8 December 2023

10 Tips for Sending Professional Invoices to Your Clients

By Ronald Smith

Let’s be honest—getting paid is awesome! But when you’re a freelancer, like me, dealing with invoices can be a major pain, especially if you’re a designer.

However, as a freelancer, it’s not just about being a talented designer. How you handle your invoices is just as important for your success. It’s vital to keep your business running smoothly and prevent any financial problems or client annoyances.

10 Tips for Sending Professional Invoices to Your Clients

If you want to be professional, it’s not just about doing good work. You also need to know how to handle invoicing correctly. That means choosing the right invoicing software, setting up the right policies, offering the right payment methods, and keeping accurate records. I’m here to share some essential tips to help you become an invoicing expert.

When you follow these tips, you’ll learn how to do invoicing the right way. This is an important skill for a freelancer like you, as it shows your professionalism and helps you get paid on time.

1. Find the Best Invoicing Tools or Services

First things first, you need to choose a reliable invoicing tool. There are so many options out there, so finding the right one for you shouldn’t be too difficult.

10 Tips for Sending Professional Invoices to Your Clients

When it comes to keeping track of your clients and the money they owe you, using an online invoicing service is often the way to go. There are both paid and free invoicing tools available, so choose one that has all the features you need.

Here are some recommendations to help you out:

Tip: Set Up Your Payment Policies

As a freelance graphic designer, it’s important to establish clear payment policies to avoid tricky situations with clients. Not all clients pay on time, and some may even disappear without fully paying for your work. To minimize these issues, consider the following factors when creating your invoicing rules:

  • Decide which payment methods you will accept, such as cash, checks, online payments, crypto, or credit cards.
  • How much do I have to pay upfront as a deposit?
  • Will you start working without any initial payment?
  • How long will you wait for me to complete payment?
  • Will there be late fees for payment?
  • When will you deliver the final work – before or after I make full payment?

Remember, these policies are just guidelines, not strict rules. Sometimes, I might need to be flexible and adjust the policies to meet your specific needs.

3. Stick to Your Policies

I don’t want to surprise you. That’s why it’s important for you to fully understand my policies, including the pricing. I will inform you promptly if there are any changes to these policies.

10 Tips for Sending Professional Invoices to Your Clients

If you come across unexpected details in your invoices, it might cause delays in payment or even complete refusal to pay.

As a freelancer, it’s really important to establish trust with your clients. Being open and honest about your policies not only builds your credibility, but it also opens up more job opportunities for you.

4. Think About Your Pricing Strategy

The golden rule when it comes to pricing is to never undercharge, and this is absolutely true. Your prices should be comparable to those of your competitors. Don’t be tempted to offer lower prices just to attract more clients.

Setting your prices too low often leads to attracting clients who expect a lot but aren’t willing to pay a fair amount. These clients might even disappear without paying you at all.

When you’re freelancing as a graphic designer, there are a few things to consider to make sure you manage your finances effectively. One important aspect is deciding on your pricing model. You can either charge a fixed rate for each project or an hourly rate. It’s crucial that your clients understand your pricing structure clearly. This way, there won’t be any confusion about the charges.

Another important step is to detail the services and charges in your invoices. This ensures that your clients know exactly what they are paying for. It’s also helpful for both you and your client to keep track of payments made and the balance due. By having a clear record of financial transactions and completed work, you can avoid any misunderstandings.

For many freelance graphic designers, it’s preferable to receive payment upfront before starting a project. So when you create an invoice, make it explicit whether the payment is for the entire project or just a part of it. This transparency helps set clear expectations and avoids any payment issues later on.

Lastly, you need to choose your payment methods. Consider which options are most convenient for you and your clients. You can offer methods like bank transfers, PayPal, or even credit card payments. By providing multiple payment options, you make it easier for your clients to pay you.

By following these steps, you can ensure smooth financial management in your freelance graphic design career.

Hey there! I want to make sure you know about the various ways you can pay me.

I get it, everyone has their own preferred method. Some people like to pay with cash, others prefer to write a check, and some folks want to use their credit card. No problem! I’m flexible.

10 Tips for Sending Professional Invoices to Your Clients

Let’s explore some payment options:

As a designer, I really like using PayPal because it’s convenient, fast, and secure.

#7. Make Payment Due Dates Clear

I’ve noticed that many freelance graphic designers don’t mention when they expect to be paid. To avoid any confusion or delays, it’s important to always include a due date on each invoice.

Remember, even if you have clients who typically pay on time, having a due date adds an extra layer of security for both you and the client.

#8. Don’t Forget Your Contact Information

When you’re creating an invoice, it’s crucial to include your full name, address, phone number, and email address. Invoices sometimes pass through multiple hands before they’re paid, so it’s helpful for the recipient to know who sent it.

And guess what? If you’ve got any questions about that invoice, having your contact details easily accessible makes it a whole lot simpler for your clients to get in touch with you.

10 Tips for Sending Professional Invoices to Your Clients

When you forget to include your contact information, it can cause delays in receiving your payment. Plus, your clients might need your details for their own records, so it’s important to provide them.

9. Keep Track of Your Invoices

When you have many clients, you’ll be sending out a lot of invoices. That’s why it’s essential to have a system in place to keep them organized and make sure nothing falls through the cracks.

10 Tips for Sending Professional Invoices to Your Clients

When it comes to managing payments, most invoicing software has a useful numbering feature. It’s a great tool for keeping tabs on payments and staying organized.

A well-designed numbering system not only helps you keep track of payments but also ensures that you don’t send invoices to clients who have already paid or overlook late payments. It’s a real time-saver and helps streamline your invoicing process.

10. Don’t Forget to Keep a Record of Your Invoices

In the business world, keeping backups is essential. Without them, it’s impossible to track which clients have been billed and which ones haven’t.

Make it a habit to back up your invoice records. You can make copies or print them out, or you can save them on your computer’s hard drive. The important thing is to have a duplicate record just in case.

Don’t forget to keep any emails or letters related to the invoices. They can be helpful if you need to refer back to them, and you’ll be glad you have them organized.

Extra: Keep in Touch with Clients

Some clients might not reply to your invoices right away. As the payment due date gets closer, it’s a good idea to politely check in with them to see if they’ve made their payments.

Just remember to be polite in your follow-ups. While some clients may simply forget to pay, they usually want to take care of what they owe.

10 Tips for Sending Professional Invoices to Your Clients

So here’s the deal: you have to take invoicing seriously, my friend. When your clients have concerns, you gotta be on it – quick and professional-like. It’s not just about keeping them happy; it’s about building your rep and maybe even scoring more gigs in the process.