What are Invoices, why are they so important, and what are they used for?
Invoices – It is a pretty common word that we hear a lot nowadays, maybe you have heard of it when buying stuff online, received it as an email or something else, and you just thought of it as a receipt, but it is not a receipt, it does not look like one. Or maybe you’ve experienced the pain of issuing and keeping track of invoices first hand as a small business owner, freelancer or sole proprietor.
So what are Invoices, why are they so important, and what are they used for?
Before we go straight to the main topic, let’s review the general meaning of invoices. Basically, an invoice is a document for demanding the payment, it lists the products and services a business provides to a client and obligates the client to pay for the received services or products.
Now, a question might pop up in your head: why is invoicing necessary? Couldn’t you just pay like a normal person? Why do companies and clients need them? Even more importantly, why do I? Let’s make everything clear and answer these questions.
Why Businesses Need to Care About Invoices
Invoicing is a major part of any kind of business, but it benefits small businesses the most. The best part of invoicing these days is that you can do it online. That means, no more paper, stamps, envelopes. It might not seem that big of a deal but it is crucial for small businesses. Online invoicing needs no storage, takes fewer resources and that leads to savings for business – both the cost savings and savings of space.
Managing a business is not easy, you have to think about lots of things at the same time and as a human being you sometimes might forget something, for example, sending the invoice, but online invoicing makes this kind of mistakes impossible. In a software, you can schedule your invoices to be sent on a specific date and time and don’t even worry about forgetting them.
It is also important to say that looks matter when invoicing. That means businesses can customize their own unique Invoice with their logo on it and a cool design, for each client if necessary, and this will actually increase the possibility for faster payments.
Another important part of online invoicing is access to all the invoices you have been sending out or receiving. Online invoices can’t be lost at the post office, whereas in traditional invoicing they might, or delivered to another person, while invoicing online all the invoices always are on your software and you can back up the data whenever you need to, after all, businesses rely on this data to be available at all times.
Why Clients Need to Care About Invoices
It is true that invoices are important for businesses, but it is also important for clients and there are simple reasons why: first of all, with the help of invoice you can keep a record of your expenses, as a conclusive document you can use it as a proof of obligation any time after a sale in case there is a problem.
It also shows you how much you have paid or how much more you have to pay in case of installments.
Now let’s talk about the necessity of invoices and invoicing generally. Invoices offer a much bigger possibility for faster payments and your business will have cash flow. More money and more time for more important business development activities simply mean a better chance for the growth of your business.
Invoicing online shortens the time between sending an invoice and receiving payment. You are certain that your invoice was delivered to the right person and you get notified after he reads it, this way chances of miscommunication are zero, each party is satisfied.
It is for these reasons that invoicing is necessary for both parties – businesses and clients. It just makes everyone’s life easier and simpler.