Invoicing: Best Practise Checklist

Invoicing: Best Practise Checklist

Running a business comes with a lot of responsibilities - one of the most crucial being invoicing.

As well as making sure we get paid, invoices serve other important purposes, some of which might not be immediately obvious.

Having the correct documentation with the payment terms in writing can offer a level of legal protection, as it provides a record of your agreed services.

Invoices also act as a marker of our professionalism – helping to demonstrate that you’re a business your customers can trust.

Here are some pointers to help ensure you’re delivering a great invoicing experience…

1. Ready to perfect the art of invoicing?

Invoices act as legal documents, so it’s crucial to take the time to check they meet all the local requirements for compliance.

Each country has its own unique set of tax compliance rules and regulations - and these can change from time to time, making it difficult for international ecommerce merchants to keep up.

Sufio automatically creates invoices fully compliant with accounting legislation in over 50 countries worldwide, including the UK.

Certified accountants validate Sufio’s invoices, so you can get on with managing other important areas of your business safely in the knowledge that your documents meet government requirements.

2. Timing is everything

Leaving people to chase invoices puts them in an awkward situation that could easily be avoided.

Paying people on time, or early even, strengthens relationships and builds trust - plus, it can eliminate late fees - so it’s worth making sure invoices are a thought-through part of your purchase flow.

Man doing his taxes

It’s important to get invoices right, so we recommend you set some time aside for them whenever you need to

Consider how and when these important documents will be delivered, whether via email, within the package itself, or both.

With Sufio, invoices are automatically created when an order is paid or fulfilled in your store, which saves time on manually inputting data and avoids the risk of human error, affording you a much smoother workflow.

3. An opportunity to delight

Invoices are, of course, important matters of record, but with a bit of care and attention, they can go way beyond pieces of the necessary paperwork to act as a great branding touchpoint.

A beautiful and unique invoice design which is consistent with your store's brand can be a way to impress customers and build trust - something that can set you apart from your competitors.

Sufio has teamed up with top print designers to create beautiful invoice templates which can be customized to match your store's branding.

4. Keep things clear

There’s little worse than looking at a document filled with items or figures and being unable to make immediate sense of it.

Making sure invoices are clear makes it easier to get paid and maintain a good ongoing relationship with your customers.

Sufio invoice template

Think about how simple it is to locate information such as reference numbers, descriptions of items, and of course, the payment terms on your invoices.

Avoid using over-complicated language or abbreviations that could cause confusion. Never take for granted that a customer will know what is meant by these terms.

Keep it simple and concise so that you get across the important points without the need for additional clarification.

5. Show your appreciation

It’s always nice to feel appreciated, and invoices represent a great opportunity to show gratitude to your customers for their business!

Making customers feel recognized is one of the best ways to build a strong relationship and trust - something that can play an important role if you want them to come back.

Adding a little thank you message is also a chance to stamp some personality on your invoice and show that you're more than just an ecommerce store.

Young woman working at home

Plus, a nice note on the invoice can make it a more memorable experience, so why not give people a good reason to remember shopping with you?

Ready to perfect the art of invoicing?

If you want to run a successful ecommerce business, pay attention to your invoicing.

As a process that is repeated regularly by any store, invoicing must be given careful attention from the outset of trading.

Sufio offers a simple way to automate the invoicing process for your Shopify store and more to ensure you’re meeting all best practices, quickly and effortlessly – so that you can get on with your busy day.


Expert help from our team

Do you have questions about invoicing for your online store? Let's have a chat!

Our team is here to provide answers to your questions and also guide you through setting up Sufio to manage your invoicing effectively.

Book a free call

If you’re struggling, Sufio’s experienced support team can even help you correctly set up invoices and taxes for your store.