As a therapist, you went into business to help clients live more rewarding lives — not to crunch numbers and stare at spreadsheets. By doing so, you won’t have to worry about forgetting to bill your clients on time, which improves the client experience while strengthening your cash situation. That can help give you a general idea of how to build your own retainer pricing models, and even lets you see what typical pricing in your industry looks like.

  • Some of the platforms it partners with include Mollie, WePay, Stripe, and PayPal.
  • According to recent studies, 27 percent of small- to medium-sized businesses have a hard time creating and sending invoices.
  • Numbers or internal line item reference codes – this is the simplest way to save time on what could be a lengthy process each month.

Templates can be customized with fonts, colors, and other branding such as logos. A banner image allows you to include more text and graphics such as a photograph or illustration that represents your business or trade specialty. If you want to get paid effectively, you should transition to a recurring billing strategy. This type of billing model gives you a lot of flexibility and convenience since you’re automating your entire billing process from start to finish. With ReliaBills, you can set up recurring payments to get paid automatically, depending on your chosen billing cycle.

Track billable and non-billable hours to keep track of your projects

Your line item format might also differ among clients, even if you’re offering the same service. For example, I’ve billed a retainer client for « Work for February 2022 » as a single line item. Meanwhile, I’ll list individual line items for each blog post I write for other clients. It’s in Google Docs, but when you’re done, you can download it as a PDF or any other format required. Depending on the invoicing method chosen, you can list the number of hours you spent on the project and even link to a report if you want to give your client that much information.

  • Send a reminder by post or email, but keep the tone polite, and if the worst comes to the worst, point out that you have the right to take legal action.
  • If you decide that you are going to charge a monthly rate, you can create a subscription payment for your client.
  • When you allow different forms of payment, you make it easier for clients to use the form of payment that works best for them and their cash flow.

Credit cards offer the fastest way to send and receive money (2-5 business days), but they also have the highest transaction fees. Make sure you either talk to a legal expert on this matter or use a platform like DocuSign to generate contract templates. At this point, you might what is a contra expense account want to jump in and send your client an invoice right away. But before you do that, it’s important to get a written agreement in place. This will not only help you avoid scope creep once you kick off your project, but it will also protect you from a legal standpoint.

Billable tracking

Most invoice building software notifies you when the invoice arrives and when the client opens it, which helps with follow-up, and some send automated payment reminders. If a client doesn’t pay on the date that payment is due, you might need to send a past due invoice to share your payment methods again and remind them to pay up. If you’re charging interest or a late payment fee, you should include that on a past due invoice. An invoice is a legal document that describes the products and/or services that you’ve delivered to your client, and requests payment for them.

Getting started

Keep in mind that a single late payment can significantly affect your income. So always have a payment schedule in place, different modes of payment available, and the contact information of your client to so that you will know where to find them. ReliaBills will be responsible for sending your invoices and notifying you if payment has been made.

Now, if this is a first-time client or the first time a payment was missed by an old client, then you should reach out to them to see what happened. Then if there’s a provision in your contract that demands a late fee be paid, then include this as well. As a freelancer, you may need to get paid faster so you can cover your business and personal bills.

The benefit of using ready-made templates is that they already include relevant billing information that should be on the invoice, so there’s less margin for error. The only thing left to do is to fill in the client details, and you’re ready to go. Small businesses and freelancers are often swept up by other tasks when they launch their activities. When they have to draft their first invoice, they’re unsure what to do next.

Late Payments

This helps you to know how often to restock your inventory, and make better decisions about growing your business. Unless you are sitting on a massive pile of cash, you need to bill your clients consistently to avoid cash flow gaps. Generally speaking, the faster you send out invoices, the sooner you’ll get paid.

In the end, you have to decide if you prefer the convenience over manually billing every client, and making sure there are no late payments. Those can quickly cause issues with your cash flow, especially if you run an agency and need to stay on top of your own payments. The third option is to use an all-in-one platform that helps you sell your services, and also takes care of the billing—such as Service Provider Pro. If you don’t rely on contracts and proposals because you’ve productized your services, our software makes selling your services much easier. Save time, money, and your sanity when you let ReliaBills handle your bill collection, invoicing, reminders, and automation.. For instance, if you give a client around 30 days to pay, it will begin on the date that you send the invoice.

Fees Associated with Payments

Besides knowing how much to charge a client, you also learn how much time it takes you to do certain tasks. This is very helpful information that will make you a better consultant. You’ll be able to estimate projects more accurately, and therefore you’ll be able to create better proposals. Your relationships with customers are just as important as getting paid. If they don’t like doing business with your company then you’re going to have to constantly look for new clients.

For example, you might decide to hire an accountant, invest in billing software, or even bring in new in-house staff to take care of billing. For the best results, be responsive to client concerns and answer any questions they might have. If you’re planning to raise your fees at any point, communicate those increases well ahead of time. By billing clients consistently, they will know when to expect bills and how much they’ll have to pay.

Some will require you to get verified as a business, so choose the most important ones that will cover a wide range of clients. And more importantly, communicate the payment methods you accept early on. Tracking the billable hours is not only a good thing to do, it’s a necessity for a variety of reasons.

Whatever the reason is, it’s crucial that you follow-up on payment so that the amount will be compensated. Sending a follow-up email inquiring about the late payment can help remind or push them to pay the invoice that they missed. That way, it will automatically send to the recipient at the right date and time. If you’re billing your client regularly, it’s best to keep specific details in the cloud. In this article, we’ll share all the information that needs to be included on invoices as well as some additional information around the invoicing process. Having put an invoice together, you need to send it to your customer, either as a hard copy or an electronic attachment to an email.