Sales invoices play a very important role in every business. Freelancers, small business owners and big corporations need to issue sales invoices in order to get paid for their products or services.
In this article, we’ll dive deep into this topic and explore the ins and outs of sales invoices. Read on to find out more about what a sales invoice is, why it is important, how to create it, and why you should streamline it.
What is a sales invoice?
A sales invoice is a business document that a seller issues and sends to a buyer in order to record sales transactions and request payment for a product or service.
Not only does it inform buyers of how much they have to pay for the products they have purchased, but it also includes a detailed description of the items that were sold, and the payment terms.
What should you include in a sales invoice?
When you create a sales invoice, there are some important elements that you should include:
- Contact Information: it’s important to include not only your business details but also your customer’s contact information. Make sure you include all the relevant information, such as business names, addresses, phone numbers, and email addresses.
- Invoice number: create a unique number for each sales invoice so that you can keep track of all the documents you have issued.
- Invoice issue date and due date: while the invoice issue date identifies the date when the invoice was created, the due date is the day by which the buyer is expected to make the payment.
- Description of products or services: include a brief description of the goods or services, the quantity supplied and the unit price.
- Total amount due: provide the total amount due, including all applicable taxes or discounts.
- Payment terms and conditions: describe all the payment terms, including the payment methods accepted: cash, credit card, check, wire transfer, etc.
Why are sales invoices important?
A sales invoice is an important document for each and every business for several reasons. Some of the reasons businesses include:
- Collecting payment: this is the primary reason businesses issue sales invoices. This business document is sent to buyers whenever a business needs to request payment for a product or service.
- Accurate bookkeeping: an invoice helps you keep track of financial transactions. It is a document that records your sales and purchases.
- Inventory tracking: recording your transactions with sales invoices also helps you keep track of your inventory. These documents allow you to track what items and how many of them you have sold.
- Tax documentation: since sales are taxable transactions, invoices are documents that can be used for tax purposes.
- Data insights: sales invoices are important because these documents can provide valuable insights. Keeping a record of all your transactions and a detailed breakdown of all the items sold can help you gain a deeper understanding of your business.
How to create a sales invoice
Design a clear layout
Make sure your sales invoice has a clear layout. Otherwise, it may look cluttered and messy when you add all the information you need to include.
Include all the business details
Remember to include all the relevant information about your business and your client. Add all the important contact details so that your clients have all the information they need.
Include a breakdown of all the items
Don’t forget to add a detailed breakdown of all the goods and services. This should include a brief description of each item, as well as the quantity and the price.
Include payment terms
Keep in mind that your clients need to have access to all the payment terms and conditions. Make sure you mention all the payment methods and the due date.
Provide the total amount due
You have already included a description of all the services or goods and their corresponding prices, but don’t forget to mention the total amount due. All applicable taxes and discounts should also be included.
Benefits of automating your invoice processing
Now that you know how to create a sales invoice, you should consider streamlining the process. There are many benefits of automating your invoice processing:
Save time and money
Creating and sending your sales invoices manually can be a daunting task. Automating your invoice processing will help you eliminate repetitive tasks and save valuable time. As a result, you’ll be able to free up your schedule and have more time to focus on more important activities.
Reduce the risk of errors
There’s an increased risk of errors when you create and send invoices manually. When you type in manually or copy and paste data, you’re more likely to make mistakes. By automating processes, you can reduce the risk of errors significantly.
Increase efficiency
Automating your invoice processing can make the whole process much more efficient. You can create and send invoices much faster and use your resources more efficiently.
Scale your business
Sending sales invoices manually isn’t scalable. If you want to increase your sales and scale your business, you should automate your processes and boost your productivity.
Gain data insights
When you automate your business processes, you can also collect more data for analysis. The valuable insights you get from this data can help you be more strategic and make more informed decisions.
How to automate your invoice processing
If you’re looking for a solution to automate your invoice processing, look no further than Sheetgo. Our fully automated invoice generator solution can help you generate customized invoices, convert them to documents and send them automatically via email.
You will be able to streamline your invoicing process using tools you already know, such as Google Sheets, Google Docs and Gmail. You don’t need to be tech savvy or buy expensive software.
By using our invoice generator, you can generate personalized invoices with a few clicks and send them via email.
