As a small business owner, you try to streamline your business finances from the start. It is necessary to generate and send effective online invoices to the customers and also create a payment reminder if your invoices are not paid on time. Once you create an online invoice, you send it out immediately when the job is over.

Despite you being organized, however, it’s crucial to know how to handle the inevitable situation. That is, few of your customers will fail to make their invoice payments on time. It would be best if you handled such cases with ease and at a professional level.

How to send a payment reminder at the ideal time is not a very complex process. While addressing the late payment reminders to the client, you do not want to confront or sound harsh to customers. As some times, due to various reasons, a payment can get delayed.

You need to create a balance while sending the payment reminders by being professional, without letting go of your hard-earned money. Sometimes delayed payments can create a threatening situation for your business cash flow.

You can overcome the above-mentioned challenges by using GST invoicing software. Imprezz.in is a GST billing software that rids you from all the accounting hurdles. The online quote maker comes with automated features that enable you to send payment reminders on time.

What is the payment reminder?

An invoicing software offers a recurring payment reminder option. Through a payment reminder, you inform your client about the delayed payment that has not been made on time. You end up requesting the client to clear the amount.

It is not easy to chase and remind delinquent customers again and again,  who always creates an issue when making payments. But instead, you build a compelling email template reminder that ensures that your customer pays your invoice as soon as possible.

Implement quick tips for payment reminders

 It’s crucial to formulate proper, timely procedures to boost your possibilities of getting paid that is due on the due date. It will help you recover the cost of outstanding claims from clients to pay.

As a business owner, you are worried about the ideal time to send payment reminders to customers? Time is the essence when it comes to business cash flow. The more you delay the reminder process on due invoices, the more likely your cash flow will decrease.

Send a reminder when payment is due

Your customer or client must remain aware of unpaid invoices. It would be best if you informed them about the outstanding amount, which needs quick attention. If required, you can send a reminder even before the due date for an on-time payment release.

Remember to include all the required information necessary for payment on time before forwarding it to the client.

Check with the client to confirm that they have received the invoice. Do acknowledge that the invoice is not yet overdue.

It is good practice to ask about whether any issues would delay payment. It’s helpful to know the expected date of payment if an invoice is going to be late.

Refer the invoice for the quick response

You need to specify the invoice number, the invoice amount, and the due date while sending the reminder to the client. Mention the products or services for which the invoice has been sent. It will help the client to access the invoice and pay faster.

Mention payment terms

Imprezz.in provides a range of payment terms that organizations or businesses can choose while creating their invoices. Choosing invoice payment terms influence the payment process. Mentioning your payment terms helps get paid faster. As you can observe in the image below Imprezz.in allows you to choose the duration within which you want the customers to clear the payments.

When the payment is 14 days overdue, you are legally entitled to add interest and compensation to the payment amount. If you decide to exercise these rights for your business, then state the payment terms for reference of the client. Send a clear message that you need quick action for the particular invoice to be paid.

Explain the consequences of late payments

In extreme cases, you need to mention the charges of late payment to the client and even what the costs are. If the client denies or fails to pay the extra costs, you can take legal action. This way, your customer knows what to expect and will be more inclined to pay your bill quickly. It helps to escalate the severity of the late payment.

Transparent communication

An outstanding invoice can cause a lot of frustration. It would be best if you keep your communication, polite and businesslike while inquiring about late payments. It’s suitable to send the first communication to chase the debt if invoices are overdue by 14 days. You can send a reminder in a language that the customer can understand easily.

Automate your payment reminders

If you want to run a flourishing business, then it’s crucial to manage your credit control. With the help of an automated system, you can manage the customer data centrally. It helps you to give a powerful insight regarding payments of good and bad customers.

Sometimes the client forgets to pay for the invoices, and you need to remind them of the outstanding balances.

Automatic payment reminders save a lot of time and money.

Imprezz offers and online software to track all your financial cash flow. A transparent view of clients and cash flow allows you to make a quick decision for the future. It enables you to tackle issues, take action, and the company’s cash in a favorable position.

