How to send an invoice? Useful tools

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Every freelancer, small business owner, or entrepreneur issues invoices every month. They are necessary to receive payment for work performed or goods delivered. But simply issuing such a document does not guarantee that you will receive payment. For complete success, you need to deliver it to the contractor. In this article, you will learn 3 ways to send an invoice and which tools are particularly useful in this process.

How to send an invoice – index:
How do I send a paper invoice?
How to prepare an invoice in electronic format?
How to create and send a PDF file with an invoice?
How can an invoicing app help you?
How do I send a paper invoice?
Although the Internet has become a permanent fixture in our homes and offices, the overwhelming majority of invoices are sent via traditional mail. According to the E-Invoicing/E-Billing. Digitization and Automation report, 90% of invoices reach recipients in paper format.

Unfortunately, this has its drawbacks. One of them is the time it takes to deliver the letter to the address you provide. When sending, you need to take into account the entire process that leads to bahamas whatsapp number database payment. You should remember that many people may be accustomed to paper documents. They will expect you to provide invoices only in that form. Admittedly, you may be able to convince some to invoice electronically, but in other cases, you will have to adapt to your customers' wishes.

Most of the tools you need to send a paper invoice are available in any office. You'll need a computer with a printer, office software, and envelopes. While you can fill out an invoice by hand on a specially prepared form, it's much easier to work with electronic documents.

Using a word processor or spreadsheet, you can prepare a document that contains all the necessary elements. Then you need to print it, put it in an envelope, address it, and send it. Most popular word processors allow you to print on envelopes, so you don't have to worry about writing the address by hand. All that's left for you to do is buy a stamp and send the letter to the contractor.

How to send an invoice
How to prepare an invoice in electronic format?
An alternative to paper documents is an electronic invoice. You don’t need any special software to create one, because what you use every day – a simple spreadsheet or word processor – is enough. Just like a document sent by traditional mail, you must first create an invoice, except that instead of printing it, you must save the file you create this way.

Avoid formats like DOC or XLS , because although they are common and easy to open, they have one big drawback – a document prepared in this way can be easily edited. Admittedly, you have the option to protect editing of such a file with a password, but it is better to use a proven solution – PDF files. By sending such a document, you are sure that no one will interfere with its content.

How to create and send a PDF file with an invoice?
You can choose one of the converters available on the web, such as Adobe Acrobat, for example, to create a PDF file. Simply select an invoice previously saved in a DOC file, and the program will automatically convert it to PDF. Depending on your computer's settings and the options available in your word processor/spreadsheet, you can also select the option to save the file in PDF format from within the program.

Add the document prepared in this way as an attachment to an email. It is a good idea to start creating a message to a client with this step. This will ensure that you do not send an email without an attachment. In the subject line of the message, you can include the name of the project to which the invoice refers. The content of the email should be short and to the point, but remember to maintain a polite tone. You can thank them for their past cooperation, encourage them to use the services offered in the future, and, in the case of a partial invoice , indicate what stage of work it refers to.

How to send an invoice
How can an invoicing app help you?
This is a tool that makes sending invoices significantly easier, as it offers you the widest range of options. If you work with companies that require paper documents, you simply issue, print and send the invoice via traditional mail according to the client’s wishes. The advantage for you is that such an application comes with ready-made invoice templates, so you can be sure that they will comply with the regulations in your country.

You also don't need to worry about VAT rates or the correctness of calculations and sums. Just select the appropriate tax rate, enter the net value of the goods/services, and the program will calculate the value of the item itself along with the tax.

With a free invoicing app, you can easily send electronic invoices directly to the email inboxes of those contractors who accept this form of communication. Such a document is immediately saved in PDF format, so you will have no problems converting such a file into a format that guarantees data integrity. You can send an invoice prepared in this way in just a few clicks. You don't need to log in to your email – you can do everything from the app. You can enter the subject of the message, complete its content or use a ready-made template, which saves time and significantly reduces your work.

Importantly, you will never send an email without an attachment again, because when you click the “send” button, the invoice you issued is automatically attached to the message. Just like with a standard email, you can select the recipient of the message, add more recipients and even send a blind copy. This is practical when dealing with large companies, as you can send the invoice either to the person you are working with on a project or directly to the accounting department.