When you go to a client’s house or business to do work, do you leave a great invoice for their records? What makes a great invoice? One that gives detail as to what was done, what the breakdown of costs was, unless it was a quoted bid, and your business name and contact information.
Make sure that your business name is obvious on the top of the invoice and not hidden below in the text or even worse, left off altogether. The pre-printed invoice books from the local supply store are great but they do not show you or your personality. Let your customers have an easy way to remember who gave them the wonderful service and a way to get hold of you to schedule more. Give them all the ways to contact you that you use, which can be email, a website, or a business page, and absolutely leave your phone number. It is frustrating to pull out that old invoice and there isn’t contact information on it. Google isn’t always perfect at sharing your information so relying on google searches for phone numbers or business categories is risky business.
Breaking out the costs and leaving a detailed report of the work done gives your clients a sense of transparency and helps build their trust in you. If they can go back later to that invoice and are able to see exactly what was done, they won’t be questioning whether a new issue is related to your work or not. They will know that you worked on A and B but not on X or Y. You could also have your terms of service printed on your invoice and let the customer know that you will warranty your work for however long that it is, that helps them to know that if there are any issues to call sooner than later and they will not be upset if they call and are told that there is nothing you will do since it has been too long.
Will you be allowing customers to set up an account and pay later than the time of service? Make absolutely sure to put all of the information about late fees or finance charges and I highly recommend that you have that section checked by someone that deals with collections before you have your invoices printed. There is nothing worse than finding out your wording can’t be enforced because your late fees are too high for your state or that you did not put in the wording that you will add attorney fees so you are not awarded the money that it took to collect the past due money. You do not have to give your customers the chance to pay later but it might turn off some customers that have emergency issues but no emergency funds. Or you didn’t get a signature agreeing to the collection process and now can’t even send them to collections or take them to court for your lost fees.
I recommend having multiple part invoices so that you can leave one copy with the client and keep a copy for yourself that has the same detail. When the client calls again, you can look at their information and refresh your memory on what you have already worked on so that you go to the job site with knowledge and confidence. It is also a great way to get the client’s contact information for any email or text marketing that you might do, just have a spot on the invoice by their signature asking for a cell phone number or email and asking permission to add them to your list.
If you have a great invoice to back up your talent and skills, you can use it to keep clients and when they share your information with friends, family, and neighbors, you will also gain new clients.
