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8 Competitive Advantages of Running a Small Business

  • May 6, 2024
woman business owner holding open sign in front of cafe

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It’s not just big companies that can thrive, be successful, delight their customers, and make a healthy profit. Small businesses are just as capable of doing all these things, too. In fact, you may be surprised to find that small businesses actually have multiple competitive advantages over large corporations.

Here are 8 of them.

You can adapt quickly

When you are small, you can adapt quickly to new opportunities, challenges and changes in the market and industry. You might recognize a new trend that will profit your business, or new technology, or legislation you need to act on. Even a Black Swan event could occur, meaning you need to pivot.

Larger companies may have a bigger budget to implement change, but generally require a longer lead in time before they can make permanent changes, and that’s before you take into account staff training, product launches, marketing, etc. They also have a longer chain of command, which means decision-making often takes longer.

All things that a smaller agile business can capitalize on.

You can make good use of versatile and free online tools 

You don’t need expensive CRMs or complicated software to run a small business. Instead, you can use the multitude of online tools to help automate workflows and optimize efficiency. From calendar schedulers to project management tools to eCommerce software, there’s something to suit everyone, whatever your business.

You can also make excellent use of free invoicing software tools like Invoice Ninja to get paid as simply and quickly as possible. Invoice Ninja is a leading free invoicing software for small business invoicing, online payments, tracking expenses, and billable tasks. It also includes attractive, professional invoice template designs you can customize with your logo and brand colors.

Try it for free here.

You can add a personal touch

As a smaller business, you are more likely to interact directly with your customers and clients, so you can add that special personal touch. Because you are not a large faceless corporation, you can build brand loyalty by being at each step of the customer journey. You’ll be able to better customize your clientele’s experience and, therefore, boost the perception of your brand.

Big branding budgets don’t necessarily translate to big bucks; it’s about how you make the customer feel. By providing direct customer service, you are adding your unique touch, which will go a long way toward making your brand memorable.

You can identify (and deal with) operational issues fast

Because you have your boots on the ground, you can better identify operational issues that need to be dealt with that directly impact your business and customers, from outdated tools to improvements in customer service.

For larger businesses, these types of issues can take longer to filter up through the traditional business hierarchy, and some may even go unnoticed or unreported.

By being where the real work is being done, you can quickly resolve issues and keep everyone happy.

You don’t have large retention or recruitment costs

Generally speaking, as a small business, you won’t have an army of staff to deal with and the corresponding retention, churn or recruitment costs and HR issues that come along with them.

The more staff you have, the more regulatory, red tape, and tax and remuneration issues you have to deal with. Also, having a smaller team means you can deal with any productivity or personal issues fast and become aware of them quicker.

You can make a profit quickly

A healthy cash flow is vital to any business. As a small business, you can market and launch your product or service quicker than a larger business and have fewer overheads, so you can more quickly make a profit.

You can also better experiment with products and services and quickly pull the ones that don’t work out. A larger business will have a longer decision-making process, might not foster this type of innovation, or ideas simply get lost due to so many teams and departments getting involved.

You can run your small business as a side hustle

Your small business doesn’t have to be your full-time role. It might even be that the business is cyclical – for example, a bar at a holiday resort that’s only open in season.

You can even run a part-time business or several small businesses—how you run your small business is entirely up to you. You are also free to take time off on your schedule and not be beholden to an employer.

Having the freedom to run your business as you see fit will lead to a better work-life balance, reduce burnout and stop you from getting into a rut. This will enable you to focus on doing what you love and helping your clients.

One of the best things about running your own business is that you can do whatever you want with it – including making it even better!

You can make sustainable decisions

Smaller businesses tend to be more environmentally friendly than larger operations because of their size. If you work from home, you have less of an impact on the environment by not commuting from the get-go (and less overheads).

As a small business owner, you can take sustainable decisions into your own hands and make budget and environmentally-friendly decisions; you can even become part of the circular economy. You can find more about how to cut costs at our blog post here. You can also contribute to your local community by getting involved in community projects you are passionate about and adding to the local economy by choosing local suppliers and complementary businesses.

Being environmentally aware will also make you more attractive to deal with. As a small company consciously making impactful decisions, you will be viewed as more trustworthy than a larger corporation whose actions may be perceived more skeptically.

