8 Essential Parts of a Basic Invoice Template

Essential Parts of a Basic Invoice Template

1. Keep Detailed Records | 2. List All Products | 3. Contact Information | 4. Standard Company Header |
5. Costs Broken Down | 6. Liability & Terms of Use | 7. Don’t Forget the Date! | 8. Unique Messages

You’re responsible for your company’s customer experience management. You recognize that any interaction with an everyday consumer is an opportunity for potential profit. In addition, you want to maximize workplace efficiency for employees working with customers. So, you’re looking to develop a basic invoice template to use as clients hire your business.

That way, you can have consistent and accurate documentation for all customer transactions. With a modern document automation software solution, that invoice will be even more accessible and useful. Even other business leaders suggest that an automated invoice template is a worthwhile investment. Keep reading for eight essential components of a sensible, basic invoice.

1. Keep Detailed Records with Invoice Identification

Your goal is to continue to grow your business and profit margins over time, right? Well, after hundreds or thousands of customer transactions, it can be hard to track them if you don’t keep detailed records. That’s why your basic invoice template design needs a Purchase Order (PO) number.

Assigning a unique PO to every single invoice will ensure that nothing gets duplicated or lost in the folds of business operations. Plus, with an automated document management system, this PO is of particular importance.

With modern enterprise document management software, you can even access these invoices across a variety of digital mediums. That’s why you should look for an emphasis on multi-channel communications for your document management system. That way, you can sift through years of your business’s history at just the click of a few buttons.

2. List Each Product or Service Sold

You’re going to have some top-buying customers who do a lot of business with you. These customers, then, will likely have many invoices that will need to be managed between you and them.

One thing you want to avoid, in particular, is sending your customer an invoice that they don’t remember needing. To avoid any confusion, it’s best to prioritize transparency. Even experts indicate that transparency is a top priority for modern businesses.

For that reason, don’t forget to include all of the details you can about every single transaction. This is crucial if some of your products or services have similar names, too. Make sure you specify everything down to the colors of the merchandise in order to avoid any future confusion.

3. Include Your Business’ Basic Contact Information

Imagine you send a customer an invoice, but they have some more specific questions. In order to prioritize your relationship with them, it’s worthwhile to make accessing you and your team as easy as possible. That’s why basic invoice templates include the company’s full contact information at the top of the page.

Design yours with a standard company header using a document template management tool. Not only will this allow customers to reach you with ease. In addition, this header at the top of the page is an opportunity to promote your business’s brand.

4. Design a Standard Company Header for Branding

Your business should take every chance it can to promote its brand. That’s why it’s so valuable to note that consistent company branding is a key benefit of document automation.

Include your company’s logo or mission statement on the header of your basic invoice template. That way, your customers will continue to recognize and appreciate your brand in the long run.

5. Total Costs Should Be Broken Down in Detail

As mentioned above, it’s in your best interest to maintain complete transparency on company invoices. This is of particular importance concerning the overall cost of products or services your customer bought.

So, specify all details about why you’re charging your customer this overall price. Include the cost of each individual product or service sold.

In addition, make sure you note a breakdown of taxes or other fees at the bottom of the invoice. Every penny should be accounted for in detail within the invoice so that your customer can be on the same page as you.

6. Any Verbiage About Liability or Terms of Use?

Depending on what your company sells, you might need to include additional verbiage on your invoice. For instance, a legal firm or insurance company should add details about liability.

Another example that might need specific verbiage would include any kind of medical-related invoice. In that case, including a paragraph about confidentiality or other liability concerns would be ideal.

It’s also wise to note where the customer can learn about products themselves (like an online manual, for example). Including these kinds of clauses is another way to use your invoice template as an avenue for company-wide transparency.

The last example would be if your company sells any kind of subscription or continued service. Make sure that the invoice specifies how long the service will last and whether renewal will be automatic or up to the customer’s future decision.

7. Don’t Forget About the Date!

Speaking of the future, it’s important to include the date of service on every invoice. This is key if you’re taking advantage of a document assembly software system.

Even when you use that document software system, though, make sure you double-check the automated date that’s filled in. Accuracy and attention to detail will be essential in maintaining long-term customer loyalty to your business.

8. Leave Room for Unique Messages, Too

The last thing you should include on your basic invoice template is simple. Leave some lines for individual and unique messages you would like to send your customers.

This can be great if you need to explain certain charges somewhere else on the invoice. A comment box like this can also be a great way to leave personalized messages for your favorite customers to feel special!

Invest in Document Automation for Your Basic Invoice Template

By now, you’re familiar with modern standards for a basic invoice template. You’re ready to improve efficiency when it comes to these customer transactions. That’s why you’re prepared to invest in a reliable document generation solution.

So, we encourage you to check out our website to see how our services could benefit you. We prioritize helping companies like yours who seek to optimize customer interactions on every level of operations. For that reason, we suggest working with us to finalize your documentation strategy today.

You’ll also find helpful tips and tricks for customer communication management on our blog. First, check out more in-depth information about our document automation software solution available now.

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