Here's Why Invoicing Software Is Better Than Invoicing Templates

When it comes to invoicing your client for your services, you can either search for a free invoice template and fill it in or you can use online billing software. More and more people switch to these online invoicing tools, because they offer more than just an invoice template and many of them are free to use if you don't need the advanced features.

Here is why invoicing software is a better choice:

You can use it from anywhere

With billing software, all your data, such as client and payment details, is saved in the cloud, so you have access to all the information and can write and send invoices from wherever you are. You can write the invoice while still at the client's or while waiting in line at the supermarket.

It's customizable

Unlike a template found online, an invoice created with invoicing software can be customized according to your needs. You can for instance add the hours worked, discounts or travel expenses. Many invoicing solutions allow  you to use any currency.

It's safer

With all your data stored on the cloud you don't have to worry about losing your business records in case you computer breaks down, since these are safely backed up on several servers.

It's always up-to-date with regulations

Invoicing solutions are required to be constantly up-to-date with current invoicing and accounting regulations, so you don't need to do the research yourself. The software will regularly be updated in accordance with the changes in law, unlike the templates you find on the web, which might be outdated.

It's faster

Since the software saves all your data, such as clients, payment details, etc. it takes way less time to write an invoice than starting from scratch. After you've invoiced a client once, you can save all the information in your database and just retrieve it from there next time when you write an invoice for that client.

Billing software is designed to help you create invoices faster by choosing options from drop-down menus and it also automatically calculates discounts, taxes and total amounts.

It makes payment easier

When you create an invoice with  billing software, you can add the payment methods directly in the invoice itself, so your client can pay it by clicking on the desired method, such as credit card or PayPal. In this way, they can pay you in just a few clicks and can do it easily even from a mobile device while on the go.  

It looks professional

Invoices created with invoicing software are designed professionally. They look beautiful and contain clear information, making it easy for the client to find all the information necessary  for the payment at a first glance.

A professionally-looking invoice also reinforces your brand's identity with the customers.

It's less error-prone

When you need to enter the information from scratch every time you write a new invoice, it's easy to make a mistake or to mistype a name or address. This can lead to unwanted delays in payment, as you need to correct the mistakes and send the invoice again.

Using an invoicing solution decreases the chance of making such mistakes, because you will be able to retrieve most of the information such as the client's name and address from the system instead of retyping it for every new invoice.

Provides overview and insight

It's difficult and time-consuming to keep tabs on which invoices have already been paid and which are still open or overdue, but invoicing software makes it easier for you by giving you an overview of all your invoices and their status.

It also provides insight to where the majority of your income comes from, which clients pay consistently on time and which products or services sell best.

Recurring invoices

If you have a subscription-based business, where you regularly bill clients the same amounts of money (e.g. for monthly maintenance services, bakery or milkman subscriptions or other regularly recurring services), you can set up automatic recurring invoices in the invoicing app in a few clicks and won't have to do it manually every time. This will save you a lot of time in the long run.

Automated reminders and notifications

A very practical feature is the possibility to set up automated payment reminders to be sent to the clients at predefined intervals until the invoices are paid. This will ensure that you receive your payment without having to chase it yourself.

Some online invoicing providers, such as invoicely, also notify you when the client has received your invoice and when they have paid it. This way you will always be up-to-date with the status of your invoices.

Useful features

Online billing comes with different useful features, for example invoicely offers, among other features, time tracking, expense and mileage tracking as well as the possibility to add more than one business to your account.

You can test online invoicing and the above features by creating a free account with invoicely. It only takes two minutes and it enables you to send an unlimited number of invoices to as many clients as you like.