~

At the end of the day, small businesses can still be big profit. Your size doesn’t limit your innovation, passion and purpose. Providing a quality service or product, being agile and having lower overheads all go toward a healthy cash flow and a successful business. Small can be beautiful, too!

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Business Tools, Efficiency, Freelancing, Solopreneur
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As part of the Invoice Ninja Enterprise plan you can create additional account users, set permissions of what additional account users can view/create/edit, and receive notifications for actions taken by users!

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Invoice Ninja has partnered with Yodlee, a specialist provider of secure bank data connections, to offer bank, credit cards, and PayPal transaction data syncing.

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Files can be attached to your company for all clients to see, attached individually per client, or attached individually per invoice &/or expense!

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Enable third-party apps to create invoices within your account.

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Use the power of Zapier, Make, Pabbly, Integrately to integrate with Invoice Ninja with hundreds of apps to automate workflow!

With Zapier you can integrate your Invoice Ninja with thousands of other apps. and streamline your cross-app workflow with smooth automated functions.

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See all automations here!

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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The Invoice Ninja Pro Plan allows you to create custom email reminders based on the invoice date or invoice due date. Define date parameters to remind your clients before or after invoices are due to ensure you GET PAID!

Set “First, Second, Third” or “Endless” reminders to ensure invoices are not overlooked and you get paid faster!

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Email our great looking invoice emails by using existing “Light”, “Dark”, or “Plain” invoice email design templates, or create your own!

Invoice emails are 100% customizable! Use dozens of available variable options to ensure your emails are customized per client with custom values!

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Do you need others in your company to get notified that invoices were sent out, but don’t need everyone to see? ​Include additional company members for email “BCC” notifications when invoice emails are sent to clients.

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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The Invoice Ninja Pro Plans allows you to create custom invoice number sequencing for invoices, quotations, payments, and clients by using dozens of available dynamic variables provided in your account!

Custom number sequencing, include date formatting, custom client ID’s, more!​

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Looking to motivate clients to pay on-time? Set up invoice late fees that apply automatically when invoices pass their due dates. You can set up late fees as a percentage % of the invoice or as a flat $$$ value. 

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The Invoice Ninja Pro & Enterprise Plans offer extremely robust reporting options:

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Each report’s data can be grouped in various methods with custom date parameters defined. Reports can then be exported as a CSV file for further review/use.

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Ensure that you document client agreements! With the Invoice Ninja Pro & Enterprise plans you can require an “Approve Terms of Business” checkbox or enable an e-signature in order for your clients to approve quotations or access to the payment page from invoices.

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Customize Email Subjects & Body Text

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Ensure that your emails are opened! The Invoice Ninja Pro & Enterprise Plans allow you to create custom email subject lines & body templates for every aspect of your account: 

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​

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Pro & Enterprise Accounts have 11 invoice template designs to start with! You can then create custom designs based on any template giving you true creative freedom!

​

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Attach Invoice & Quotations PDFs to Emails

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Many clients want their invoice PDF with the first email! Enable attaching quotation & invoice PDF’s to all client emails sent out!

​

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Create Client Subscriptions: Recurring & Auto-Billing Subscriptions.

 

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Create "Client Groups" Workflow Settings

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Show different company logos & contact details to different client groups, configure different payment terms to different client groups, use different languages to different client groups, many use cases!

​

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Send Invoices & Quotes via Gmail & MSN Accounts

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You can email invoices, quotes, & payment reminders via your Gmail or MSN accounts! This ensures that your clients experience a truly branded experience and see your company name only!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Create custom fields on your quotes & invoices!

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Up to 4 custom fields per section: Client fields, Product table columns, Invoice data, more! 

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Link Multiple Companies (x10) with 1 Login

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Interlink up to 10 companies! With 1 log-in you can access your accounts and move between companies with 1-click!

​

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View your invoice PDF’s as they are created in real-time! Ensure that everything looks amazing before emailing them out for payment!

​

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Enable ability to overpay/underpay an invoice.

“Underpaying”: Set a minimum amount that you will accept and your clients can underpay an invoice with an amount they choose, within your defined minimum limit.

