Invoicing is an essential part of any business activity. Sending an invoice correctly and on time ensures that you get paid for your services or products. But how do you send an invoice in an efficient and professional way? Below you can read everything you need to know.
Provide a professional invoice
A good invoice contains all legally required and relevant information. Think of your company details, such as name, address, Chamber of Commerce number and VAT number, as well as your customer’s details, including name, address and any reference numbers.
In addition, your invoice should have a unique and sequential invoice number, along with the invoice date and due date. Clearly describe the products or services provided, including quantities, prices and VAT.
Finally, don’t miss the total amount (including VAT, with a clear split between net and gross amount) and your payment details, such as your bank account number and any payment reference. For more details on drawing up a professional invoice, check out our extensive blog.
Choose the right means to send your invoice
There are several ways to send an invoice. Here are some options:
E-mail: This is the most common and efficient way. Send your invoice as a PDF attachment to ensure it cannot be easily modified. Also make sure the subject and content of the e-mail are professional and clear
By post: While this is less common, it may sometimes be desirable, especially with formal or traditional clients. Make sure you keep a copy for your records.
Via invoicing software: programmes such as Exact, Moneybird or Factuursturen.nl offer an automated way to create and send invoices. You can often also set reminders for overdue payments.
Track payment
Sending an invoice is just the first step. Here are tips to make sure you get paid on time:
Send a reminder: If the payment deadline has passed, send a friendly reminder. Often, customers simply forget about payment.
Automatic reminders: Billing software can help you with this by sending automated reminders.
Contact in person: For larger amounts or long-term outstanding invoices, a personal phone call may be more effective.
What to do in case of non-payment?
If a customer does not pay, there are several steps you can take:
Send a final reminder: Give a clear deadline and be professional but direct.
Engage a collection agency: If the customer still does not pay after several attempts, a collection agency may be a solution.
Legal action: In extreme cases, you can consider legal action, such as proceedings in the subdistrict court.
