There are many online solutions on the market that can be used to streamline essential business processes and save small businesses and freelancers time and money.
But perhaps one of the most crucial for any business is the method and platform by which they send invoices and get paid.
That’s where invoicing software comes in.
But how do you know what invoicing software features are must-haves for your small business?
Let’s dive in.
1) Logo and brand colors
The ability to customize your invoice with your logo and brand colors (along with any brand messaging) may seem like a nice-to-have rather than a must-have, but it’s central to your brand identity and is viewed as professional by clients.
Likewise, the design and layout of a professional invoice template mean that you don’t unintentionally leave out any important information or payment details that should be on your invoice, enabling you to get paid faster.
Attractively designed invoice templates say a lot for your brand and build trust.
Look for: Customization & Professional Invoice Template Designs
2) Payment flexibility
Many freelancers require a deposit or down payment from clients before they commence work.
So the ability to accept partial payments and deposits that automatically update the invoice with the balance due (and new final invoice date) once the client pays the initial deposit is super useful.
Another time-saving feature that is often overlooked.
Look for: Accept Deposits & Partial Payments
3) Convert quotes to invoices
You’ve sent your client a quote, they agree, and now you have to issue an invoice.
Not so fast!
Modern invoice software allows your client to automatically convert the quote to an invoice and make payment!
All at the click of a button.
Less going back and forth for everyone saves time and hassle and ensures you get paid on time too.
Look for: Approved Quotes Auto-Convert to Payable Invoices
4) Client contacts
The contact you normally deal with may not be the same person who needs to see your invoice (and most probably not the person who arranges to pay it). This is particularly the case with larger firms with finance departments.
Alternatively, you may need to send your invoice across departments to multiple contacts/cost centers.
To ensure your invoice gets seen by the right person at the right time, it makes sense to be able to have multiple contacts per client. However, it’s not something people first consider when deciding what invoice software to sign up for.
Look for: Multiple Contacts Per Client
5) International client invoicing
Nowadays, we operate in a global marketplace, so being able to invoice international clients in a foreign currency is a must-have.
Some invoice software providers charge more for this feature, but it’s free with Invoice Ninja. What’s more, you also get to set your invoice in different languages, making you even easier and more attractive to do business with.
Look for: Multiple Currencies & Languages
6) Payment reminders
Custom email reminders ensure invoices aren’t overlooked and you get paid faster.
Look for software where you can define the date parameters based on the invoice date or invoice due date. How many reminders you want to send is up to you!
And you get to craft the reminder message, too, if you prefer.
Look for: Custom Reminder Emails
7) Payment gateways
Integrating your invoice software account with a payment gateway such as Stripe or PayPal means your clients can pay you with just one click. The payment gateway processes the transaction in the background so your client never has to leave their invoice.
Choosing an invoice software provider with several payment gateway options gives you more choices and your clients a simple, fast and convenient way to pay.
Look for: Online Payment Gateways
8) Client portal
Having a client-side portal where every action your client takes is recorded and can be viewed by them (invoice due, invoice history, quotes, payments, etc.) is super helpful.
It means everything is accessible and recorded (uploaded documents, payment methods, client profile) to ensure a smooth experience for you and your clients.
Look for: Client-Side Portal & Invoices/Payments History
9) Cost effective
Small businesses, freelancers and solopreneurs don’t generally have the budget of large corporate players and can end up paying over the odds for software designed for larger enterprises.
You shouldn’t be overpaying just to get paid.
That’s why Invoice Ninja offers a Forever Free plan in addition to affordable premium plans that outshine expensive competition.
Look for: Invoice Ninja!
Invoice Ninja covers all these must-haves and more.