With easy clicks, you can send an unlimited number of invoice payment reminders before or after the invoice due date. The software offers a variety of payment options as per clients’ convenience, for example, PayPal, credit card, etc.

How to set automating payment reminders?

Imagine if you have to deal with payment reminders regularly? The amount of all those emails you have to go through while checking on your customers daily. About money, the clients owe you or approaching the due date.

It is a very time-consuming task that needs constant attention.

You can deal with this tedious task with Imprezz online invoicing tool. You can easily create customized invoices and also has the option to set automatic payment reminders.

The recurring payment setting allows you to create individual payment reminder invoices. The recurring settings automatically send the invoice emails to the client on a set due date.

If required you can change the settings for discounts etc. The easy to handle feature minimizes the workload and helps to receive your payment quickly.

The automated cloud-based software is easy to access globally. We help you schedule a smart sequence of reminders, which are automatically sent at the right time. It will save time and, more importantly, significantly reduce the risk of late payments.

Implement a successful reminder schedule

• Send a payment reminder email 7 days before the due date.

• The day invoice is due to follow up again.

• Add additional payment reminders for each past day in a collective chunk (7 days, 30 days, 60 days, 90 days).

• A final email/letter on-demand on 120 days after the due date.

• Get ready to take legal action or hand over to the collection agency.

Conclusion

There can be many reasons for the delay in payments, but maintaining a calm attitude is of utmost importance.

You require to take a firmer approach towards reclaiming your compensation. Timing and language are the two critical components for a valid payment reminder. Always give your customer a final chance before sending a legal notice.

Check out www.imprezz.com to understand the user-friendly features to generate invoices, reminders, and more.

For a small, large, or startup business owner invoicing is an integral part that needs attention for smooth functioning. If you fail to generate an accurate and timely invoicing, then your cash flow suffers hugely. Therefore, create severe damage to your business and thus it is important to wisely choose a good invoice software.

With the use of online invoice software, work efficiency increases. The online software helps to remove human errors, and are easy to access. The online generated invoices are accessible from any part of the world through any device, be it mobile or desktop. Invoicing software is any day better than buying an invoice template.

5 Important things to look in an invoice software

Every time you sell a product or service, you need to create an invoice with an invoice number. Invoice is a document that you create for your customer to whom you sell your product or service. If you are managing a business in any part of the world, how to reduce invoicing costs becomes the biggest concern.

An invoicing software saves your time, price, and create efficiency in the work. It creates a seamless and accurate process to manage all your financial operations.

I. Creating customized invoices

Invoicing software offers the ability to conveniently customize invoices to impress your clients as per your branding. It’s easy to insert your company logo, opt for colours of your choice while creating a personalized invoice.

A customer relies on accurate information when it comes to getting billed. Correct address, phone number, pricing details etc, need to be visible on the invoice. A transparent invoicing process, gives an opportunity to build trust amongst your customers.

The automated invoicing method also reduces the work of writing and rewriting invoices over and over again.

A wide variety of invoice templates allow you to choose invoice format based on your industry/preference. For instance, you can pick templates based on service/product on hourly rates.

II. Easy customer management system

When you have multiple clients, it’s not easy to remember and maintain a record for each individual. When creating invoices, if you have to look up for each client’s information, it further slows down the entire work process.

An invoicing software saves all the contact information details in its database. Imprezz offers accounting software that allows you to save and edit all goods and service related customer data centrally. You can freely access data at any time from anywhere.

The software stores each customer detail, discounts, the total amount owed, and delivery conditions etc. The credit note feature allows you to provide a unique identifier number to manage any discrepancy after the payment is made. It gets attached to the existing invoice while maintaining your invoice sequence.

Dashboard overview and other tracking capabilities help you to keep a check on your cash flow, recurring invoicing, reminders, and notifications.

This way, you save your valuable time, and the entire customer database is kept secure and organized.

III. Multiple Payment Options

A professionally designed invoice gives your customer a piece of clear information and message. An online invoice focuses on the action that matters most to everyone, i.e., fast payment.

