WHY ARE INVOICES IMPORTANT IN ANY BUSINESS

In our previous posts, we have studied about the invoicing system, their benefits, advantages and disadvantages. Now we are going to discuss that why invoices important in any business are.


Before discussing such a beneficial article let us first understand that what is an invoice and how an invoice system created??

Actually, an invoice (also called bill) is a commercial document which is issued by a seller to the buyer. This commercial document consists of various information such as name and contact details regarding buyer as well as purchaser, the quantity of required particular product and its cost per unit time, the total amount paid.

As far as creating an invoice is concerned, it just takes a few minutes to create an invoice. Firstly, we have to go to a customer, and click ‘new invoice’, meanwhile you can add various items from inventory, scan the barcode, or can add a manual item and then your changes to invoices are automatically saved.

An invoice is not only beneficial or important for a particular business, but it proved its efficiency even in all the sectors. Let us now discuss that why invoices so important in business.

A properly design invoice not only helps a business to get time to time payments but also aims at assuring the security of both the parties.

TIME TO TIME PAYMENTS

Invoices enable an organisation getting its payments duly on time and also in full terms. If a proper invoice is not there, then there could be various payment-related issues. Companies also always check the receipt of the invoices; therefore, every information on the invoices should be correct and clear in order to avoid other disbursing payments.

It should be known to everyone that “the quicker your business gets invoices to customer or clients, the quicker will the business gets its payments”.

MINIMIZE ERRORS

An efficient invoicing system enables automatic compilation of costs and quotes on the basis of the information mentioned in an invoice like the quantity of the product and cost per unit of the product. This automatic compilation of costs reduces the chances of errors regarding cost and quantity of purchased product. Also, this automatic compilation reduces the manual work of creating billing which further increases the efficiency of the particular business.

TRANSPARENCY

One important function of the cloud-based invoices is that it provides clear and correct information about the whole purchase to the user as well as to the business in an instance without creating any delay. Reports which are created automatically can further schedule which reduces the manual work and in result helps in business profits

This is all for today’s blog about invoice system. For many such interesting posts keep visiting https://www.scopidea.com/

What is an Invoice ????

What is E-invoicing & How it is different from traditional invoice system

Previously, we had studied about invoice system thoroughly. We discussed that what actually is an invoice system??? , we also discussed that what things are mandatory to be included in an invoice, and various other interesting information regarding it.

Today we are going to discuss E-invoicing & how it is different from traditional invoice system.

Let us discuss first that what actually is an invoice system???
Actually, an invoice system is a system which tells us about a particular transaction between a purchaser and buyer by generating a bill or invoice.
          Where an invoice is actually a bill which consists of various mandatory information like name& address of buyer as well as purchaser, their contact details, tax details, terms & conditions etc.

Now let me tell you about E-invoice system

E-invoicing means electronic invoicing which enables us to exchange of invoices in between a seller & purchaser in a typically integrated format.

Electronic invoice system enables us to send structured invoice data or information in XML or EDI (Electronic data exchange) formats. It also aims to reduce not only paperwork but also manual work.

Take a look at e-invoice formats:

·         Sequential invoice number

·         Invoice date or its date of creation

·         Name & address of buyer

·         Name & address of vendor

·         VAT details

·         Date when goods are supplied

·         Quantity & type of product

·         Currency

·         Unit price

·         Any sort of discounts

·         When payments are made

·         SEPA number

·         SWIFT code

Now let us talk about traditional invoice

Traditional invoicing is that particular type of invoicing that makes use of extensive paperwork & manual work in order to create invoices or bills. The format of traditional invoices is nearly same.  Traditional invoices are actually more prone errors due to very much manual work which further increased cost.
Paper invoices are actually labour intensive

Multiple sources increase the chances of errors

These paper-based invoices are hard to monitor.

Below is a diagram which shows the difference in processing of an E-invoice system & traditional invoice system.

Above figure shows processing steps of an invoice systems. And a red line eliminates those steps that we don’t need to add in E-invoicing. This elimination of various steps makes E-invoicing more efficient & appropriate.

