Purchase The Billing Software of Your Dreams—Top 5 tips


Choosing the best billing software is the most prudent investment a business can make to get timely payments. Itis is also crucial to continue operations and pay employees and vendors. Having automatic billing software is mission-critical due to the inefficient and time-consuming nature of sending a physical invoice.

A small business, however well-financed, can never outrun the effects of a faulty billing system. Given that clients routinely find excuses to delay the payment —60 percent of all invoices are paid late —acquiring a proper billing software becomes all the more necessary.

However, as the market is flooded with thousands of options, picking the ideal one can be a challenging task. So, let us learn how to pick the best billing software for small businesses.

The best legal billing software is the one that is easy to use

Producing an accurate invoice during the first attempt is crucial, or you end up upsetting the client and/or wasting a lot of time. This can be achieved with a user-friendly and intuitive invoicing solution like the one offered by Cloud Books. Also, the billing software must allow you to access all the necessary details, such as cash flow, bank accounts, open/closed invoices, and recent user activity, in one place.

It would also make a lot of sense if the billing solution can easily onboard all your present data.

The presence of predefined templates is an advantage

The appearance of the invoice is key to the growth of your business. It determines whether you stand out as a brand and whether your bill will be noticed by the client. Predefined templates also save you a ton of time, as you do not have to create invoices from scratch.

  Also Read: Important Key Aspect of Every Billing Software

Industry-specific billing software

Different industries have different billing needs, and the company’s niche should be an important consideration while choosing invoicing software. For instance, a small warehouse that relies on payments from multiple clients may have different needs than a contractor with a single client who is billed every month.

Prioritize safety

Your invoicing product has not just your data but also the client’s confidential information, which makes it your responsibility to use secure billing software. Hence, it is preferable to use an invoicing solution that can work even without the internet. However, the business owner needs to ensure there is an automatic backup option.

Proper customer support and service

Due to the sensitive nature of the information handled by the billing software, it makes sense for the business owner to purchase one that offers rapid and easy to access customer support via call/ chat/ email for issue resolution.

Further, ensure that the replies from the customer support team are prompt and that they are free of charge. You are also entitled to proper notifications of any alterations to service & maintenance, updates & up-gradation, annual, and subscription charges.

Support for multiple currencies

Ensuring that this feature is present is important, as you might have to deal with clients from locations other than your own.

Ability to do your taxes

Besides ensuring that you get the best value for your money, purchase an invoicing solution that calculates your taxes and provides insightful reports on the same.

   Also Read: Billing Software for Small Business


Getting the most value-adding billing software online should be a priority for every small business, even though it might come across as a trivial matter that requires little or no consideration. Acquiring the best online billing software that fits your budget will drive business growth, and at the same time, provide you with the peace of mind that comes from not having to deal with faulty or delayed payments.

Also Read: Benefits of Using Invoicing Software in Business

Top 6 Excuses by Clients for Late Invoice Payment and How to Deal With Them


According to a comprehensive study by MarketFinance, formerly known as MarketInvoice, around 60 percent of all invoices are paid late. The report goes on to reveal that the average invoice is paid six days late and that one-fifth of all invoices are paid more than two weeks late.

This is, especially devastating for a small business owner, who depends on constant cash flow to run the operations smoothly and pay employees and vendors on time. It is hence, prudent to know the top excuses given by clients for non-payment of the invoice and also how to deal with late payment —your businesses’ survival depends on it.

1) “Our check is in the mail.”
Since there is no way for you to verify if the client has posted the check, they might blame the postal system and tell you that the check has not been delivered to you due to the inefficiency of the postal department. This might just be an excuse to buy some time. So, if the payment is delayed for long, it would make sense to take a firmer stand and demand they cancel the previous check, pay you via certified mail, and give you the tracking id.

2) “We have not gotten your bill.”
When you hear this excuse, first of all, recheck the address you sent the invoice to. If that is accurate, send your invoice again through fax/certified mail with the requirement of getting the client’s signature on delivery.

3) “We did not receive the product.”
If your product is a digital file/document, you can quickly send it again. But if it is a physical product, you need to track the shipment and delivery process and get the client’s signature upon receipt.