In Excel and Word invoice templates, you cannot provide a wide variety of payment options. With invoice software, your customers can make payments with the convenience of credit card, via bank account or Paypal. When you offer various secure and convenient payment modes to your customers, then the odds of getting paid faster increases.

Online invoices have on the spot “pay now” button attachment, so the customers can pay quickly when they view your invoice. Email and push notification facilities are useful to see updated account activities, such as accepting quotations, receiving payments etc.

IV. Tax, discounts, and shipping many powerful tools

Online invoice accounting software securely stores all your products, prices, customer, and tax details. Each time when you create an invoice, you can quickly generate any information with a few clicks. You can give a different reference number to all your customers as per their purchase order history. For instance, using the shipment number or purchase order number.

The software also provides insight to help you identify where the majority of your income comes from.

All the information related to regular payments and data about the selling of products, etc., is available without any trouble. Additionally, customer payment data is stored in a PCI-compliant way ( Payment Card Identity Data). It means that both you and your customers have no problems regarding the security of payment details.

When you opt for online invoice software options, your data is stored, managed, and processed in the cloud. In simple words, your information is securely stored online in the same way as the computer’s hard drive.

In case if you encounter any problem with your computer, the online data remains safe. The data is backed up on multiple servers.

At Imprezz, you can create GST compliant invoices with the click of a few buttons. With the GST Export tool, the receipts of your income and expenses are accessible to export for your GST returns filling.

V. Fully automatic process

The automated features in the software help you process all your invoices requirements. Following customers for bill payments is one tedious task. Invoice software takes all your problems away and sends automatic reminders to customers who haven’t paid on the given due date. It reduces the chances of getting your payment late or unnecessary delays.

For regular customers, you can easily automate your invoices. So that the clients release payments on a recurring schedule (a set date every month).

With a set recurring payment schedule, the reminders are automatically sent to the customers over a 30 days cycle. You can easily modify the settings at anytime. It can be regularly done via credit card or bank transfer details through a recurring invoice.

How to enable the recurring option?

• You can set a recurring invoice for a client.
• Enable the various payment options on the recurring invoice.
• You can instantly send a recurring invoice to the client.
• Enable the “Yes” option to Accept Credit Cards and a Recurring Schedule while setting a recurring invoice.
• The client can enable, remove, or update a recurring payment option as per requirement.
• You can also disable the recurring option at any time.

Imprezz offers the best invoice software with real accounting functionality to manage all the financial operations with ease. All financial data and records remain stored in one place. Hence, you manage your taxes without worry and stress.

Conclusion

In the end, small businesses need to pick an invoicing software, which makes their work efficient and hassle-free. The software should ensure that it meets all your business need. It should quickly implement in your business operations without bringing any significant change in the functionality.

Imprezz solutions and services offer professionally secure software with excellent customer support. The team helps you guide through all the processes with ease and competence. Check out more information on www.imprezz.in

A simple and professional invoice is a good idea to spend less time on billing. It builds trust amongst your customers, and encourage your clients to pay you faster. So why is it important that you should write your invoices online?

An invoice is used for a payment request but also helps to maintain a connection with your customers. It is required for business owners to make a good impression with clients with a valid invoice number.

Your invoice speaks for the client and the job you did for them. The client needs to identify with the charges instantly. Otherwise, your invoice most likely will end-up unnoticed into a pile. Hence you will end up sending reminders for the release of the payment.

How should an invoice look like?

Many times you have noticed an invoice or bill that looks all mixed up. The reasons are bad layout and information scattered all around. Sometimes the bills are so unclear that the client wastes a lot of time understanding what they’re charged for.

It is essential that like your business, product, or service, even your invoices need to stand out from the rest. Moreover, the look and language of your invoices are critical to getting you paid on time. It should perfectly blend with the rest of your branding and the message you’d like to deliver.

At Imprezz solutions, we offer customized services for creating an invoice as per your requirement.

