Custom Invoicing | The Better Software Company

Here are 5 benefits to using the custom invoicing tool in BPro:

Using the BPro custom invoicing tool allows for franchises to create consistent branding and improve bookkeeping systems.

1. Invoice numbers and dates

BPro allows franchises to use invoice numbers that move in a chronological fashion. Using names or alpha-numeric for your invoice numbers gets confusing for your books. If your books get tangled then you might double bill your client. From your clients perspective they are seeing multiple invoices for the same job number. Regardless if you are sending multiple invoices for “job name,” give each new invoice a unique invoice number. You can integrate BPro with Quickbooks so that it will announce if an invoice number has already been used.

2. Change orders or deviations from the original job quote

This situation presents a special need for unique invoice numbers. For clarity to your client create a new invoice specifically for change orders, especially if you have already sent an invoice. Do not add to an invoice already submitted to the client. The temptation is to do so for invoices that are partially paid or are created as stages of completion. When change orders arise, and they will, you can be clear about them in a new invoice using BPro.

3. Receive payments

As mentioned in the previous bullet, you can more clearly receive payments in QuickBooks, in full or partial, to specific invoice numbers. In this way both the client and you will clearly know which invoice has been paid and how much. If your invoices are all by “job name” it will pose confusion on both sides as to what is paid, what has a remaining balance, and what has not been paid. The client may also be wondering if they are being double billed. Checking this is hard and very time consuming because all invoices are numbered identical.

4. Industry terms and Jargon

Every industry has their terminology and jargon in the language spoken in the office or job site. You may understand it all backwards and forwards, however it is very likely your client doesn’t. We are not suggesting you “dumb-it-down” but practice some rhetoric and translate it to customer centric language more commonly used by those not in your field of work. Perhaps the item name needs to be industry specific but then please make good use of the description portion in BPro.

5. Track and reconcile payments

With unique invoice numbers, your bookkeeping system will now have another way to track and tie payments to invoices. Without unique invoice numbers receiving payments can get confusing if a payment happens to be similar.

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