|
If you're a lawn care business owner, the last thing you want to do after a hard day's work is spend time on paperwork and invoices. Still, providing a professional business invoice to your customers is how you get paid. Moreover, the form and format of your invoice can negatively affect the image of your business if it looks unprofessional.
Skynova's invoice template allows lawn maintenance businesses to create and customize professional invoices in just minutes. Instead of using Microsoft Word or Microsoft Excel, you can create your invoice in one place, customize your invoice, and download it as a printable PDF to quickly send to your customer through our onsite form below. If you're in the lawn care business, discover how to customize our lawn service invoice template.
Creating an invoice doesn't have to be complicated. By using Skynova's invoice template, you can create a professional-looking invoice like the one featured above with minimal effort and time on your part.
The following steps outline exactly how to fill out the printable invoice form and include all of the expenses and charges being billed to your customer. By the end, you will have a completed invoice that is ready to go.
At the top of the invoice template are field boxes labeled "From" and "To" where you can input your business name and address and the name and address of your customer. However, don't go about this willy-nilly.
You want to ensure that the contact information provided on the template is accurate. Not only do you want your invoice to make it to the right place, but you also want to make sure your customer recognizes who it's from. It would be terrible if they threw it in the discard pile because of wrong information or the company name wasn't clearly identified. Additionally, any errors can make your business look unprofessional.
If you will be invoicing and receiving payment electronically, it might make more sense to include an email address instead of a physical address. You may also wish to include your phone number so the customer can contact you easily if they have any questions about payment.
You'll now want to add your invoice number, which will allow you to track and organize your billing invoices, which can be very important particularly if you send multiple invoices to some customers. It will allow you to determine quickly which invoices have and have not yet been paid and by whom.
The simplest numbering system to use for invoicing is to start your first invoice with the number 1, 001, 00001, or something similar, and so on. You can also start at any number and even include letters in your invoice number if you'd like. If you don't want it to be so obvious that your first invoice is the first invoice you have ever sent, you may wish to start your numbering at 1001 instead of 0001.
It's entirely up to you how you choose to assign invoice numbers, so you can make your method as simple or as complex as you'd like. Just keep in mind that the primary purpose of these numbers is for your convenience and record-keeping, so choose what works best for you.
When you are done, Skynova will automatically create new invoice numbers for you in increments of one so that you never have any duplicate invoice numbers.
The next step is to assign an invoice date and a due date. The invoice date is usually the date the invoice is created, although it may also be the date the invoice is sent or the date the work was completed (if different). It's best to be consistent from customer to customer, regardless of how you choose the invoice date.The due date is the date the payment is due. This depends on your business's billing cycle policies. Some businesses set the due date 14 days after the invoice date. You may alternatively set it 30 days or one month out or on the first of the following month. You may even require immediate payment by stating that it is due "upon receipt."
The choice of due date is entirely yours, but be consistent and make your chosen billing cycle clear to your customers upfront. This way they know what to expect both in terms of when the invoice will arrive and how soon they will be required to pay it.
Setting an invoice due date and having a clear billing cycle policy will also help you keep track of late payments and determine when to send reminders or to assess late fees.
Now it is time to begin listing billed items. First, you want to be sure to include all supplies used, such as fertilizer, sod, or other similar items. Clearly list the item in the description field, along with the Unit Price (cost for one of that item) and the Quantity (total number used). The Amount field should then automatically populate with the total cost for that item.
Take some care when entering the item descriptions. Not only will it make it more clear to the customer what the item is, but it will also help you keep track of the materials used. For example, instead of simply listing "fertilizer," you might describe it as "37.5-lb. bag turf builder fertilizer" and even consider including the brand name or the SKU code. If there is ever a question about the item or its price, you can quickly tell exactly what it was and distinguish it from other fertilizers you might commonly use.
Next, you will want to include the total amount due for your labor costs. This may come in the form of hourly labor fees, flat fees for certain services, or a combination of both, depending on your typical billing practice and your customers' needs.
In the description field for hourly labor, you might simply list "labor" or a similar descriptor. If you trimmed your customer's grass, for instance, you would add, "lawn mowing." Then, list the hourly rate in the Unit Price field, and the total number of hours in the Quantity field. The total labor cost will then populate in the Amount field.
If you offer any flat-fee services, such as regular maintenance or lawn care, then each such service should be listed separately. Make sure the description of each service is distinct and clear and that you use the same descriptions on each invoice. This will allow you to avoid confusion down the road. Along with the descriptions, enter the Unit Price and Quantity to get the total added to the invoice.
Many businesses like to offer discounts from time to time to keep and recruit new customers. This may come in the form of a discount code or result from a referral. Be sure to list the discounts on the invoice, as well. Discounts are typically applied after the subtotal.
Once you classify a discount as such, the unit price will automatically be set to negative and the total discount will be subtracted from the other charges. Clearly describe the discount in the description field, and enter the discount amount and the number of times to apply it in the quantity field.
The final part of the invoice is the Note section. While this section is optional, you can utilize it for a number of purposes. For example, you can provide a summary of services rendered or you can add some more details about any of the billed items or discounts. This is also a great space to remind customers of their future needs — such as encouraging them to call you next month for a tree removal. Another option is to include the payment methods available.
You can also use this space to connect with a customer more personally by including a note thanking them for their business. A simple, friendly note will leave a positive impression and keep them coming back to you for their future lawn care needs.
By now, you should have a thorough understanding of how to fill out and complete an invoice using the Skynova lawn care invoice template. To further help you with your billing practices and procedures, we've included the tips below.
It is often necessary to remove large plants, objects, or debris in the course of doing yard maintenance. If a particular job requires more such removal than is typically covered under your standard fees for a service, be sure to include your additional costs as a line item.
Many people's least favorite part of owning a business is dealing with unpaid invoices. However, Skynova helps business owners track their invoices so they can easily and clearly identify which have not been paid by their due date. The next step is simply sending a friendly reminder either via mail, email, or a short phone call.
Having a regular plan for contacting customers about unpaid invoices can take the stress out of this interaction. You will likely find that, for most people, a simple reminder is all that is needed and the bill is paid promptly thereafter. These follow ups should always be handled in a courteous and professional way.
For regular customers who might have a lawn care contract with you, they will likely come to expect your invoices to be the same, consistent amount. Sometimes, however, you may need to perform an additional service for a customer. Always make sure you discuss such services with the customer beforehand and make it clear that the service incurs an additional fee. This will avoid confusion and disagreements about future invoices.
Skynova allows you to create and send professional invoices for your small business quickly and efficiently. By using our free invoice template, you can be billing your customers in no time. As a regular service provider, you might also want to check out other Skynova templates, including receipt templates. Get started with Skynova today.