Invoicing for services can be a tricky task, especially when you have a number of different services or jobs that will be billed at different rates or that are being only partially billed. It gets more complicated for international service providers who may have to bill in different currencies and need to convert from a base currency to the billing currency.
Service Invoice templates simplify the often complicated billing process besides bringing a host of other benefits. Some of these benefits are obvious, such as saving time; others are less so, such as maintaining client trust.
Though Service Invoices have many layouts and presentations, the essentials are the same.
Service Invoice Format
Identification particulars about the client and provider are spelt out in separate boxes. These include, at minimum, name and address and usually have one or more of telephone number, email address and fax number. Near the top of the invoice, adjacent fields indicate the invoice number and billing date.
An invoice also has a comments box where the provider can enter payment terms, such as ‘Net 30′. Usually the provider signs and dates the invoice along a line at the bottom.
Probably the most critical part of a Service Invoice is the chart-like table at its core. You may have heard the term ‘itemized billing’. It is this chart-like table that allows you to itemize your services so that the client can fully understand what he/she has been billed for.
The details of the services provided, quanta in units or time, the rate per service, and the per-item charge (calculated by multipling quanta by rate) recur in a row-and-column format. At the bottom of the table all the row-by-row per-item charges are totalled. Any applicable tax is calculated by multiplying the total charges with the tax-rate and this tax amount is written out. The sum of the total charges and tax amount results in the grand total which is presented in the final line of the table.
A smart Service Invoice template will reduce your work and ensure accuracy by allowing you to enter only base values, i.e. those for quanta and rate. The invoice will itself calculate the derived values for per-item charge, total charges, tax amount, and grand total each time you enter or change a base value. This is achieved by the derived-value cells being pre-populated with invisible arithmetic formulae that display the current calculated value of each such cell.
The two most important attributes of invoicing are clarity and accuracy. The last thing you want any client to think is that you are overbilling. Suspicion can breed doubt and mistrust and, instead of asking an awkward question, a client may gradually lose trust in a service provider. Be sure, therefore, that:—
- Your presentation is well laid-out and clear,
- Double-check all base values after entry,
- Ensure that your invoice template’s formulae are correct.
If you follow these three simple rules then, at least as far as your Service Invoices go, you’ll have satisfied clients.
Below you will find one free sample. This is one of basic popular formats. If you would like to see other formats of service invoice templates in both Word and Excel simply follow this link to download other free service invoice templates.
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License: Creative Commons