“Overpaying” allows clients to send a tip!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Invoice Ninja supports dozens of languages, currencies, time & date formatting options, and much more.

You can can also customize any labels/wording used within your account. Examples of common changes are “Invoice” to read “Tax Invoice” and “Quotation” to read “proforma”. You can customize everything within your account!

​

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Create Purchase Orders to email out to your Vendors. When PO’s are approved they are then be converted into Expenses! Expenses can be rebilled to  clients or used to run reports!

​

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Kanban Boards to Manage Projects

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A Kanban board is a project management tool which provides a visualization of single or multiple tasks & workflows. It’s a tool based on a work philosophy originating in Japan which emphasizes focus on one particular task at a time over a multitask approach, as well as the benefits of collaboration.

Kanban boards are designed to make planning, managing, and completing tasks easier thanks to a visual overview of the entire work process. You get to see what needs to be done, when it needs to be done, who needs to do it, and how much is left to do, all on one color-coded board.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

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Multiple Contacts Per Client

Forever Free

When quoting or invoicing your client, you may need to include multiple contacts to receive your quotes & invoices. Sales, billing, management teams? You can create multiple contacts per client to ensure all emails sent are seen by the correct people to get you paid!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

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Forever Free

If you don’t wish to integrate with our existing payment gateway integrations for online payments, you can create custom instructions for your clients to see! The most common is providing bank details/wire instructions.
 
-Navigate to Settings>Online Payments, click “Configure Gateways”
-Click the “+” and select “Custom” under the option of providers.
-You can then put into place instructions for your clients.
 
With this option, when your clients click “Pay Now” on the invoice, your custom payment instructions will pop-up!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 
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Forever Free

Add or remove “modules” from your account navigation & client-side portal. 

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  • Bank Transactions

Only add those modules to the navigation that you’re using, to increase efficiency and streamline your account navigation!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Create Taxes per Invoice Total or per Invoice Line-Item

Forever Free

Powerful tax settings.

  • Create up to 3 separate tax rates per invoice total.
  • Create up to 3 separate tax rates per individual invoice line-item!

You may have line-items (services or products) that are tax exempt, others that require taxation. You can create multiple tax situations per client or invoice! 

Invoice Ninja also supports creating inclusive & exclusive taxes per client as needed

  • Exclusive taxation: $100 + 10% = $110
  • Inclusive taxation: $100 + 10% = $100 ($90.91 + tax $9.09)

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Enable/Disable Recurring When Cloning

Forever Free

Save time by cloning invoices within a client, or clone an existing invoice to a new client! You may wish to clone a invoice from one client to another and set up the new invoice as recurring with auto-billing, or vice versa! 

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Setup Automatic Credit Card Gateway Fees

Forever Free

You may wish to pass along your credit processing fee to your clients if they pay by credit card, or simply to encourage your clients to pay by ACH bank transfer! Set up automatic fees at your discretion or enable the fee to auto-match your gateway fee!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Bulk Emailing Invoices & Quotations

Forever Free

If you wish to semi-automate emailing out invoices & quotes to your clients, utilize the bulk send feature! Simply select all the invoices & quotes and click “Send” and your account will automatically que them up to go out! 

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Multiple Currencies & Languages

Forever Free

Invoice Ninja supports dozens of languages & currencies!

You can set different languages & currencies per client! Is your account in English, but it would be nice if your French speaking clients saw their client portal in French or Spanish speaking clients seeing payment instructions in Spanish? We have you covered!

Languages and currencies can be set per individual client!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Importing Expenses & Vendors

Forever Free

Keep all records up to date & run accurate reports by importing Expenses. Expense importing can be done manually anytime, or you can automate it with our new banking Yodleee integration!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Item & Product Library System

Forever Free

Why waste time typing? Create product & services in your Product Library! When creating invoices simple click from the line-item selector to quickly populate invoices and email them out!

Your product library also works (optionally) together with the Inventory feature! You can define the # of inventory stock available and when creating invoices the product library will reduce inventory levels and notify when you’re running low!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Alerts When Client Views & Pays Invoices

Forever Free

Want to know when your client clicks to view their invoice?

Set up notifications when clients view quotes, invoices, make payments, and also if a clients payment fails. 

