How To Set Up a Small Business Invoicing System

Whether your business is big or small, you will need a means of accounting so that you will not lose track of costs, expenses and receivables. Having a small business invoicing system will make it easier to invoice clients, and to manage invoices by vendors and suppliers. With specialized software, you can easily keep track of your earnings and receivables on a regular basis.

* Look for an invoicing platform. There are several invoicing platforms that are readily available for anyone who has a computer and/or Internet connection. Choose one that fits your budget and the size of your business. For example, you can go for an online invoicing system like FreshBooks.com. This system is free for a single project and single client. For a more comprehensive overview, read online reviews on these invoicing systems.
* Create the invoice system based on your business. With your invoicing platform or software, you will no longer need to create individual templates or invoices for each vendor or client. However, you will need to define a few things. First, you will need to define your company’s name and contact information. You will also need to attach your business logo, so that these information will be included in the invoices.

Have a sample of an invoice in order for you to have an idea on what to include while considering your business needs.
* Track the necessary billings. Make the most out of your invoice platform by tracking your regular billings. Instead of writing or marking them as “done” in a notebook, you can track these using your invoicing system. Invoicing systems like Freshbooks will indicate whether a client has already viewed your invoice. You also have the option of marking these as “paid” on the Freshbooks online interface.
* Bill your clients. At every billing period, you can input the invoice information into your small business invoicing system. Define the item number, description, quantity and prices of the items on your invoice. Then, you can either print out the invoice for physical transmission, or these can be sent online. One great thing about invoicing platforms is that you can do your invoicing through email. Its simplicity makes it possible to add as many clients as necessary. You can also have a list of as many invoices for every customer as you want.
* Keep track of payments. Some billing software can automatically keep track of money received. For example, FreshBooks.com offers PayPal integration, such that PayPal invoices can also be generated along with FreshBooks invoices. This way, your client can just click the “pay now” button and he can pay online, assuming he has a valid PayPal account.
* Keep track of your invoices and finances. If you are sending invoices online, make sure you have correctly inputted your clients’ and vendors’ email addresses. Sending invoices this way can also help you keep track of historical invoicing data. Online invoicing systems also provide a search feature that lets you search through your invoices and customers. You can easily track your invoices and the amounts through the search keywords.


Small businesses can benefit a lot from online invoicing systems. This allows entrepreneurs to save time and money by helping manage the flow of funds.