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Invoice Preparation Checklist

Invoice Preparation Checklist 1

Invoice preparation is about bringing all the details together from one business to another to create a document that explains a bill to be paid. 

Make sure your it includes all your company details, including name, address, payment methods and details, and VAT number if applicable.

Invoice requires a unique number on every one you send out. Invoice number can vary in format they can be any string of numbers and letters. The uniqueness helps make it easier to track down any specific invoices and easy to auditor.

Provide a brief concise description of the goods or services supplied so the customer understands what they’re paying for.  This saves the customer coming back to question any details.

It only needs to be a single page if requires a detailed breakdown can always add a seperate summary page. 

Make sure your invoicing process has been thought out to streamline the whole process.

Preparing an Invoice Checklist

Invoice Preparation Checklist 2

Invoice Template

Use your standard template that has header, business name, contact details and VAT Number.

Invoice Preparation Checklist 2

Date

Add the date

Invoice Preparation Checklist 2

Invoice Number

Unique number which can be numbers and letters.

Invoice Preparation Checklist 2

Customer Details

Customer name, address, reference and/or order number.

Invoice Preparation Checklist 2

Description

Enter a description of the goods or services.

Invoice Preparation Checklist 2

Costs

Total of the costs, including tax / VAT.

Double-check figures.

Invoice Preparation Checklist 2

Payment Terms

Check payment terms that apply to this customer.

Examples: Payment on receipt, 30 days, 60 days or 90 days

Invoice Preparation Checklist 2

Approval

Does it need approval?

Get it approved before sending.

Invoice Preparation Checklist 2

Send

Digital or real World?

Print and post and attention to or Email and copy in anyone requested.

Invoice Preparation Checklist 2

Copy Saved

Save the a copy before sending to provide evidence against it being altered.

Invoice Preparation Checklist 2

Set Date

Set the date to be chased if payment not received.

Invoice Preparation Checklist 2

Accounts

File a copy for tax and VAT records and for your accountant to submit your returns. 

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