As a small business owner, the last thing you probably want to be doing at the end of your busy working day is time-consuming paperwork – even if it is invoicing your clients so you can get paid!
Fortunately, invoice software can significantly lighten the load by making invoicing simple, seamless and fast.
But as a small business, what invoice software features should you be looking for?
Here are 9 aspects and features you should consider for your small business.
1. Cost-effectiveness
Naturally, as a small business, anything you invest in has to be cost-effective. So inexpensive or free invoice software is a good route as long as it still offers a wide range of useful features. Some free software allows you much fewer options until you upgrade. So it’s important you select a provider that offers everything you need for your specific business.
For example, do you need to invoice international clients? Invoice Ninja’s Free Forever account supports dozens of languages and currencies. You can set different languages and currencies per client at no extra cost.
2. Support and community
Look for an invoice software that offers good support and easy ways to contact them. Community forums can also be a great way to connect with other users and learn about other features of the platform and any new updates.
Invoice Ninja has Slack and Discord communities in addition to community forums. You can easily contact support via your account or, if you haven’t signed up yet, by email.
3. Payment gateways
Invoice software that offers several payment gateways gives you more scope to get paid immediately and on time.
With Invoice Ninja, you can integrate your account with a range of payment gateways enabling your clients to pay their invoices with just one click.
The payment gateway processes the transaction in the background, which means your client never has to leave their Invoice Ninja client-side portal. Seamless!
4. Easy-to-use
Choose a platform with a user-friendly and easy-to-use intuitive interface. Clunky UX is not only unappealing, but it can take up a lot of your time. You shouldn’t need hours of training just to use some business software.
Likewise, it should make it convenient and easy for your client to pay you.
It should also have an app version that you can use from your smart device as well as a desktop version.
5. Customizable invoice templates
Customizable invoice templates are a must-have. The ability to upload your logo and brand colors and have them formatted to a professional invoice not only promotes your branding but further builds trust between you and your customers.
Professional templates also make sure you don’t miss anything off your invoice that should be there (and can stop you from getting paid on time!).
Invoice Ninja offers 11 invoice template designs. Free users have 4 free invoice templates, and Pro and Enterprise users have all 11 invoice template designs.
Each invoice template can be customized with your company logo and color scheme to match your brand, and detailed formatting customizations are also available.
6. Track inventory
An invoicing solution that can also track inventory can save you heaps of time and headaches.
For example, with Invoice Ninja, you can set the inventory stock within your product library.
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 re-stock up.
This is much easier than working out inventory manually.
7. Partial payment/deposits
A feature that allows your clients to pay a deposit or partial payments is super helpful. This is especially relevant to small businesses and freelancers who often require payment upfront before commencing work.
With Invoice Ninja, 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.
You don’t have to re-issue or amend the invoice, as it’s all done automatically.
8. Project management and tasks
The ability to create projects and tasks and track time can further streamline your invoicing system and is something you should look out for when choosing invoice software.
Tracking hours can be especially helpful for freelancers and small businesses working on larger projects or even multiple projects.
With Invoice Ninja, when you’re done with a task or series of tasks within a project, you can simply click and send your work time to an invoice with one click.
9. Automatic reminders
Chasing unpaid invoices can take up a lot of time.
The Invoice Ninja Pro Plan allows you to create custom email reminders based on the invoice date or invoice due date. It also allows you to 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.
~
To summarize
When choosing invoice software for your business, look out for the following:
- The invoice software you choose is cost-effective for YOUR business.
- It offers good support and community forums.
- Offers a range of payment gateways.
- An easy-to-use and intuitive interface.
- Customizable invoice templates.
- Can track inventory.
- Allows for partial payments/deposits.
- Includes project management/time tracking.
- Issues automatic reminders.
