How to Bill a Client for Work

January 2nd, 2011 by Mike

You did it. You got your name out there. You set an estimate. You got the bid. You did the work. You are a true professional. Now, you must get the most important, part, the check. For a first time contractor, this may be an intimidating task. Your reputation rides on your presentation and discretion, and you know it. You also need your money. You need to need to know how to bill the client.

To bill the client for work, you must first send an invoice. Invoices typically include:

Date
Invoice number
Address of business
Address of client
Description of work performed or product sold
Quantity and rate

Unless you are a graphics whiz, do not create your own invoice. There are a number of professionally created templates from which to choose, and some are even free. Failure to utilize these options reflects poorly on your business. Most accounting software applications, like QuickBooks, come with a professional invoicing feature. A wizard lets you set up the company name and address, throw in your numbers, and voila, you have a professional invoice ready for printing. QuickBooks also keeps track of it, and the date due. If you have not built up the need for professional accounting software, and keep your books in Excel, or in your head, there are still a number of options. Excel does offer an invoicing template, but it really just looks like you used an Excel template.

A search engine search will bring you a number of free invoicing software packages. Invoices2go is a great one. They have a free 30 day trial, and their invoices look great. If you have enough business come in after 30 days, then you should invest in the full package. If not, then you have not lost anything.

Invoices are typically mailed with Net 30. This means they are due within 30 days of the date on the invoice. This is standard for most industries as most business plan their budgets on a monthly time schedule. If you have arranged something else with the client, then it should be dated accordingly. Invoices must be mailed immediately. When the client receives the invoice, it will be date stamped by the receptionist. Significant discrepancies between the two dates will reflect unprofessionally at best, warrant late payment at worst.

Usually if the payment is not received one week after the due date, you may place a collection call. Always conduct oneself with courtesy and professionalism. Your future business and reputation depends on it.