Don’t Let a Silly Mistake Cost You Money – 7 Simple Tips to Create an Error-Free Invoice Online

Invoices are essential if you want to get paid for all the great work you do.

But when you’re a busy freelancer or small business owner, juggling many customers and even more projects, chances are invoices start to fall to the bottom of your list.

The thing is, when you’re rattling through your invoices — just trying to get them cleared — that’s when mistakes happen. And mistakes on invoices can be costly. Not only can invoice errors lead to confusion and delayed payments, they can cause a customer to lose confidence in you entirely!


Invoices are essential if you want to get paid for all the great work you do.

Having a fail-safe invoicing workflow in place can really reduce risk, guaranteeing error-free payment requests which benefit you and your clients equally.

Here’s how you do it...


1.  Get Your Invoice Sent Quickly

Time is of the essence when it comes to sending an invoice. After all, the sooner you can create an invoice and get it to your customer, the sooner you will be paid.

You may think that leaving it for a day or two wouldn’t be a big deal, but even tiny delays can result in you waiting up to a week for payment. The secret is making it super easy for your customer. As soon as you’re ready — perhaps once you’ve confirmed go-ahead or even completed the project — head online, write up your invoice, and send it across whilst you’re still top of mind. 

The sooner you can create an invoice and get it to your customer, the sooner you will be paid.

That way, your client won’t need to spend time remembering who you are, and what they are paying for. It makes the process easier for them, and makes sure you get paid right away!


2.  Get Your Invoice Sent Quickly

Time is of the essence when it comes to sending an invoice. After all, the sooner you can create an invoice and get it to your customer, the sooner you will be paid.

You may think that leaving it for a day or two wouldn’t be a big deal, but even tiny delays can result in you waiting up to a week for payment. The secret is making it super easy for your customer. As soon as you’re ready — perhaps once you’ve confirmed go-ahead or even completed the project — head online, write up your invoice, and send it across whilst you’re still top of mind. 

That way, your client won’t need to spend time remembering who you are, and what they are paying for. It makes the process easier for them, and makes sure you get paid right away!


3.  Describe Exactly What You’re Invoicing For

Itemized invoices make it easier for your customer to understand, and appreciate, what you’re charging them for. Having a vague one-line invoice when you’ve delivered a valuable service is underselling yourself, and customers could be less inclined to make paying you a priority.


You can focus on getting the content right, without worrying about the invoice design each time.

But remember, you don’t need to reinvent the wheel each time. Ready-made invoice templates will have tables for you to fill in, leaving space for all the necessary detail. This means you can focus on getting the content right, without worrying about the invoice design each time. Simply input your invoice amounts, and a short job description, and you’ll have a clear, error-free invoice that clients are able to pay without hesitation.


4.  Take The Human Error Out Of Online Payments

Bank transfers are a great way to accept payment, but they do run the risk of human error. After all, if your client needs to copy your bank details from the invoice into their online banking system, all it takes is one wrong number and the payment will fail (or go elsewhere!).

So that’s where online payment links come in. By directing your customer straight to an online payment page, you remove all the risk of human error — on your side or theirs!


5.  Send Your Invoice To An Individual’s Email Address

If you’ve been dealing with an individual customer or sole trader, then it’ll be pretty clear which email address to send your invoice to.

However, if your client is a bigger organization, you may need to seek additional clarification to make sure your invoice lands in the right hands. It’s possible that the person you’ve been dealing with so far — for commissioning your work and tracking the delivery — is not the right person to receive your invoice.


Email addresses that start with info@ or sales@ often serve as a catch-all for unwanted spam.

If you aren’t sure, just ask!

The biggest mistake freelancers and business owners make here is to send invoices to a generic email address. Email addresses that start with info@ or sales@ often serve as a catch-all for unwanted spam. Your invoice is not spam, so don’t let it get lost in the junk folder!


6.  Create A Backup In Case Your Invoice Is Lost

In the early days of sending digital invoices many people typed the information in to an email and sent it. Imagine the frustration of that email being lost, you would have to type everything out all over again!

Even if you use documents for online invoicing you could be in trouble if you only have a copy saved locally. Forgot your password or, worse, spilled coffee over your computer? You’re starting over from scratch — and not giving off the greatest impression to your valued clients!

You can see when your customers view invoices online, so you know when your invoices are really lost and when they’ve just been ‘misplaced’.

Thankfully, cloud backups happen automatically if you use top invoicing software. Plus, you can see when your customers view invoices online, so you know when your invoices are really lost and when they’ve just been ‘misplaced’.


7.  Don’t Forget To Be Polite!

Asking for payment is something many solo business owners and freelancers find awkward. But simply being polite and thanking your customers for their business really helps dispel this for both sides.

What’s more, a little kindness goes a long way. ‘Please’ and ‘thank you’ can actually increase the chances of your invoice being paid on time by 5%!

You can create an online invoice template that contains a thank you message, but why not go one better and put something personal in the email when you send it through? What did you genuinely enjoy or appreciate about working together? A thoughtful touch will keep the customer smiling right up to the end of your interaction, and maybe make them more likely to refer you to other contacts!


One Final Thing...

Invoicing software, like Perfect Invoice, makes error-free invoices easy to achieve.

With Perfect Invoice, you can create and send invoices in an instant. Our templates let you enter details about your service without having to type it all out by hand, and we save your details so they appear the same on every invoice.

Customers can pay you any way they want, whether that’s by credit card online, sending direct to your bank, or mailing a check. Then, Perfect Invoice tracks everything; giving you a bird’s eye view of all your invoices from anywhere and on any device.

You can save contacts so you know invoices are always sent to the right person, and because our platform is cloud-based, everything is securely backed up automatically.

It’s never been easier to send online invoices and get paid by your customers — so take us for a 14-day free test drive today.

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