4/16/2023 0 Comments Simple invoicingTraditional invoice numbering, where you increment the number regardless of the client, can sometimes give away information about how few clients you have. I've created a free Invoice Tracker template that you can use to list all of your invoices, the customer names, and whether they have been paid. Give one to the customer, file one by Invoice #, and file the last one by Customer. If you are going with the hard copy method, print 3 copies of your invoice. Use the same type of file naming structure as in Step 3. In Excel, you can go to File > Save As to create a PDF. Step 4: Save as a PDF or Print Hard CopiesĮmailing your client an invoice as a PDF attachment is a simple approach if your customer is fine with that. When your folder gets unmanageably large, create a subfolder called 'archive' and move all your older invoices into that folder. Try experimenting with NOT including leading zeros, and you'll see what I mean. NOTE: When you sort your files in your folder alphabetically, you should include the leading zeros so that 00010 is correctly listed AFTER 00001. When you sort your invoices folder alphabetically, the latest invoice number will always show up last (or first if you sort it in reverse). Whenever you create a new invoice, name the file using the Invoice # as shown in the example below. Step 3: Use the Invoice File Names to Keep Track of the Invoice # Or, make it a practice to always make a copy of the template and rename the copy BEFORE making any changes. xlt file, if you then try to save the file, it will automatically prompt you to save the file with a new filename. xltx) so that you don't accidentally save new invoices over the top of your original templates. TIP: You may want to save your templates as actual 'template' files (.xlt or. I don't know of any rules that say the numbers need to be sequential. If you are a small company, but want to look like a larger company, you can make up Customer ID's, and you should probably start with a number larger than 001. ![]() Customer ID numbers are normally used when you use a database for managing contact information and accounting. Your 'invoices' folder will then look something like this: Starting from your master copy, add your client's information into the Bill To section and save a copy with a unique name, possibly including the customer ID in the filename as well. The next step in creating your own invoice system is to customize a master template for each of your major clients or customers. Step 2: Create a Template for Each Major Customer The '00000' is a placeholder for the invoice # that you will edit later when you create copies of the master invoice. ![]() When you're done, create a folder on your computer called ' invoices' for storing all your invoices, and name your master invoice: Add your logo, company name, address, phone #, and fax # in the upper left. ![]() ' and edit your contact information at the bottom of the invoice. Complete the section 'Make all checks payable to. ![]() Using the original invoice template, save a copy with your business address and contact information. Step 1: Save a Master Copy of your Invoice But, as a small business owner, I only need to send invoices occasionally, so this is the method that I use. If you create and send many invoices per week, then you may want to use something more automated like QuickBooks or an online payment processing system. In this article, I will share with you a simple approach to invoicing that can help you keep your business running smoothly. This and other questions are almost all related to basic invoice management tasks, such as how to archive the invoices, manage invoices for major clients, etc. One of the common questions I get with regard to my invoice template is how to keep track of the invoice numbers.
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