The Dos and Don'ts of Invoicing in Your First 90 Days of Business

It's a good time to be a small business owner.

With the rise of ecommerce stores and small start-ups, more and more business owners are looking for ways to streamline their operations. As someone new to the business world, you need more than just a great idea — you also need cash!

That's where invoicing comes into play. While this may initially seem intimidating, expert advice paired with automated invoice processing ensures every transaction is handled correctly, so both parties are happy.

Learning to simplify this part of your business will empower you to make smart decisions, keep tabs on your cash flow, keep your financial reports organised, and maintain positive relationships with your clients.

Must-Dos for Invoicing

Invoice your clients every month

Your business will not survive without invoicing your clients. Many people don’t realise the simplicity of this, whether they’ve started a side hustle or are redirecting their career path.

Use automated payment processing software

When you're just starting out, ensuring your clients pay on time is important. Establishing this rhythm right from the start can make a huge difference and is one of our top tips for saving time as a small business owner.

An app that manages your payments, such as the Osome Payments feature, also helps you prioritise what’s due and when so you never lose touch with what’s affecting your cash flow.

“Another significant concern of business owners is understanding short- and medium-term cashflow. Often, they rely on their own calculations to do forecasting. Entrepreneurs can use Osome for a quick overview of incoming and outgoing cash flow, including what has been paid and what still needs to be paid, without any manual work required.” — Kat Elliot, Senior Product Manager

So what do small business owners need? Ready-made and customisable invoicing templates.

Osome Payments includes an invoicing template you can customise with your business’s VAT number and logo. You can also:

• Send invoices on-the-go with our mobile app
• Send invoices to multiple clients in just a few clicks, which is GREAT for larger businesses with multiple internal departments — everyone who needs to see the invoice will receive it
• Set up reminders for late payers — a huge concern for business owners who have to send multiple follow-ups on their invoices

State payment terms and due dates

Doing this ensures clarity and transparency in financial transactions with your clients. You’ll also avoid misunderstandings regarding payment obligations and timelines. Communicating these terms also helps maintain a healthy cash flow and prevent payment delays — something our app helps you easily manage and monitor.

Follow up on late payments

Staying on top of your cash flow is crucial, which means making sure clients pay their invoices on time. Luckily, easy-to-use apps are available that automate the process of following up on late payments. Software like this stops the need for calendar reminders and spending your time chasing late payers. So, we made sure our invoicing system automatically chases overdue payments, so that you don't have to.

Maintain accurate and organised records

This is important for several reasons, including keeping tax reports accurate and identifying financial trends to help you make future decisions. It also helps to ensure that payments are made and received on time, contributing to overall financial stability and success. Maintaining organised business records could include clear recordkeeping of:

• Expenses
• Income
• Tax documents
• Stock items

A clear and easy-to-use system will give you peace of mind that you’re organised and up-to-speed with your company’s progress.

What Not To Do When Invoicing

Invoice without a contract or agreement in place

Having a contract before invoicing a business client ensures that both parties understand the agreed-upon terms, the scope of work, payment details, and legal obligations. Be sure that your business contract is easy to understand and follow and that the contents are enforceable.

Underestimating the importance of clear communication

Being concise in your payment communications is crucial so that both parties are clear on expectations. It's essential to be concise in your payment communications so you and your clients are on the same page. In short, make sure your invoice includes all relevant information upfront. These are details like the payment due date, accepted payment methods, and any applicable fees or discounts.

Be afraid to charge late payers

Chasing overdue invoices is not fun, but it’s even less fun not getting the money you’re owed. Don’t forget that you started a business to succeed and that clients who breach the payment terms of the contract you agreed upon should be charged. Situations like this can be a bit tricky, so here are a few ideas on how to approach them:

• Kindly remind your client about the late fees clause as outline in their contract
• Communicate clearly and professionally throughout the follow-up process
• Be persistent but also open to negotiating a payment plan if needed
• Use a collections agency as a last resort, i.e. your client is unresponsive and a lot of time has passed for them to pay you

Forget to invoice early

When you invoice early and often, it helps establish trust with your clients by showing them that you're on top of things. You also get paid faster because they aren't waiting until the end of the month (or longer) before they pay their bills off in bulk — they are paying as soon as they receive their invoice.

Forget to write thank you notes after invoices are paid

Thank you notes are an underrated but important part of business etiquette. Send your customers a personalised note to thank them for using your services. Try using the following messages:

• “Thank you for paying your invoice.” This simple message can be useful when paying invoices on behalf of clients or when acknowledging payments for multiple clients. It’s short and sweet but still adds that touch of sincerity.
• "Your payment has been received and processed." This template includes more information than just "thank you," but it doesn't go overboard with flowery language or unnecessary details.