5 Things to Keep in Mind While Choosing Invoicing Software


Are you looking for invoicing software but are not sure which one to go with? Well, even simple invoicing software comes in different shapes and sizes, and narrowing down the best invoice software for your business can get tricky. From formatting to templates, access control to data security, a lot of things come into the picture for any software related to finances. Invoicing is a crucial aspect of any business and managers need to be very careful with what they choose. Here are a few things to keep in mind while choosing invoicing software:

1. Look for customisation
Invoices are never a one size fits all. Different clients require different formats and some industries require invoices to match certain operational standards. For example, if you are a business dealing with legal services, you will find that authorities require invoices dealing with legal services to have certain elements included within the invoice. These rules are different around the world, so make sure your chosen invoicing software offers you customisation.

Look for customisation not just within the invoice format and template but also for the branding, and overall look and feel of the invoice. If you do not want to send out clumsy-looking invoices to your clients, ensure you pick invoicing software that lets you add your logo, desired colour scheme etc.

    Also Read: A Guide to Choosing the Right Invoicing Template for Your Business

2. Multiple currency options
The best invoice software frees you from your scalability woes. In any business, currencies can prove to be a slightly restrictive aspect. Invoicing software online might just offer one kind of operational currency—a major drawback for most businesses. Or, today you might be managing business with just one currency, but tomorrow you may want to expand your business to other countries and deal in different currencies. Then, invoicing software offering multiple currency options will come in handy.

3. Data security
Invoicing software undoubtedly deals with very sensitive information at all levels of operations. In such a case, you need to be sure that your financial data and that of your clients are in safe hands. The best invoice generator should offer data storage on secure servers and backups. Further, look for invoicing software that offers access control so you can protect sensitive information within your business as well.

4. Cross-platform access
One of the major benefits of invoicing software is the ease of use. As compared to complicated spreadsheets and templates, invoicing software is relatively easy to use and access. Therefore, the best invoice software should offer applications for different platforms and be accessible from anywhere at any time. This should include a desktop and mobile application at the least. Plus, it should be available on your operating system.

5. Tracking time and expenses
While creating invoices, businesses sometimes need to take into account billable hours. In such situations, a time tracker proves useful in keeping a track of those billable hours. Operations become easy if your invoicing software can track time and generate invoices accordingly.

Further, a business is bound to make many transactions. These can be easily tracked and ordered with the right invoicing software.

    Also Read: Every Sole Trader Should Use These Free Invoice Software

6. Good customer support
Invoicing is one aspect of your business that you can never afford to be behind on. So, in case invoicing software crashes, you need a solid customer support channel to get you out of the trenches in a jiffy. Look for people you trust to help you when nothing on your system is working. Also, a good customer support team will help you in case of any data losses.

There you have it. Keep these things in mind when looking for the perfect invoicing software for your business and enjoy the benefits of an efficient invoicing system and data management.

Helpful Tips to Add Shipping, Discounts, And Taxes to Invoices


Adding details such as shipping, discounts, and taxes to your invoice is not just important to your client paying you on time but is also required as per regulations. In addition, having these details specified on the invoice goes a long way in helping you with business expense tracking.

Here are some tips to enabling you to add shipping, discounts, and taxes details in your invoices so that the customers are clear about the invoice break-up, helping you get your money faster.

For taxes

Determine all the applicable taxes beforehand
In India, since tax codes vary from state to state; ensure you collect the tax before adding the tax column to your invoice. For instance, some states only require taxes to be collected from businesses that are registered there. Also, if you are working remotely, you need to check the rate at which your service is taxed in that state. Besides, you may even require a permit before you can add a state’s taxes to your invoice.

Create clear subtotals
The same invoice may have items that are both taxable and non-taxable. In your invoice, if you have items that are taxed at different rates or do not carry a tax, it is prudent to have subtotals for each tax group.

Keep track and remit the taxes
Every time a client or a buyer makes a payment, make a note of it so that you can pay the right amount of sales tax on the invoice when it is due.

    Also Read: Top Benefits of Using a Free Invoice Tool

For discounts

• Figure out what kind of discount you want to give
There are a variety of discounts you can offer to your customers to incentivize brand loyalty. For instance, you can provide student discounts if a substantial portion of your customers fall under that category. Further, you can offer seasonal discounts, loyalty discounts, cash discounts and a discount for even ordering in bulk.

• Be clear on what all products the discounts can be applied to
With cloud-based invoicing software, you have the option of applying discounts to specific items or all of the items or services being purchased. This removes ambiguity and consequently fosters customer trust.

