How to bill a client in 5 easy steps Updated August 2024

Using Bonsai, you can quickly and easily create an invoice template by clicking on “Send an invoice” from your dashboard. Agency invoices, one template for each client, can then be accessed easily each time you want to rebill the same client. As client info changes, you can easily update the template so that future invoices show the correct information, too. The ClickUp Automations feature revolutionizes the billing landscape by allowing you to streamline tasks and run routine processes like clockwork. Use over 100 pre-built options or create your own automations for actions like status updates, due date reminders, and billing follow-ups. An automated payment reminder system works as a gentle yet persistent nudge, reminding clients of upcoming or overdue payments without the need for constant manual intervention.

Accept multiple forms of payment

This system records exactly how long each task or project takes and compiles the billable time data into an invoice to send to the client. We’ve put together a helpful tutorial to help you create your first invoice. This article includes it, along with guidance on late payment follow-ups and some common billing mistakes to avoid.

Trusted by 20,000 businesses and 6,000 agencies, Teamwork.com lets you easily manage, track, and customize multiple complex projects. Check out our support page on adding an invoice to learn more about our billing features, and to find out what billing can look like for your freelancing business. If you aren’t sure how to bill clients as retainer clients, then look to your competition or similar businesses in your industry. Visit the payment pages on their websites and see if they have any public information about their retainer costs. While billing hourly might seem simpler than trying to create retainer contracts with your clients, there are many benefits to using retainer pricing models for your business. However, creating an invoice from scratch for each client isn’t the best use of your time, and can make billing your clients an unnecessarily complicated task.

Create an invoice template

The first step for any invoicing is to gather the information you need, like the recipient’s contact details and the goods and services you provided. If you sent an estimate or quote, or received a purchase order, you can use those to help you. An online invoice builder or invoicing software will usually pull the information in for you. If you sell products, you might send your invoice together with the shipment to be paid when the goods arrive.

1. E-invoicing makes it easier for the client to pay, so you’re a lot more likely to get paid on time and save the hassle of having to chase up late payments.
2. To create an invoice, head to the Reports view, select the desired time frame, and click Create Invoice.
3. A VAT invoice is a sales invoice with extra information so the recipient can use it to reclaim VAT.
4. Your clients pay their light bill, groceries, rent on time, so they’re definitely capable of doing so.

Specify payment terms

There are differences in their billing rates, in what type of work you do for them, in how they are billed, and in other contract terms. Ensure your payment details are displayed and are accurate to avoid payment delays. If you have multiple invoice pages or need to add taxes, fees, or discounts, adding subtotals to your invoice is helpful. You can add the subtotal for each page and/or the subtotal before any other expenses in a subtotal section on the invoice. The right invoicing system will depend on the work you do and the contract you have agreed with your client. This way, you can create a one-way sync between your Copilot Dashboard and your QBO account — allowing your invoices to pass into your QuickBooks account.

Storing a copy of your invoice, marking it as paid, and following up with a receipt of payment is also part of invoicing. It’s recommended to keep invoices for at least 3 years for accounting purposes. It’s not enough just to send your invoice to the right company — you need the right individual.

You include an international invoice with the shipment so the buyer can check that the inventory is complete. For the sake of transparency, your invoice should show how the total amount due was calculated. So, include a description of each service provided, its cost, as well as any applicable tax or discounts. Before you begin your work for the client and send out the invoice, you should make sure you have all the terms in writing. Then, all you have to do is choose your client details (and set up your new client if you’re using Bonsai for the first time). Know that legal action, in most cases, leads to you losing business with the client.

Creating invoices, even when using templates, takes time that many people don’t have. Creating a client contract doesn’t require a law degree or a detailed understanding of legal practices in your industry. As a freelancer, agency, or firm, it’s important that you stay as organized as possible. Not just with your client projects and deliverables, but also with your finances.

Task views offer various ways to look at your billing tasks, and you get to decide how to group, sort, and filter them. Alternatively, experts recommend consulting with an attorney to explore legal options. Small claims court is generally suitable for minor amounts, while larger receivables may require proceedings in a civil court. You can gently highlight the overdue payment, specifying the amount and due date. Express empathy if the situation calls for it and provide any necessary clarification to further demonstrate your commitment to a collaborative liability and sustainable partnership. Crafting a proposal or statement of work (SOW) is more than just putting pen to paper; it’s about laying the foundation for successful client collaboration.