Benefits of E-invoicing

Reduced costs

Increased accuracy

Improved cash management

Faster payments

Better productivity and so on.

This is all regarding E-invoice system & traditional invoice system. For more information please visit www.scopidea.com

5 invoicing mistakes that you need to avoid

Previously we had discussed a lot about invoice system & invoice.we also discuss various things which are mandatory to be there in an invoice and various such important and cognizant articles. Today we will discuss various stupid invoicing mistakes that you surely need to be avoided. Before discussing this interesting & important article, let us take a quick look at what actually is an invoice system. This quick revision makes us understand this topic effectively.

What is an invoice system??
It is a software application that enables us to produce invoices. Where an invoice is a commercial document that itemizes or tells us about the particular transaction between a buyer & a seller. This includes information about various information such as total quality of the project, contact details of the seller as well as purchase, Total amount, tax details and various other information.

·         Never forget your payment information
You never know that how clients will pay you. Sometimes the client does not know that what amount have to pay, where it have to pay and when it have to pay. You should have to mention this kind of information effectively and accurately. Such description of information regarding bill will avoid various issues such as non-payment of the amount, wrong payment of the amount. More than just keeping out you from any transaction related trouble, it further helps you to make a good record of successful invoices.

·         Always keeps records

Actually keeping records of various things is a good practice.Think of a scenario when you send an e-invoice to the client but yet he or she do not pay the requested amount to them and promises that they actually paid the amount but in real they do not. In that case, the seller, as well as purchaser, have to keep the records always.

·         Don’t forget to follow up

Follow up invoices is the best way to determine that whether the invoices are paid or not. There are two advantages of the following invoice, the first one is that it always reminds you to send bill or invoices and secondly it will eliminate those names on the lists that enables you to avoid confusion that who paid the amount & who do not.

·         Do not include surprises

Never mention or show various discount on the invoices. As it often confused various purchaser or client that what amount they actually have to pay.

·         Do not wait to send your invoices
Always send your invoices on time as this is a good practice & enables you to collect required amount on time.

This is all for today’s blog, for further more information please visit our website https://www.scopidea.com/blog/

How to handle issues regarding invoice

 

So far we had discussed a lot about invoices. We study about various invoicing software and tools available in the online market. We discussed various features as well as advantages and disadvantages regarding invoice system or invoice tools. This discussion helps the clients or user to efficiently choose that particular invoice system or invoice tool that is required by the client or user as per their requirement. I mean sometimes the user got confused about which invoice system he must go for, therefore, if a brief introduction describing various features and characteristics regarding a particular product is there for the client, then he or she can make an easy choice for their product for sure.

Although we had discussed many times about invoice system and about various tools and their feature, but before discussing various invoice issues I think we should once revise what is an invoice system??

Actually, an invoice system is a software system that produces invoices where an invoice is a commercial document or you can say a bill that consists of various important information regarding the transactions which are mandatory to be included in the transaction list. For example seller as well as purchaser contacts details along with full address, cost per quantity, taxes information, terms & conditions.

There are many occasions when the invoice system does not produce the expected results. There are many unwanted issues that rendered our transaction incomplete and awful. Therefore, we should seriously learn how these problems may be handled. First I must tell you which sort of issues might be there during transaction through invoice.

Invoices or payment reminders are not generated

 This mostly occurs issue in invoices. This problem generally occurs when the user forgets to tick overdue “notice option” at the client's profile tab. So he/she should make sure to tick this notice option in order to avoid such issues.

Server modules

Server modules should also be checked in order to avoid server module issues.

Hosting control panels

VPS

Shout cast panels

Backup etc.

Items are not invoicing

The most obvious reason for non-generation of the invoice is cancellation request for the service or it’s a sort of fraud, fake or terminated. In order to avoid this, the user needs to check disable auto renew.

Sometimes tax not applied to invoices

If the tax is not applied then we believe that it is not eligible under tax rules. Therefore, in order to remove this issue, the user need to first ensure that tax is enabled and then apply tax options are ticked on.

