFi network and are required to enter personal details. Where does this data get collected? Most Guest WiFi access has software that sits behind the access points and stores all this information. The repercussions, if a cybercriminal gains access to the backend, can be potentially catastrophic.

So, what can you do to protect yourself when travelling and needing to access hotel and other public WiFi spots?

Tethering via your mobile

Public WiFi networks are rarely secure and often used by hackers to gather data they shouldn’t. We recommend, wherever possible, to connect to the internet via your mobile phone. Use your data allowance, and the security built into your phone, instead of a public network. Mobile data is becoming cheaper and cheaper:

  • Vodafone has a 20Gb data SIM only contract for £20 per month
  • O2 are selling 32Gb of data for £26 per month

The only issue comes when you cannot get a decent signal, most likely due to the structure of the building.

Use a VPN connection

If you cannot get a secure internet connection, a Virtual Private Network (VPN) connection is the next best thing. This allows you to connect to your company network by creating a secure “tunnel” between your laptop and your network. This stops others from accessing your data.

To create a VPN, talk to your IT department. They are likely to have their preferred software application for this, or if you want to use the Windows VPN tool, you will need to know the names and IP addresses of the server(s) you wish to connect to.

Use RFID Shields

Public places, such as hotels, are great hunting grounds for thieves looking for card data. They can easily steal your card information by skimming. With near-field communication (NFC) technology, they don’t even have to get hold of the card anymore; simply get close to it.  Passive Radio Frequency Identification (RFID) protection comes in the form of a shield (credit card sized) that slides into your wallet next to your cards or there are now wallets with this tech built into the material. More active solutions, using other radio frequencies, will actively block the signal used by the skimmers.

Don’t be discovered

When you do log into a public WiFi, it will sometimes ask you if you wish to be discovered, or visible, to others on the network. Always say No. While you’re at it, turn off file and print sharing so that nobody can send or receive files from you across the WiFi.

Don’t leave them alone

You’re in a hotel, or coffee shop, and you need the loo. You’re only going to be gone a couple of minutes. Your devices will be safe…. Won’t they? Do you really want to take the risk? Take them with you. It is inconvenient, but it’s far less inconvenient that explaining to your boss that there’s been a data breach and they have to report it to the Information Commissioners Office (ICO) with 72 hours.

GDPR and data security have only made it more important to protect your data. However, the biggest issue is not the fines or the paperwork; it’s the loss of your company’s intellectual property and the loss of trust from your clients that will hurt the most. None of these steps are difficult with a little forethought, so let’s ensure your data is safe – and you have a great trip.

ABOUT THE AUTHOR

Mike Ianiri is Director of independent telecoms brokerage Equinox. Mike works with companies, charities and other organisations to help them choose the right telecoms packages for their needs and thereby reduce their costs. He is particularly knowledgeable on the integration of IT and telecoms in business.  www.equinoxcomms.co.uk

Twitter: @CommsEquinox