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  • Best way to invoice customers

    Okay question -

    What is the best way to charge customers?

    1) Send an invoice after each cut, then add all invoices up for the month and send them a statement, requiring them to pay at the end of the month

    or

    2) Send a statement at the beginning of the month, & have the customer pre-pay for the month, for say 4 sessions, and if need be, send additional invoices as needed

    What are you guys doing right now? How are you making the Gopher Software work for you?

  • #2
    Depends on the customer

    Okay question -

    What is the best way to charge customers?

    1) Send an invoice after each cut, then add all invoices up for the month and send them a statement, requiring them to pay at the end of the month

    or

    2) Send a statement at the beginning of the month, & have the customer pre-pay for the month, for say 4 sessions, and if need be, send additional invoices as needed

    What are you guys doing right now? How are you making the Gopher Software work for you?
    I use Gofer software for invoicing but if they want to pay by credit card I use PayPal Invoice (not paypal checkout) The cost is 2.9% + $0.30. PayPal emails them the invoice. They pay PayPal. I request money from PayPal and the direct deposit the money in my account as soon as the next day.

    If they don't pay via PayPal, I print up an invoice to be delivered when the job is done by the worker who does the job. If no one is home, they put the invoice in a plastic bag and leave it on their door.

    Monthly statements (or thank you notes for those who have paid) are sent out the last day of the month. Upsells are handled the same way.

    Steve


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    • #3
      When are you making your invoices due? How long do they have to make payment?

      Comment


      • #4
        What payment solution did you select when signing up for PayPal Business?

        Website Payment Standard
        Website Payments Pro
        Virtual Terminal
        PayPal as an Addtl. Payment Option
        e-Mail Payments
        Payflow Gateway

        Comment


        • #5
          Payment Due

          When are you making your invoices due? How long do they have to make payment?
          Payment due upon receipt!

          Steve


          Comment


          • #6
            Payment Solution

            What payment solution did you select when signing up for PayPal Business?

            Website Payment Standard
            Website Payments Pro
            Virtual Terminal
            PayPal as an Addtl. Payment Option
            e-Mail Payments
            Payflow Gateway
            Website Payment Standard

            Steve


            Comment


            • #7
              I email an invoice or I should say the software does, to the customer two days before the service, in the comments field it states, we will be at your property on the date shown on this invoice, it would be appreciated if you could have payment ready for us. Some clients are planning holidays, they either pay in advance or leave credit card information with us and we bill the morning of the service.

              I would guess 95% +/- of clients have the payment ready, some call and use their credit card, bottom line is the crew doesn't leave until paid. Some clients leave payment in a specified place, we have a place that works for everyone.

              Our receivables are NIL and have been since I started.

              Andy
              Andy
              Halifax, Nova Scotia

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              • #8
                Hi Andy,

                That's a great suggestion on how you deal with your Receivable invoices and I've spoken to a lot of other clients who use a similar setup that you've outlined. Some users like to export their invoices to PDF format and then email to their customers. You can read how to do this in this blog:

                Comment


                • #9
                  What payment solution did you select when signing up for PayPal Business?

                  Website Payment Standard
                  Website Payments Pro
                  Virtual Terminal
                  PayPal as an Addtl. Payment Option
                  e-Mail Payments
                  Payflow Gateway
                  I'm using e-mail payments right now, so far so good.

                  Comment


                  • #10
                    A good way to invoice and have money coming in the door...well this is the way I do it.

                    My contracts get billed out on the 15th of every month 'Net 15 days'

                    My time and material get billed out on the 30th, 31st of every month 'Net 15 days'

                    Comment


                    • #11
                      Hi Andy,

                      That's a great suggestion on how you deal with your Receivable invoices and I've spoken to a lot of other clients who use a similar setup that you've outlined. Some users like to export their invoices to PDF format and then email to their customers. You can read how to do this in this blog:
                      Actually Simply accounting uses a third party, Billing Boss, basically I prepare an invoice in Simply, hit the email icon, and it sends it to Billing Boss which is turn converts it to PDF and asks me if it is ok to mail.
                      Andy
                      Halifax, Nova Scotia

                      Comment


                      • #12
                        I am using Simply Accounting, I email an invoice or I should say the software does, to the customer two days before the service, in the comments field it states, we will be at your property on the date shown on this invoice, it would be appreciated if you could have payment ready for us. Some clients are planning holidays, they either pay in advance or leave credit card information with us and we bill the morning of the service.

                        I would guess 95% +/- of clients have the payment ready, some call and use their credit card, bottom line is the crew doesn't leave until paid. Some clients leave payment in a specified place, we have a place that works for everyone.

                        Our receivables are NIL and have been since I started.

                        Andy
                        So all your clients give you their email addresses? What if they don't wanna give me that info?
                        I'd love to have my operation streamlined like that.

                        I'm thinking about getting a receipt book made with my logo on it so I'll be able to write receipts to new customers while I'm in the field. This would be for when neighbors see me and want me to cut their yard too, I wanna be able to write a receipt right then and there. So I'll leave them with something with my company info on it and so I'll have a record of every yard that I put my equipment on and every dollar I earn!

                        But as for the regular clients, I'm not sure how to do it. I know printing invoices and snail-mailing 'em takes time and resources that I wouldn't have to sacrifice if I could email everybody, but I don't wanna seem too big for the little people or too intrusive (everybody is already bombarded by spam) for people that just want their yard cut.

                        Right now I'm using "Bid-n-Invoice Lawn Care". This software is very basic, but I can't afford the Gopher software at all right now.

                        What y'all suggest?

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                        • #13
                          I use the gopher software and bill for the present month at the beginning of the month with 14 days to pay. That way if someone doesn't pay, I discontinue service on the property mid month. I also give the option for clients to pay with post dated cheques, which many have taken advantage of, it also makes for a much better cash flow.


                          Lloyd
                          Blue's YardFX
                          Camrose, AB

                          Comment


                          • #14
                            For emailing invoices..I use a software built into my website that will automatically send an invoice everymonth.. My website also has a support system built in as well.. Ive only used it a couple times since I left the lawn business last summer..

                            If you guys want the names of the software, Just send me a PM and Ill get onto my server to see what the names are again..


                            In Memory of My Dad..1943-2008..Gary "Snuffy" Smith

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                            • #15
                              So all your clients give you their email addresses? What if they don't wanna give me that info?
                              It's up to them, I already have their credit card info or staff will receive a cheque when they arrive, no exceptions, email has advantages as they can store invoices and receipts in a folder.

                              If you don't want to give me your email, add a buck to the service and we will mail a receipt each week or every month but it's a pain and I don't have time nor do the staff.

                              The exception is excavation and tree clearing clients, I have a whole ofther system for them however we run a pretty good size operation and my receivables are zip and always have been.

                              Keep in mind on the lawncare side and spraying, I would guess 80 percent is from the website/word of mouth or one of my cards that are specific to your needs, so you will email me at some point as I hate taking calls on sites and driving, email me, it will come through and then we all have a record.
                              Andy
                              Halifax, Nova Scotia

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