For shipping

• Add all the relevant details
Right at the beginning of the invoice, you need to specify your businesses’ name and address. Further, you need to add the name and contact details of the person to whom your product is being shipped. For record-keeping, you need to include the order number and any other reference numbers that may be required.

Aside from this, make sure that you specify what you are shipping, how much of it you are shipping, a brief description of the product, price per unit and also the total price. To prevent your customers from getting any nasty surprises, you also need to add the various miscellaneous charges involved in the shipping.

Most importantly, have an invoice number at the top for your accounts department to keep track of payments.

• Have a place for the customer’s signature in the invoice
To ensure that your customers are fine with the amount specified on the invoice and your terms and conditions in your shipping invoice for customs, including the last day to pay your invoice, have a designated space for your customers to sign.

• Payment options
Remember to add a note about the different payment methods that you accept to ensure the customer can clear your invoice conveniently.

    Also Read: How to Take the Stress Out of Tax Time

With invoicing software, such as CloudBooks, you no longer have to worry about manually preparing the shipping cost invoice, showing discounts on your invoice, and making the tax details clear every single time. You can automate the work of adding these details in your invoice for your client, saving precious time and money.

8 Reasons to Start Using Online Invoicing Software


What would you say if I told you that invoicing could be one of the easiest and seamless processes ever? Yes! You read it right. With online invoicing software, you can make invoicing a woe and anxiety-free process. It is not easy to keep small businesses running smoothly when invoicing itself consumes a major chunk of time and manual resources. That is why the best online invoicing software aims to simplify invoicing for small business, among other things. Not sure yet? Here’s our list of the most compelling reasons to start using online invoicing software now:

1. Make invoicing completely paper-free
Globally, most companies—big and small—are working towards a sustainable future that includes a paper-free environment. Start today and you will not only be doing your bit for the environment but will also be cutting down a significant expense on office stationery. With free online invoicing software, you can save the money spent on paper invoices and completely shift to an e-invoicing system.

Besides, paper invoices and financial documents need to be stored, filed, archived and indexed physically, which requires time and manual effort. Instead, you can use online files that can be found in the system network within seconds by using online invoicing software. They are also secure and accessible from pretty much anywhere.

    Also Read: 5 Common Questions About Online Invoice Software Answered

2. Create custom invoices for small businesses
Online invoicing software allows you to create custom invoices for all business needs. Creating a recipe for success for a small business is not easy and when you are overworked dealing with client’s invoice requests, focusing on business growth can get difficult. But, with a simple online invoicing software, you can create custom-made, professional-looking invoices in a matter of minutes. From format adjustments to adding branding elements to addressing client requests, invoice software for small business can do it all.

3. Ensure error-free invoicing
The one thing that causes major trouble in bookkeeping is administrative errors. However, such issues can be made a matter of past by switching to the right online invoicing software. It not only computes on point but also cross-checks customer information and blank spaces. Plus, you need not re-enter information every time you create an invoice. Just enter the information once and save it for future use, making it easier to track and fix any discrepancy in information.

4. Alerts and reminders
With online invoicing software, you can set up payment reminders for your clients and update reminders for yourself. This can include any delay reminders or alerts for upcoming invoices.

5. Online invoicing software offers thorough automation
Generating the same invoice for a client time and again is known as a recurring invoice. It can be thoroughly automated using online invoicing software, thus reducing the manual effort that goes behind it every time it is produced. All you need to do is enter the basic details of the client and cost of the service or goods exchanged and set up the software to generate fresh invoices periodically and send them to the concerned party.

6. Convert quotes into invoices
Online invoicing software allows users to create quote invoices. Say, you want to get some quote approved by your clients, you can share it in the same format as an invoice using the free online invoicing software. Once the quote is approved by the client, it gets immediately converted into a workable, professional invoice.

    Also Read: Every Sole Trader Should Use These Free Invoice Software

7. Multiple payment channels right on the invoice
There is a way to make payments easy for your clients. By setting up multiple payment channels directly on the invoice, you can ensure your clients pay up quickly and conveniently. Using online invoicing software, you can plug any number of payment channels directly on the invoice without any hassles or extra efforts.

8. Generate invoices anytime, from anywhere and on any device
Whether it is the work desktop or your smartphone, online invoicing software are accessible on any device connected to the internet. You just have to log in using your username and password and you can access the information on the database. You can even create and share invoices on the go.