Invoicing Tips: Make it Easier to Get Paid

I’m wrapping a big project and a big part of that is collecting and reviewing invoices from the crew and other vendors. In this case, there are probably 50 or more invoices, so I see a lot of different things. This goes back to my job job days when I used to oversee the accounting department and knew what drove them crazy. I did my best to be a buffer and that’s something I’ve continued as I work directly with creatives. But it still surprises me how some invoices come in, not just from newer freelancers but from people who are decades into their career. So here are some invoicing tips that will make it easier for people to pay you. And that’s what you want, right?

You’ve probably heard me say before that you always want to keep the people paying you happy. Whether it’s a small business or a big corporation, each accounting department is going to have its own system and set of rules. This is the one time when I don’t think you should assert your boundaries. Whatever they need from you, give it to them. If it means you have to add a couple extra bits of information to your invoice, who cares? If they want to do direct deposit, let them. Any push back on your part flags you as difficult and could cause delayed payments for a number of reasons.

That being said, the most important things to keep in mind is being timely, being detailed, and being considerate.

Timeliness is important for obvious reasons. The sooner you invoice, the sooner you should get paid. I say should, because we all know that not all companies pay on time, but you never want the cause of the delay. Standard payment terms are typically net 30, meaning you get paid within 30 days from receipt of the invoice. That doesn’t mean 30 days from the date of the job or completed work. That’s 30 days from the time they receive your invoice. If you take 2 weeks to get around to sending it, don’t expect that they’re going to turn around payment in 2 weeks. No. That 30-day clock starts the day they have everything they need from you. So get your invoice in quickly.

Also, you might not be in a rush for payment for whatever reason, but if the company is trying to close out the job, waiting for your invoice can be a huge hassle for them. I don’t know how many times I’ve had to chase down an invoice, sometimes for weeks. It baffles me every time. I’m trying to give you money, dude. Let me pay you! I get that you’re busy and invoicing isn’t your favorite thing to do, but there are other people who can’t do their jobs until you do it, so stay on their good side and be prompt. Not so prompt that you’re invoicing before a job is done, because that can rub people the wrong way, too, but within a day or two is usually greatly appreciated.

Details are crucial when it comes to invoicing. Make sure all the information they need is there. A good way to know what they need is to ask them. After you’ve done all the negotiation and committed to a project, but before it actually starts, ask what information they need on the invoice and to whom it should be sent. They might need a specific job name, job number or PO referenced, so get that information early. If you send it to the wrong person, it could cause delays. If you reach out after the job and have to wait for them to get back to you, it could cause delays. We don’t want delays.

Double check your information, too. Make sure the line items are correct and the math adds up. If you’re using accounting software like Quickbooks, it’ll do the math for you, but you still want to be sure everything is accurate. If you’re using a Word template or something like that, there is so much room for user error. I am constantly finding invoices that don’t add up, have information from a completely different job, and other nonsense that wastes everyone’s time. And it doesn’t make you look good if they have to reach out and ask you to correct something.

A good way to keep an accounting department happy i