The best way to invoice clients (with the lowest fees)

Invoice clients with Assembly

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JUMP TO SECTION

1. How do you politely send an invoice to a client?
2. What your invoice needs to include
3. What is the best way to invoice clients?
4. 5 steps to client invoicing and getting paid on time
5. Conclusion

You just got a notification that an invoice was paid.
You're happy, dare I say ecstatic.
Then you look at the payment. "Wait, why is this over $100 less than what I billed?"

It hits you. Some random fees.

When I first started my agency, this was a scenario I would sometimes find myself in. I would be mad that I didn't charge more or be confused about who was taking all these extra fees for my hard work.

This happens to a lot of new freelancers and agency owners.
We have no clue how to actually send invoices that make sure we pay the lowest fees possible. Or even better, pass the fees to our clients.

So, in this article, we're going to learn the best way to invoice clients so you can maximize your earnings. And outside of that, make it easier and more comfortable to ask for what you're worth.

I'll show you how to automate invoices so you won't have to stress about remembering to send them or hound clients to pay. We'll also look at our payment options for sending invoices and the different fees that are invoiced using different methods.

How do you politely send an invoice to a client?

Sending an invoice politely and professionally is essential to maintaining a positive relationship with your clients. Here are some tips to help you send an invoice with confidence:

1. Set clear expectations upfront: Make sure your client knows what to expect. Discuss your rates, payment terms, and deadlines during the initial consultation or contract negotiation.
2. Use a professional invoice template: A well-organized invoice makes a great impression. Use a template that includes your branding and contact information.
3. Include a polite and concise message: When sending the invoice, thank the client for their business and remind them of the payment due date.
4. Send the invoice promptly: Send your invoice as soon as the work is completed or according to the agreed-upon schedule.
5. Follow up professionally: If the payment is overdue, follow up with a polite reminder.

What your invoice needs to include

At its core, an invoice should include information on the services you are providing and the rate at which you are charging. Here are some key elements:

• Your company information: Include your name, mailing address, phone number, and email address. Add a logo for a professional look.
• Your client’s information: Include your client’s name, address, and email to ensure proper delivery.
• An invoice number: Each invoice should have a unique number for easy tracking.
• Date of issue and payment due date: Include both dates, typically setting the due date for 30 days after the issue.
• Service list: List the services provided.
• Costs and total due: Specify costs and include the total amount due.
• Payment methods: Specify how you want to be paid (e.g., ACH transfer, credit card).

What is the best way to invoice clients?

Using an invoice tracking platform that allows you to automatically generate and send a payment link to your client is advisable. Offer multiple payment methods to incentivize clients to pay. Using invoicing software helps keep track of outstanding payments and is beneficial for tax purposes.

Assembly billing app

I personally use Assembly’s billing app to manage my invoices:

• Automatic invoice generation: Easily create monthly invoices.
• Improved bookkeeping: Integrate with QuickBooks for easier tracking.
• Payment links: Send payment links for credit card payments.
• Automated client onboarding: Integrate invoicing in the onboarding process.
• Reminders: Set automatic reminders for unpaid invoices.
• Templates: Use customizable templates to simplify the invoicing process.
• Status tracking: Monitor the status of invoices.

5 steps to client invoicing and getting paid on time

1. Generate an invoice template: Log into Assembly and create a new invoice template, entering your business information.
2. Add your services and manage payment options: List services and specify payment options.
3. Email your invoice to your client: Preview and send the invoice to your client's email.
4. Track and manage invoices in Assembly: Check the invoice status and use filters to sort invoices by client, date, or status.
5. Manage your money with integrations: Integrate with financial management tools for seamless tracking.

Conclusion

Invoicing doesn't have to be overwhelming. With effective tools like Assembly, you can streamline your invoicing process. Embrace modern solutions that simplify the tedious aspects of invoicing and allow you to focus on delivering 5-star service experiences to your clients.