HomeProductsInvoicing7 Tips for Improving Your Invoicing and Billing Process

7 Tips for Improving Your Invoicing and Billing Process

When you send a bill of lading to a client, you never really know when your client will pay the bill. This is the stage that often makes you anxious. However, now you don’t have to worry anymore. There are several simple ways to simplify and optimize billing payments to clients so that you can get gains faster. One of them is with an automatic invoicing system. Next, consider the following tips!

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What is an Invoicing?

Invoicing is the process of generating and sending a document that lists the goods or services provided by a seller to a buyer, along with the amount due for those goods or services. An invoice typically includes details such as the quantity and description of the items sold, the price per unit, any applicable taxes or discounts, and the total amount due. The purpose of an invoice is to request payment from the buyer for the goods or services received.

Function of Invoicing 

The primary function of invoicing is to provide a clear and detailed record of the goods or services provided by a seller to a buyer, along with the corresponding costs. Invoicing serves several important functions, including:

  1. Requesting payment: The invoice serves as a request for payment from the buyer to the seller for the goods or services provided.

  2. Record keeping: The invoice provides a detailed record of the transaction, including the items sold, the price per unit, any applicable taxes or discounts, and the total amount due.

  3. Tracking sales: Invoicing helps businesses track their sales and revenue over time, which is important for financial planning and analysis.

  4. Facilitating payments: Invoicing can help to facilitate payments by providing clear and accurate information about the goods or services being sold, the amount due, and the payment terms.

  5. Improving cash flow: By invoicing promptly and accurately, businesses can improve their cash flow and ensure that they are paid in a timely manner.

Tips for improving invoicing and billing process

1. Establish clear payment terms upfront.

Your payment terms and policies determine when and how you will get paid. Before making a deal with a client, you should explain your payment terms and policies to them. This needs to be done so that your client isn’t surprised when receiving an invoice from you out of nowhere. Communicating the payment terms and policies in advance will also help you get paid in a timely manner.

Ask your client concerning the time and method of payment they prefer since both of you should feel equally comfortable with the deal being made. Don’t hesitate to tell your client about the consequences of late payment. They will appreciate it if you can tell them everything beforehand.

2. Make your invoices look impressive.

Believe it or not, your invoice designs do matter. Your clients can judge your professionalism just by looking at your invoice templates. Impress your clients with well-designed invoices. We strongly recommend that you customize and personalize your invoices for different clients. While attractive designs are important, keep in mind that you should also keep your invoices simple and easy to understand, so you shouldn’t add too many logos.

3. Provide complete and relevant information.

Don’t just focus on your invoice designs. Focus more on the important details you should include on your invoices. A good invoice should include all relevant information such as; product or service description, order number, GST amount, shipping costs (if any), total amount, invoice number, due date, payment options, clearly defined payment terms, late payment charges, contact information, and a personalized thank you note.

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4. Invoice your clients as quickly as possible.

The best time to send an invoice is as soon as your project with a client is completed or right after your product or service is delivered to them. Prompt invoicing basically leads to faster payment. This will show your professionalism to your clients. When it comes to recurring invoices, consider sending them on the same day (or date) every month to show your consistency.

5. Follow up with your clients.

If your client doesn’t immediately pay the invoice you have sent a few days before, then you shouldn’t hesitate to send them a reminder concerning the upcoming payment due date. You can do this a week or a few days before the due date. In addition to helping you get paid on time, sending reminders will also benefit your clients, as they won’t have to spend extra money on late payment charges. Remember to keep your reminder messages professional and courteous.

6. Utilize digital tools.

Nowadays, all businesses should have gone paperless. Providing an online payment solution and creating digital invoices will greatly help you improve the efficiency and effectiveness of your business operations. Most of your clients may also be more aware of email than their snail mail. They will prefer a handy method of payment that allows them to pay their bills anytime and anywhere.

7. Automate your invoicing process.

If your business requires you to create invoices at all times, the best way to improve your invoicing process is to automate it. Generating recurring invoices for multiple clients is very time-consuming. Maintaining invoice details and manually checking your client payment statuses is also inefficient. At times, you could for about unpaid invoices and you’re not sure if you’ve reminded your clients of their late payments.

By automating collecting your payments, you can focus more on other tasks that are no less important. Automated invoicing systems help you in many ways, from creating recurring invoices and customizing them, saving client data, setting payment reminders and sending them to clients, viewing client payment status, and much more. You can also integrate with the accounting system to automate the detailed calculation of your debts & receivables, and income.



Each client certainly has different characteristics in response to billing payments. Some clients are happy and easy to pay, some clients are sometimes difficult to produce. This is undoubtedly a problem for companies that need amounts to improve their business. To reduce this, companies can use the e-invoice or e-invoice software HashMicro to solve these problems.

HashMicro provides integrated invoice software that is managed automatically. This software will send invoices to consumers automatically without the need for us to send them manually. This software can also send data on which consumers have not paid their bills so that companies do not need to search for them manually. Use HashMicro invoice software to increase bill payments from consumers!

Interest in getting savvy tips for improving your business efficiency?

HashMicro is a software development and enterprise resource planning (ERP) company. Consequently, we often provide articles about ERP and other systems that all businesses need.


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