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Invoice Form: Obtaining and Capitalizing on Computerized Invoices
Posted : 10 December, 2013
Are you a small business owner tired of spending hundreds of dollars each month for pricey invoices or invoice form software? Do you wish there was a faster and more affordable way to create and use these documents? If so, the following information may prove very useful to you. Here we will explain the advantages of an electronic invoice form—a computerized blank invoice you can use over and over again as a type of template. We will also discuss why obtaining an invoice form of your own, one that is personalized for your business, can save you valuable time and money, allowing you to spend more hours each week growing your business and less time managing it.
The Purpose of the Invoice Form
The invoice is the lifeblood of any company. Not only does this legal document serve as a bill, alerting customers of a balance due on their account, it also serves as a receipt once a transaction has concluded. Whether buying a product or service, customers count on receiving an invoice each and every time, as the document serves as their only source of proof that a purchase was actually made. Without it, they would absolutely powerless to seek any type of compensation (refund, exchange, further service, etc.) should the product they purchased be damaged or the service not completed to their satisfaction. For companies, the sample invoice form is also valuable, not just in that it allows them to be paid, but also as an important financial record. Invoices help companies track sales for certain periods within a year, assist with inventory control and report writing, and can even be used as a marketing tool to solicit repeat business.
Invoice Form: Written vs. Electronic
Prior to the computer age, the process involved with invoices was nothing short of archaic. Back then, invoices had to be purchased from a stationery store or business supply retailer, filled-out by hand for every transaction, and filed physically in bulky cabinets. This combined process added, or more appropriately, wasted hours of company time each month, hours that could have been spent growing the business rather than maintaining it.
While the computer age has certainly streamlined the process of creating and storing invoices, there are still a surprising number of small business owners who still hand-write and hand-file these documents. Why? In most cases, the answer is money. Software programs, in which the invoice form is completed and stored electronically, while certainly helpful, tend to be quite expensive. As a result, many start-up companies forego these programs, opting instead for the old handwritten method. This strategy may save money in the short-term, but when you consider having to buy these forms over a period of years, not to mention the man-hours you’ll waste in filing them, this too can be quite expensive. Fortunately, thanks in large part to the Internet, there is now another way to approach this dilemma, one that offers the same level of convenience and functionality of pricey software programs without costing you and arm and a leg.
Invoice Form: How to Obtain Your Own Blank Invoice
Through the years, the Internet has proven to be a remarkable medium through which businesses can share ideas, tips and even universal templates for certain business-related documents. Today there are thousands of websites aimed at assisting small and medium-sized businesses in their product or service-based companies, without having them spend their all-important start-up capital. They do this in a number of ways, including many sites on which owners can download a fully-functional invoice form, one that can be personalized to highlight the business’ name, address, etc., and tweaked to match the user’s business type (product or service, etc.). One example of this is the invoice PDF, or portable formatted document. This template is essentially a blank invoice that has been “pre-formatted” to perform certain calculations. Not only will the invoice PDF total up any sized list of purchases, it can also be formatted with a particular percentage rate to calculate things such as sales tax, shipping and handling (based on weight), late fees and interest charges.
Perhaps the most convenient aspect of the invoice PDF (or any other type of computerized blank invoice form) is the ability to store each invoice electronically. Naturally, this eliminates the need for those bulky filing cabinets we mentioned earlier, but it also allows the business owner to utilize those records in a way not possible with older invoice-producing methods. For example, if a shoe store was planning a sale for a certain brand of shoe, the owner or manager of the store could sort their invoice records by that brand, giving them a list of people who have bought this brand at some point in the past. With this information, instead of running an expensive mass marketing campaign that might appeal to less than 5% of potential customers, the store could run a targeted campaign instead, aimed only at people with a proven interest in that brand.
As you can see, a computerized invoice form, whether it be an invoice PDF or other type of blank invoice, offers many advantages and functionality as compared to those that are handwritten and filed. Even better is the fact that these invoice forms can now be downloaded for little to no cost, affording small business owners an opportunity to capitalize on the power and functionality of the Internet, without spending $1,000 or more on expensive software packages.