10 benefits of an online invoice for every business

As a small business owner, you invest a considerable amount of time creating and sending out invoices to your clients. Depending on the company or business size, this type of activity consumes a lot of time. As your business grows, so is your problem related to generating invoices and receiving payments.

However, due to the new and advanced technology, with invoice apps, you transform invoicing operations in no time. Through online invoicing, all the accounting work is easy to maintain on a regular 30 days cycle. Online invoices enable your clients to pay through various means, for instance, PayPal, credit cards, etc. on the due date.

Quick Solutions

Filling/writing invoices by hand at the end of the month is a slow task, which takes a lot of time. With online invoicing, all of the work gets done automatically. In an online invoice, you add the client’s contact information and payment terms only one time. Then the same data is automatically populated every time into the invoice with just a click of a button.

Easy for the clients

Invoices set the tone for your clients, so it needs to look professional. When you opt for online invoicing, you quickly reduce the clutter on your client’s desk. This process increases the chances that they will notice your invoice immediately before it sinks to the bottom billing pile.

The easy to understand invoice can make your client pay you faster. Imprezz helps you create a legally secure and professional invoice.

Quick delivery of invoice

Gone are the days to send out invoices through courier or speed post. An automated invoicing service allows you to send invoices instantly and on time, whether it’s a weekday or weekend. The automatic invoice process will allow you to send multiple invoices quickly once you have completed the job.

No risk of misplacing invoice

When we send invoices through regular post or courier, there is always a small risk that the invoice might get lost. Such issues further delay the payment process. When a client receives an invoice through a post, there is still a chance of losing or forgetting about the invoice.

An online invoicing system eliminates both of these crucial problems. You always have a backup copy of your invoice for later reference.

Enhanced tracking capabilities

With the use of advanced online accounting software, you get alert or notification whenever your client receives your invoice. With the use of dashboard and overview tracking capabilities, you keep a tab on overdue invoices or upcoming expenses.

It makes the work convenient, instead of sending constant payment reminders to your client. The client cannot refuse or deny any payment due to a digital record of your invoice and a valid invoice date. It helps in maintaining a clear record of transactions between you and the client.

Eco-friendly work

There are times when unnecessary paperwork takes up the valuable workspace on your desk. Online invoicing removes this problem by keeping all your invoices stored as data files on your computer. You can easily access them whenever you require them. This approach makes your work hassle-free and convenient.

Cost-saving

The less use of paper also helps to reduce the cost of invoicing for your business. The cost of the paper, postal envelopes, stamps, and postage are a few expenses that are easy to save.

All of the unnecessary costs will help you save a lot of money without additional help. With invoicing automation, there’s no paper, no envelopes, no postage, and you complete the task in less time.

Detailed reporting system

With an online invoicing system, the data remains organized due to comprehensive reporting capabilities. All of your invoices get quickly and efficiently organized by date, client, job type, or any other metric you choose.

You can effortlessly customize the invoice as per your need. With this system, you can see invoices that are being timely paid, pending payments, and even the awaiting amount. It will give a clearer picture of your business’s cash flow projections, making accounting that much easier.

Mobile Enabled

With cloud-based software, you can access your invoicing data from anywhere, even while traveling to any part of the world. You can forward an invoice to your clients right away, without having to wait to get back to the office. You can even finish your work from home with minimum disruptions and also get paid faster.

Customized invoice

Online invoices look more professional than the handwritten invoices. So many times in handwritten invoices, the chances of mistakes are more. An invoice with errors seems very improper and confusing.

Online invoicing templates allow you to make customized changes and make your organization look more updated with advanced smart technology. It presents an impressive picture to your clients about your company, products, and services.

Conclusion

Professionalism is vital for businesses to succeed in the long run. Creating professional invoices helps get paid faster and automate transactions. It rids you from paper-work and other hassles of manual invoicing procedures.

Imprezz accounting software offers an unmatched convenience in sending out GST compliant online invoices, along with all other benefits. Checkout our invoice tutorials to learn more about creating a new invoice.