Electronic invoicing is one of the most accurate ways to invoice for your small business. It can save lots of time and money as well as errors to use electronic invoicing and billing. However, some issues can arise that will cause errors when using electronic invoicing and billing. The efficiency of using an electronic billing system is ideal for a small business. However, implementing and being aware of issues during upgrades can save you time, money, and errors. Here are five mistakes that could be made using an electronic invoicing and billing system and how you can avoid them.
Not Including a Payment Due Date
While many things are included in most electronic billing systems, it is still important for the business owner or the person handling the electronic invoicing and billing system to ensure that all information is on the invoice before it is sent out. Sending a bill without the payment due date can lead to so many issues. If your client does not have an idea of a specific due date, the bill could essentially never get paid. When prioritizing their bills, most people are going to pay those bills that have hard due dates. Therefore, it is essential that whatever software you use for your electronic billing system has a built-in generation of the due date.
Lack of Communication
It would be best not to rely solely on your electronic billing system to inform your clients of the billing terms and conditions. Before you even begin the electronic billing process with your clients, you should verbalize the agreement and have it in writing with their signature. Every client must be very clear on your terms and conditions regarding your invoicing and billing system.
Neglecting Future Billing Needs
When choosing a billing system software for your business, you must have the future in mind. Your business may not need a lot of bells and whistles when it comes to the features provided by the software when you first purchase it. However, it would be best if you were thinking towards the future when your business grows and understanding that the software you purchase needs to grow with your business. Not thinking about the future business needs when it comes to invoicing and billing software can cost you down the line if you don’t have the software upgraded as your business grows. Don’t make this costly mistake. Be very thoughtful in the purchase of your invoicing and billing software.
Ignoring Security
As with any billing system, whether it be electronic or non-electronic, you must be acutely aware of your client’s security and your business. Be aware of minimizing the bill’s personal information due to identity thieves’ ability to use that information to steal your client’s identity and that of the business. Because these communications will be sent electronically, you must be aware of and safeguard against you and your client’s protection. Make sure that all personal information that could lead to identity theft is not included on the invoice. Only include the minimal personal information you need for the bill to be generated.
Duplicate Electronic Billing
Duplicate billing is another common billing system error whether the billing or invoicing is being generated electronically or not. You must ensure that the system is properly working and you are not double billing your client. This could lead to confusion and possibly overbilling your client. You must be aware that duplicate electronic billing can occur and ensure that you get software that will safeguard against this or at least have measures in place easily implemented to keep from double billing a client. A mistake like that can be the difference between keeping a client and losing them.
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