If you have additional account users, you can also be notified when your User are creating and sending out quotes & invoices! 

Many notification options to keep you informed of all actions taking place within your account!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Projects, Tasks & Track Time

Forever Free

Task time-tracking allows you to accurately record every second spent on each individual task and quickly transfer timed data to the relevant invoice.

  • Create Project, Tasks, and Track Billable-Work
  • Convert Timed-Tasks to Invoices with 1-Click
  • Easily Categorize to Search Tasks & Projects

When you’re done with a task or series of tasks within a project, simply click and send your work-time to an invoice with 1-click!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Accept Deposits & Partial Payments

Forever Free

Do you require a deposit or down-payment from clients to commence your work?

Set partial payments/deposits with unique due dates for partial payments/deposits! After your client pays the partial payment the invoice will automatically update itself with the balance due and set the new final invoice due date.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Approved Quotes Auto-Convert to Payable Invoices

Forever Free

Automate your workflow! When you email out quotations to your clients, they can “Click to Approve” the quotation which then converts the quote into a payable invoice!

Invoices can then be paid online with 1-click, and your account documents all steps!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Client-Side Portal & Invoices/Payments History

Forever Free

Every action your clients take is recorded and viewed into their client-side portal. 

Invoices, quotes, payments and more are tracked.

Uploaded documents, payment methods, client-profile – everything is accessible and recorded to ensure a smooth experience for you & your clients!

Your clients also have dynamic functionality to run their balance statements with custom date & data parameters!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Recurring Invoicing & Auto-Billing Clients

Forever Free

If you have clients that need to be billed again & again on a fixed schedule (weekly, monthly, etc…), Invoice Ninja offers auto-billing via the world’s favorite payment gateways:

  • Stripe
  • WePay
  • Braintree
  • Authorize.net​​
  • Mollie
  • GoCardless
  • Square
  • Eway Rapid
  • PayFast
  • Checkout.com
  • Paytrace
  • Forte

Auto-billing (AKA “token billing”) is a feature that enables the payments system to capture your clients’ credit card details and store them for billing at a future date. Token billing enables auto-billing, which means future invoices can be issued automatically. Invoice Ninja integrates seamlessly so you can enjoy all the advantages of token billing via your Invoice Ninja account.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Track Inventory Levels

Forever Free

The inventory management feature works together with your “product library”!

Set inventory stock within your product library with threshold notifications. When you create invoices and populate invoice line-items, the inventory stock levels will reduce automatically! When your stock runs low the system will email you a notification reminder to stock up!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Invoice Template Designs

Forever Free

Beautiful well formatted invoices are critical to show clients that you mean business!

Invoice Ninja offers 11 invoice template designs. Free users have 4 free invoice templates, Pro & Enterprise user have all 11 invoice template designs.

Each invoice template can be customized with your company logo, colors scheme to match your brand, and detailed formatting customizations are also offered!

Give your clients a truly branded experience with your company by customizing your invoice templates to match your company branding! 

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Online Payment Gateways

Forever Free

Integrating your Invoice Ninja account with a payment gateway allows clients to pay their invoices with 1-click! 

The payment gateway processes the transaction in the background while your client never leave their Invoice Ninja client-side portal. Seamless! 

Integrate your invoices with: 

  • Stripe Payments
  • WePay Payments
  • PayPal Payments
  • Checkout.com Payments
  • Braintree Payments
  • PayFast Invoice Payments
  • Authorize.net Payments
  • Square Payments
  • Mollie Invoice Payments
  • Many more!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Upload your Company Logo

Forever Free

Providing your clients a branded experience is critical for professionalism and building trust. Upload your company logo to your preferred invoice template design.

All accounts, Free & Pro/Enterprise, are able to upload logos an customize their invoice colors to match their logo & company brand theme.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Create & Email Invoices & Quotes in Real-Time

Forever Free

Real-time PDF preview creation shows your invoice review as you build it in real-time. Utilize the product library to quickly populate invoices with 1-click, view the invoice .PDF preview to ensure everything looks awesome, and send it out!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Dynamic Dashboard Data

Forever Free

View revenue, invoices sent, recent activity data. Track upcoming invoices, invoices past due, and more!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!