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Key pieces of information you need to get paid faster

Cash flow management is an important aspect of any business as it enables a business owner to pay for his expenses in good time. Any business owner would readily prefer to receive cash for the services they have rendered sooner than later. This implies reducing the receivables days (the time, on average, that a business’ customers to pay for services/goods they have received on credit) and lengthening the payables days to improve the cash flow.

This is how to keep your business afloat. It follows that you need to ensure that your debtors are always paying you in good time. The most common way to do this is by invoicing your customer. However, what your invoice contains is quite important in how fast the customer takes to pay you for the goods and services you’ve rendered them. In this piece, we are going to look at some of the key pieces of information your invoice should have to get paid faster.

 

Basics

The basic items (or headings) that every invoice should have would be your company logo, your company’s contact details and the invoice of goods itself. The company logo should be visible in any of the four corners of the invoice page.

Your company’s contact details should be availed as well, entailing your company’s telephone (mobile phone number), your company’s physical address, your company’s email address as well as your company’s mailing address. This makes it abundantly clear to the recipient which company it needs to pay. The document should bear a title such as “Invoice” or an equivalent title that also distinguishes the document as an invoice and different from other similar – looking documents such as credit notes.

Another basic part of your invoice would be the client information. This does not necessitate having their logo within your invoice, however the invoice should be clearly addressed to the company you’re invoicing as well as who to address it to. It would be prudent to consult your client and find out who to address to as well as how they would prefer the invoice to be delivered.

The collective effect here is that your invoice looks a bit more deliberate and looks official and a bit more ‘serious’ than other documents and thus places some psychological pressure on your customer to pay you off and clear their debt.

 

Details of Goods delivered or services rendered

This section entails what exactly you are invoicing for. This part should be concise and clear. Furthermore, the invoice should be itemised and list the unit prices as well as the total revenue expected from the invoice. At the bottom of your invoice list should be a clear total amount due from the customer. This section/figure should aesthetically stand out from the rest of the figures in your invoice. The reason here being that the purpose of the invoice is to collect the total amount due from your customer. An idea would be to have the total amount in its unique row and typed in bold.

 

Payment terms

These are the premises under which the customer should pay you. A typical term would be “to be paid x days after receipt of goods/ x days after 30th March when goods have been delivered. A suggestion would also be to include a clear payment schedule for your customers based on your own company’s receivables days. So, for a typical company that has amiable relations with its customers, this may be something like 14 days (for the customers who contribute less to the company’s margins) to 30 days (for the customers who make a much larger chunk of the company’s margins). A good policy for this would be to ensure that the payment schedule takes up no more than 75% of your receivables days. This should also include any information on deposits required before delivery of goods and service and any other unique conditions required in the payment terms.

 

Payment Methods

Here we list the different methods in which your customer can settle their outstanding amounts.  Having a variety of methods in which you can be paid is beneficial to you as it offers flexibility to your customer and so may get you paid faster.

 

Bottom Line

Debt collection is an important aspect of any business because at its core it determines whether your business survives or dies off. So, it would be best for you to implement proficient invoicing methods. Looking into an organisation such as Boston Commercial Services, who specialise in the effective collection and repayments of customer debts can also have a valuable effect on your business

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  • I have worked closely with Boston Commercial Services for over twenty years across four different companies and would not work with anyone else in regards to helping me with my outstanding accounts. Whenever I have started a new role, the first thing I am asked is, “How would you go about cleaning up our accounts receivable ledger?” My answer is always the same – “The first thing we need to do is call Boston Commercial Services”.

    Voytek Bradford

    Freedom Foods Group Limited (National Credit Manager)

  • I have known the principal of the BOSTON Group (Derryn HARRISON) as well as key staff members (including Ben GOWER) for well over 2 decades and have been using their professional services for myself as well as for Powerhouse Logistics Pty. Ltd. on a regular basis, not only in Sydney but on a national basis.

    At all times BOSTON have been extremely pro-active, attentive, courteous and professional with all matters we threw at them. Their advice has always been extremely sound and commercial and I find them to be a "breath of fresh air" within the legal fraternity and have no hesitation whatsoever to highly recommend them.

    Peter Brueckner

    Powerhouse Logistics Pty Ltd (CEO)

  • Expect A Star has worked with The Boston Group for 10 years. In this time we have appreciated the ongoing support of Boston for all of our collection and legal requirements. Like most businesses cashflow is critical to ongoing success and growth, with Boston we have found a partner who are an extension of our business and play a key part in our cashflow management. The Boston Group bring a level of expertise to our business which is valuable and coupled with their excellent customer service we look forward to continuing to work with them for many years to come.

    Ryan Meldrum

    Former CEO

  • I have been using the services of The Boston Group and their legal entity for over 11 years. During this time I have found their service to be impeccable, delivered with the utmost professionalism and integrity. The vast majority of cases that I have placed with Boston were far from straightforward, requiring legal acumen and delicate handling. Having used all methods available without success to procure payment, I confidently placed these matters into their safe hands. In all instances a successful outcome was achieved.

    Mark Parish

    Credit Manager

  • SNP Security has had the pleasure of working with Boston Commercial Services for the past 11 years. Boston has played an integral part in the continuing success of SNP Security’s low DSO’s, 90 Day % Debt & of course Bad Debts Written Off.

    Amanda Griffiths

    National Administration Manager

Boston Commercial Services prides itself in offering specialised, professional services, through a highly experienced team of debt collector, with personalised client attention.