4) “The person who takes care of this is unavailable.”
This can be heard from the clients especially around holidays. During other days, they might respond with the classic “he/she is sick” excuse. If they are set to return in a couple of days, it is reasonable to wait and reach them to take care of the payment later. However, if the client is unsure of the time, ensure that you find out the contact details of a substitute and urge them to process your payment. You should stress the importance of your account and the fact that payment is long overdue.

5) “We are yet to receive payment from a bigger client.”
One way to deal with this excuse is by having your client pay you in installments. If you realize your client has cash flow issues, you can ask them to make payments ahead of time or at least put up a deposit during future dealings.

6) “The system is down.”
Shifting the blame to technology is a common way to delay payments. Be upfront with your clients, and ask them when they expect it to be resolved. Request them to send a check if they respond by saying that they are not sure when the system will be up again.


Small businesses can avoid most of these excuses through the use of top-notch invoicing software, such as the one provided by Cloud Books. The client cannot claim that the payment check is “in the mail” or “we have not received a bill” or “the system is down.” Cloud-based invoicing software can keep track of all the transactions and the details are stored in the cloud. The information can be accessed at any time from any device.

For a small business, on-time payments from clients are mission-critical. Hence, learning to deal with late payment excuses efficiently can go a long way in ensuring your success. Crucially, it fosters an atmosphere of mutual respect and sets up the precedent for better future dealings.

Also Read: How to avoid unpaid invoices and the best ways to deal with clients who pay you late

Simple Ways To Optimize Your Billing Process

Atradius, a prominent financial institution operating in the insurance sector, estimates that 39% of all invoices in the USA are paid late, and that the companies are asked for an extension in the deadline for the invoice payments 52% percent of the time. Invoices area crucial aspect of business operations, and getting late payments for the services rendered or the products you sold canfrustrate you greatly.

For a small business, the billing process can be quite complicated and time-consuming. Despite the emergence of automated software that is constantly figuring out how to reduce delays and errors in the billing procedure, occasionally an issue may crop up, causing trust issues between the business owner and their client.

The process of improving the billing process flow is never-ending, but it can yield results that can enhance the output you get from your billing software. Here are a few suggestions youcan follow to optimize your billing process.

  • Automate your billing process
    Automating your billing processes can go a long way in ensuring the smooth operation of your business. Make sure you get the billing software for business that can help you create custom recurring invoices, track their status, keepsensitive client data securely, and schedule and send reminders for payment as well. This will not just save you a lot of time, money, and effort, but also reduce your stress levels.
  • Provide complete information
    Providing relevant and complete information to your customers is key for your process for billing to go smoothly. Many business owners tend to make the mistake of focusing too much on their invoice designs rather than ensuring that it has crucial information, such as a description of the product/ service, the order and invoice number, total amount, the last date for payment, acceptable modes of payment, the terms of payment, and contact details as well. A thankyou note to the customers, which shows you care, can also be a welcome addition to the invoice.
  • Establish terms
    To increase your chances of getting paid on time, make sure you establish the payment terms and policies with the client beforehand. Tell the customer what you expect, ensure that they are comfortable with it, and also let them know what the penalties are for violating the terms.Theywill appreciate the effort and thought that has gone into the process. Establishing these ground rules will foster an atmosphere of trust between the stakeholders.
  • Make your invoice impressive
    Sending out an easy-on-the-eye invoice is important as the client can gauge your level of commitment just by looking at the invoice. Always ensure to personalize the invoice as the customers feel special when you do that. Whileyou need to ensure that the invoice is well-designed and attractive, it should not take precedence over simplicity.
  • Monitor the payments
    It is quite prudent to keep track of what stage of the billing process you are at. Monitoring the payments is crucial as it allows you to ensure that the invoices are error-free and reaching on time while also providing you with constant feedback on the billing software you use.
  • Get on the cloud
    This will allow you the flexibility and accessibility that is necessary for today’s competitive business environment. Cloud-based systems not only speed up the process and eliminate irrelevant data from your system, but it will also allow you the luxury of monitoring the data from wherever you want.

Closing thoughts
Success in business often boils down to how smooth the operations are, and getting your invoicing right is a key part of that process. It doesn’t have to be a painful and confusing journey as long as you have the right tools – clear payment policy and an automated billing system – that keeps your billing process running like clockwork.