Deprecated: Methods with the same name as their class will not be constructors in a future version of PHP; plgContentOsecontent has a deprecated constructor in /home/creditri/public_html/plugins/content/osecontent/osecontent.php on line 31

Often when work is completed sending your invoice is the last thing on your mind

Written by

Often when work is completed sending your invoice is the last thing on your mind, but actually it should be on your mind all through the job, if you are billing for hours keeping good records as you go can help make the invoicing process a lot easier.

Make sure your billing is detailed, set aside time at the end of each session for this. I can’t tell you how many debts we have that are disputed over time issues.

Keep detailed records of your time

If it’s possible, get your customer to sign off on your times especially if the job will go over a few days or weeks. Customers don’t like surprises on their invoices and my suggestion is that you keep them updated daily. If you can get your customers to sign a daily time sheet or if they are not present send the an SMS letting them know of your times, this way you both have a record.

Most accounting packages have time tracking, but I am sure there are apps that you could use.

Keep detailed records of inventory

Second but of equal importance is to keep detailed records of inventory, this is another area the causes disputes resulting in debts not being paid, so many arguments happen over the costs and amount of materials used on a job. Please record what is use and again get your customers to acknowledge these as you move through a job. Keep good records so at the end of the job you are not guessing what was used.

Use a job completion form

When you have completed the job get your customer to sign off that the job has been completed to their satisfaction. Use a dedicated job completion form that includes the clauses from your Terms and Conditions stating what the requirements are for a remedy if they are not happy with any element of the job. This form should also have a time frame in which they have to raise concerns and a process to which to raise these.

This is so important because many jobs that are not remedied quickly get left to fester and many never be paid and it may have been over one small element of the job.

I can’t stress how important having a disputes resolution process is for your business.

Make it some ones job, preferably not yours

You can make it your administration person or bookkeeper responsibility to ensure jobs are signed off on and completed to your customer’s satisfaction.

So now it is time to send your invoice, as part of the finalisation of a job gather all the information and send it to your bookkeeper, I also recommend calling them and to discuss all the elements in the invoice. This can save a lot of time in the long run if there is confusion over element of the job being invoiced. You will also get clarity that your bookkeeper knows exactly what to put in the invoice.

Then send it off by email through your account package 

In summary:

  1. Make sure you track your time and inventory for every job
  2. Keep detailed records to send to both your customer and your bookkeeper
  3. Have a completion form filled in by your customer at the end of the job
  4. Use your accounting package's features for tracking time and sending invoices 

Check that your Terms and Conditions have a dispute resolution process that suits your business.

Learn the key elements to making sure you get paid for the work you've done.

Haven't signed up yet? Really?! Well, here's what your missing out on...

  • Full Access to The Seven Steps to BCA Debt in your Business and the 7 Lesson in Accounts Management. +

    There are 7 steps that we walk you through, these steps build your accounts management system which ensures you get paid for the work you have done and you know your customers have the ability to pay you before you do any work for them. Read More
  • Terms and Conditions +

    We walk you through this process to ensure you have the ultimate Terms and Conditions, customised to suit your business. Read More
  • The Debt Recovery Blitz +

    Get your money back into your bank account, we will help you increase cash flow from within your debtors ledger. Read More
  • Core Policy Document Suite +

    You we give you a suite of documents designed to support your Accounts Management System, everything you need to raise your standards in customer service. Read More
  • Current Customer Induction +

    These are your business ambassador’s show them how you you are improving your systems and ultimately the service you provide them.
  • Collateral Update +

    Ok, this is all the annoying little jobs that need to be done, like update the website T&C and Privacy Policies. We have streamlined this for you and give you the html docs to get your web developers to upload. Read More
  • Secure your Assets +

    We help you determine if your business would benefit from the Personal Property Securities Register, which can put you on equal footing with secured creditors like the banks. Read More
  • Debtor Management 2.0 ??? +

    Make sure your customers have the ability to pay you before you have even done any work for them. Read More
  • 1

In a recent survey my clients
identified having a system for

Accounts Management

to be one of the top area's
they struggled with.