Chapter 2

Printing an Invoice

Author: Bhaval Patel

Printing an Invoice: Step-by-Step Instruction

Printing an invoice requires you first to open the program in which the invoice is contained so that you can have a full view of it on your screen. After that, click on “File” on the upper menu bar, and you select “Print” from the menu displayed. You will be directed to the print screen where you can choose the number of copies you would like to print.

There’s no difference in the printing process, regardless of your PC model, even if you’re using an Apple computer(otherwise known as macintosh or “MAC”) or a PC.

How Do You Email an Invoice?

To send an invoice as an email, you have to save it on your desktop (the first screen that is displayed when you log on your computer, it is the one that shows all the icons and files).

Email an Invoice

Here are the procedures on how to email an invoice:

  1. Open the email program by double-checking the icon
  2. Click the “New Email” icon. It appears as “New Message” if you use a MAC device. A blank template will pop up instantly.
  3. Input the email address of the client in the To” line.
  4. There’s a subject line after the “To” line where you are expected to input your personal or company name, alongside the invoice number. For example, “Nick Miller, #4723”.
  5. In the email body, inform your client that you have attached an invoice. You can include the invoice number in the email body too. It should be along the lines of “Hi Mr Miller, attached is the invoice for last week’s project – including invoice number. Have a wonderful weekend”
  6. To send the email copy along with the mail, click on “Attach File” in the email’s menu bar. It is one with a paperclip icon, Select it
  7. It will instruct you to browse through the PC for a copy, so simply click on the desktop icon.  For Apple computer users, you may find the desktop folder once you’ve clicked on “Attach Files.”
  8. Double click the file
  9. The email box you left will appear again: A new attachment will appear under the “Subject” tab,  with a small icon to indicate the attachment you added. The icon will also indicate what type of file you added, maybe a PDF file and the name. A Macintosh will show the attached file under the email.
  10. Click on “Send” on the top left section of the screen.
  11. The invoice has been successfully sent via email.

How Can You Print an Invoice in PDF Format?

The meaning of PDF is a “Portable Documented File.” By converting your invoice to a PDF, the recipient of the file will find it very hard to adjust any detail in the file. If there’s a need for change, you will have to edit the original file and save it again as a PDF file before you resend.

an Invoice in PDF Format

To create an invoice in PDF format on a PC:

  • Click on the “Filer” company, which is located at the upper menu bar.
  • Select “Save” option from the drop-down menu
  • Select “Save as” and “This PC”
  • A pop up will appear on the screen as a result of your choices, particularly a drop-down menu with a few file types, click on “PDF.”
  • And finally, “Save.”

The process is slightly different on a Macintosh computer:

  • Select “File.”
  • Click on “Print” from the menu, a box will come up.
  • Click on the “PDF” icon, after which another menu will be rolled out.
  • Click on “Save as PDF,” and it will take you back to the print screen.
  • Finally,  click on “Save.”

Alternatively, there is a quick way to create an invoice for your business

There are different ways by which an invoice can be created for your business. One a Word or Excel program, you can create an invoice by yourself for your business. A few free online templates can also help you generate an invoice.

These are the necessary details to be included in an invoice:

  • Date
  • Invoice number
  • Products description or charged services with list and prices
  • Name, address, company name, phone number, and email of the client
  • Purchase order number
  • Dates of product delivery, and date of service rendered
  • Taxes
  • Payment terms
  • Subtotal
  • Grand total
  • Late fees warning
  • Available payment options

Not every sales or service provided by a vendor has a purchase order number, but it is advisable to include one if there is. Including a purchase order will notify the accounting department of the company that the management has approved a particular product. For more knowledge on purchase orders, check our article on “How Purchase Orders Work.”

Sometimes, issues arise with the creation and sending of invoices if done manually. When a vendor chooses to copy an existing invoice format to recreate another invoice, some vital information won’t be updated on the new invoice. This includes invoice number, product description. These mistakes can get a client confused and is likely to delay payment until the necessary details have been sorted.

Also, never make the mistake of issuing the same invoice number twice. A customer who finds out the same invoice number has been issued previously may not pay for the goods or service, even if there’s a new date, and they just bought the products registered in the invoice. Some accounting departments have little or no time to attend to issues like this, and it would be wise for the company to cancel out the most recent invoice.

There are various accounting programs online that provide updated features, such as:

  • Keeping records of receipts and expenses
  • Helping you calculate tax
  • Creating a database to keep a client details (meaning that you just have to input the address and contact information once)
  • Creating a unique number for every invoice
  • Planning out a new template for invoice\
  • Ability to print or mail an invoice to an address on the software.

The various software programs have corresponding app versions that help you keep track of your information on a smartphone anytime.

Can I Invoice Without a Company?

If you’re working as a freelancer, you already have a business, but you may not be aware.

One of the best and common ways to start a business is a sole proprietorship. It is managed and monitored by one person only. A sole proprietorship business has no external corporation, and as such, you as the owner will claim all profits and be responsible for all debts, shortage in profit, and Liabilities.

Becoming a sole proprietor needs no formal arrangements, provided you’re the only one involved. Your business takes off when you start having engagements and make sales.

In the United States of America, once you become a sole proprietor, you are free to start issuing an invoice to clients.

What Should An Invoice Include?

An Invoice Include

As the business owner, you are in charge of demanding payment for services that you render. The best method of expressing the details of sales or of your service is to write them out in an invoice and then send it to the client. With the use of available online templates and software programs, invoicing has been made easy.

Listed below are the necessary details that your invoice should contain:

invoice should contain

  1. Professional Header

The name of your business or your name in full should appear at the top of the invoice, that it can be easy to read. The font on the header should be more significant than the other texts on the invoice.

Your contact address or information should follow after you have written out your name above. This includes your contact number, website, email address, and mailing address. Each of these details should stand alone so they can easily be seen.

For example:

Name of Company

P.O Box 13578

California, US 90014

553-238-6214

To make the invoice look professional, you have to consider having your business logo in it.

  1. Client Contact Information

After the first phase, you need to specify who is receiving the invoice. Add the recipient’s name, phone number, address, email address, and other useful contact information.

Usually, as the vendor, your contact details should always appear opposite your client contact details. If you have your business name and logo on the upper right side of the invoice, your customer ‘s details will be on the left side, just below.

  1. Invoice Details

The invoice details are essential for you and the client so that you can track payment and also confirm the authenticity. The invoice details should be located across the recipient’s details,  under your contact details.

Here is the necessary information to include in the invoice details:

  • Date
  • Invoice number
  • Payment due date

Have it in mind that the invoice number has to be sequential, to make tracking easy.

Usually, invoices have a due date of up to 90 days for payment. An invoice can also be due upon arrival; here, the client is required to make payment as soon as he or she receives the invoice.

You have to include different payment options that are available for you to receive your money – including check, PayPal, cash, credit card, Apple Pay, and so on.

After you have included your payment terms, add the terms of late charges when the invoice is overdue. This prompts your clients to make payment before the due date. A tax number should be added on the invoice for tax purposes.

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