Many corporate operations are more automated to remain relevant in today’s fast-paced, technologically advanced environment. Using an automated invoicing system like online invoicing software may speed up the payment process for you, your company, and your clients.

Automated invoicing frees up time for business owners to concentrate on what makes their company unique instead of the tedious administrative tasks that go along with it. Here are eight ways to automate your invoices using custom invoicing software and some ideas on how to get started.

Why is it necessary to automate the generation of invoices?

Automations save you both time and money in many different areas—every second counts for a business owner who is always on the go. According to one research, labor expenditures account for more than half of the costs connected with organisations’ accounts payable systems. 

Even if your cash flow fluctuates, automating bills has several advantages. Automated invoicing using online invoicing software helps speed up the payment process. 

More than $825 billion in outstanding bills are owed to small firms in the United States. 72 days is the average amount of time it takes to receive payment for an invoice.

Automated invoicing using online invoicing software also ensures that your records are constantly current. Having access to up-to-date financial data and reports is a must if you’re always on the go. You’ll be glad you have this information on hand during tax season.

It’s possible to automate seven invoice-related actions

Two of the most common methods for automating your billing operations using online invoicing software are simple. To do this:

  • Rely on built-in functionality and integrations in the custom invoicing software
  • Use a specialized automation tool, may be used.

In the end, it’s up to you and your team to decide whether to use one or the other (or both at once).

Here, we’ll look at eight methods by which you may automate your invoice processing.

  • You can create and send out all your invoices directly to the client 

When sending an invoice to seek payment, it is human nature to make mistakes, no matter how blatant they may seem.

When invoicing, things might get lost in the shuffle between copying, pasting, and data entering.

Suppose you want to eliminate one of the most tedious and time-consuming tasks on your plate. In that case, you should ensure that all of your clients’ invoices are automatically sent out.

Using top-notch online invoicing software, you may use recurring invoices to ensure that your customers get the bills due each month.

Deploying these solutions for one-off payments and irregular invoicing might be more challenging. When an automation tool detects that an invoice has been produced in your system, it may automatically send it to the relevant contact in your system’s database.

  • Sending reminders when the date of the invoice is about to due or already due

Essentially, an invoice sent before payment is a request for the amount of a service or a product that has been rendered.

It’s very uncommon for consumers to neglect to pay them on time (typically within 30 or 60 days after the issuance date).

It’s a terrible form to miss an invoice deadline, whether you’re the one who sent the invoice or the one who has to pay it.

  • In addition to delaying the payment, this might result in additional costs.
  • Daily operations and management suffer as a consequence; 
  • The relationship between the supplier and the consumer may suffer as a result.

To prevent the awkwardness of phoning customers after an invoice is due (or receiving such calls), it is helpful to create a reminder.

If you use online invoicing software, you’ll get an email when the invoice is due. However, even if you’ve followed these measures, you may still be compelled to pay late. To avoid wasting your time, an automatic email warning of overdue invoices is an excellent method to keep track of delinquent bills without having to spend any time doing so

Timed reminders may be set up using custom invoicing software. After the payment due date, this function sends an email to your customer at a predetermined interval—3, 7, or 14 days.

  • For those who work as independent contractors: At the end of each month, have an invoice generated automatically that includes your rate.

Invoices may be a powerful tool for freelancers, as seen by:

Customers often seek invoices in order to pay for the goods/services they have received.

  • They often send out invoices.
  • They have to deal with several customers at once.
  • Many independent contractors charge an hourly cost for their services, depending on the industry and the nature of the task.

The freelancer must do the following tasks to complete the project:

  • How many hours of effort have been put in?
  • To get to a total, add the hourly wage.
  • Invoices may be created.
  • Send a bill.

With so many clients and projects, these errands can quickly become taxing.

Freelancers should automate invoice generation using custom invoicing software to eliminate the risk of human mistakes and ensure that all invoices are sent on time and precisely.

  • You can have a duplicate of every invoice you produce in your online invoicing software for future use.

Record-keeping for your financial transactions is essential for developing an efficient invoicing process. There are various causes for this:

Transparency: invoices should be easily accessible to your accounting department and your customers.

As part of auditing, it is essential to keep track of all your company’s financial transactions. When it comes to being paid, having a clear perspective of your invoices is essential to ensuring that all accounts receivable records are up-to-date

Asking someone from the accounting department isn’t going to cut it to make sure you’re on top of everything. Your online invoicing software must always show all critical information at a glance to prevent this.

  • Recurring invoices are no more a burden.

Regular invoices may be set up in the same way as recurring payments for customers. You may save time and effort by automatically emailing invoices to clients who regularly use your goods or services.

Send out these invoices on a monthly or other predetermined schedule, and then put them out of your mind. Using this service, your clients will get invoices through email by the online invoicing software.

  • Prepare a variety of invoice templates in advance.

You may need many distinct kinds of invoices if your company provides a variety of goods and services. Therefore, a collection of invoice types could be a better option than a single invoice that must be revised or updated regularly. 

You have a variety of templates to select from means that you can choose the one that best fits your requirements using custom invoicing software.

It just takes a few simple steps to generate, save, and download the paperwork required to get payment from your employer. Then, keep your invoices in line with the rest of your brand by customizing them with elements like your company logo and colors.

  • You can add a pay button and get paid faster.

Adding a ‘Pay Now’ button to your company’s electronic invoices makes it simple to automate invoicing using online invoicing software. Pay Now buttons on an online invoice will drive clients to a payment gateway where they may make a credit card payment in seconds.

In addition to making it easier for your customers to pay you, providing a link to your company’s payment gateway helps speed up the payment process. For example, you may simplify the payment procedure for all parties involved by attaching the invoice to your company’s payment site.

Wrap Up

SMBs may now construct a virtual “team” to assist them in running their businesses, thanks to the advancements in automation. As a result, reduce your administrative workload and have more time to focus on what you do best, which will lead to happier consumers.

Customers like it when you make it easy for them to receive, comprehend and pay your bills: automated invoicing and recurring billing with online invoicing software. 

For example, it may make it easier for you to stay in touch with your customers at the most convenient times for your company while also speeding up the payment process.