Creating the billing statement is the easy part, you just have to decide on a few designs, and make sure you label everything properly. The hard part with a billing statement is how you are going to file them, keep track of them, and make sure you collect the money that you are owed. An organized system is the best way to keep track, and from the beginning let your customers know that there will be a late charge incurred after 30 days.
Things You'll Need
Choose a program that you are most comfortable working in to create an invoice. Some programs such as Quick Books already have invoice programs installed. In Microsoft Word and Excel they have templates or you can create your own. Find whichever program will be easiest for you to maneuver and organize.
Create a numbering system that will keep track of your customers' invoices. Simply use numbers starting at 100, or use a combination of letters and numbers. Make sure that you will be able to make each invoice have its own unique number for tracking purposes. Put this number in the top right hand corner of your invoice if you are creating your own.
Put the date that you are creating the invoice directly below the invoice number. That is the time clock for when the bill should be due.
Create a header that has your company's name, address and phone number. Make sure you like it because you need to use the same header for every billing statement. Put your header below the invoice number and date, and center it.
Type in two lines below the header "Customer," and type in the name of the person or company you did work for. Add any other information about the customer you may have such as their address and phone number under their name. Make this left aligned.
Make five columns below the customers name. Make headers for the columns in the following order: Date, Service, Price, Quantity (Qty) and Amount. You can add a sixth column for shipping if you need to.
Create at least 10 rows underneath the column headers. For each service fill in the date it was done, detail what kind of service it was, how much it costs to do that service, how many times that service was done on that date and how much that totaled to on that day.
Add five small rows all the way to the right under the existing chart to line up with Quantity and Amount. In the column on the left, 10 rows under Quantity, should be the labels, Shipping, Taxes, Credited, Interest and Total.
Fill in the number totals for each one of those five things in the right column,10 rows under Amount. In the column right of shipping, fill in the amount it will cost to ship something. In the column right of taxes, write in how much is owed in taxes. In the column to the right of credited, fill in how much that customer has already paid toward this bill. In the column to the right of interest, fill in how much interest is owed to you due to the customer being late on payment. And then, in the total box, figure out the complete total.
Tips & Warnings
- Make a note on the billing statement of who to make a check out to, and whether they can call and make a payment with a credit card.
- Make a note and even highlight it, that if the bill is not paid within 30 days of the billing date a certain percent of interest will be added to the bill.
- File each invoice sent out in an easy way by number or customer's last name, so you will easily be able to reference it if they call.
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