There are few documents more critical to small businesses than the invoice. Business owners will have difficulty running their business and making a profit without considering their invoicing system, especially if they offer a service. 

A company’s invoicing system serves as a tool to record how the revenue is appropriately collected in a small business environment. The invoice serves as a record of their client’s obligation to pay for the sales and services provided to them.

What is an Invoice? 

It’s considered a sales invoice for the seller, and they can expect to see revenue come in based on that invoice eventually. 

On the other hand, it’s considered a purchase invoice for the buyer, reflecting expenses incurred for their records. For a buyer, it represents an account they will have to pay to fulfill.  

1. What is the Purpose of an Invoice?

The invoice represents the buyer and the seller’s formal agreement about the money and services they will exchange. In that sense, it gives both parties assurance that the exchange will occur as planned. After the exchange has occurred, the invoice also functions as a record. 

For the buyer, invoices are a promise of specific services to be delivered at an established price. They are purchase orders that can be filed as an expense to pay. 

For the seller, the document is filed as a sales invoice and an account receivable. The sale has been made, and terms have been agreed upon. Business owners should expect to receive payment according to the invoice pricing and due date, assuming that they comply with the delivery promised on their end. 

2. What to Include on an Invoice

A complete invoice includes all pertinent information about the exchange, and the terms agreed to by the buyer and seller. An invoice doesn’t need endless details about the product itself, but it should be able to serve as an easy and convenient reference for both the buyer and seller to refer to later. Here are 10 pieces of information you need to be sure to include:  

1. Include the Business Name

As the business owner producing an invoice, you need to identify yourself and your business on the invoice clearly. Show your full business name and information, including your business address and contact information.

This is important for the buyer following through on the purchase, but it also ensures the buyer will have your information if they want to return to you in the future or recommend you to other potential clients. 

2. Don’t Forget Contact Information!

In the interest of making the invoice a simple, go-to reference document for both the seller and buyer, you should include contact information for both parties. 

Add your phone, email, and fax to the invoice, and include the buyer’s information as well. This lets the clients know how to contact you in case of any questions or discrepancies, and it makes it easy for you to reach out to them about issues as well.  

3. Stay Organized with an Invoice Number

Proper invoicing requires invoice numbers. As you get a lot of orders, this is a good way to be able to search for a specific invoice. An invoice reference number is a unique invoice identifier that aids in sorting and follow-up.

If you carry on a long-term business relationship with a client, you’re going to have a lot of past invoices that stack up over time. In order to properly address issues, you need to be able to refer back to specific invoices without any confusion. 

4. Outline the Payment Terms

Because the invoice begins its life as a promise and an agreement of how payment is going to occur, it’s essential that it includes clearly laid out terms of payment. 

Whether these terms are static or creative, they need to reflect the agreement between you and your customer. How much money is owed, and how is it going to be paid?