Multiple invoices with the same service generated

Sometimes multiple invoices are generated along with the same service with different due dates if the service has a due date in the past.

This is all for today’s post for more please visit https://www.scopidea.com/

5 MYTHS YOU DEFINITLY NEED TO IGNORE ABOUT AN INVOICE SYSTEM!!

In previous posts, we already had discussed a lot about online invoice system. In IT field, there are a number of interesting facts as well as boring myths about invoice billing system.

In today's post, we are going to discuss those myths about the online  invoice system that you should surely ignore as they are not worthy to believe upon.

Let's discuss these myths one by one to prove them wrong.

• ONLINE INVOICING SYSTEM IS TO EXPENSIVE

It is a common view of most people that E-invoicing or online invoicing system/software/too are very expensive to hold on. But it is also a matter of fact, in this case, that mostly people do not know that what actually online invoicing system costs them. They don't really know that how to estimate the overall cost of the invoicing as it also includes direct cost, indirect cost and other hidden costs.

An online invoice system actually helps us financially a lot and in general, it reduces yearly financial overhead a lot by removing many general issues such as:

1. Storage
2. Time consumed by the clients queries and  their respective resolving time.
3. Time taken by the service provider to match the documents.

• ONLINE INVOICING IS GOOD ONLY FOR BIG COMPANIES.

When the invoicing system was new to IT companies then most of the companies hesitates while using online invoicing software in their companies. The reasons behind this could be many, most probably the one could be due the fact that most of the companies thought that online invoice system or software is an expensive tool to be used.
Much small to medium size companies use to think that this E-invoice system is mostly used by and well suited to only well reputed big companies or enterprises and hence they never tried to incorporate its functionality into their business,

• ONLINE INVOICING IS A STANDALONE TOOL

Many companies and enterprizes use to think that an online invoicing system is a stand-alone tool or software. But I am glad to tell you that E-invoicing system is not a stand-alone project but it aims to operate efficiently along with a number of hardware and software systems.

• DIFFICULT TO IMPLEMENT

Although I believe that E-Invoicing was quite difficult to implement when it was new to the market but as it becomes familiar to us with a period of time we can easily able to implement invoice software.

In fact if a simple reporting tool is present in your system then installing or implementing is just a matter of few minutes.

• ONLINE INVOICE SYSTEM ISN'T SAFE

Many people think that online invoice software is not safe  to use. But I must tell you that online billing or online invoicing is the safest way to pay bills. If your username and respective password are safe enough in your hands then there is no need to fear that it could go wrong.

For more such inhttps:/https://www.scopidea.com/

HOW BENEFICIAL ONLINE INVOICE SYSTEM COULD BE.....

As we discussed previously that what is an invoice system??? And in this post, we are going to talk about benefits of invoice system. Before discussing benefits, let's have a quick glance on what is an invoice and an invoice system??

An invoice is a commercial paper that lists transaction between seller and purchaser.
An  invoice generally consists of information like quantity purchase, date of transaction, name of the seller as well as the purchaser.
And  as far as the invoice system is concerned, the system or software which produces these invoice bills is called an invoice system.



WHY WE NEED ONLINE INVOICE SYSTEM
There is great need of online invoice system in every field.  In every mall, plaza, business invoices are created and send to the purchaser along with the prerequisite information but keeping track of these invoices could be really time-consuming. So if these invoices are created online then this process of creating and sending invoices become really easy and efficient. Online invoice system also results in speedup of payments,


BENEFITS OF LATEST ONLINE INVOICE SYSTEM

1. AUTOMATED PAYMENT PROCESS
   
   Paper-based invoices are not only causes the delay in the processing but also consists of a number of errors that could cause a big tension to the seller as well as the buyer. For paper-base invoice system, it is difficult to generate alert for any new invoice or pending approval
   
   payment process of online invoice system is so cool and easy that if the regular invoice officer
   is on leave than anyone from the office staff can easily manage his/her work
2. EFFICIENT INVOICE STORAGE
   Paper-based invoicing system requires a file management system in order to store the invoicing documents which makes it further costlier and if any document lost from the file, then it will also create problem for the office staff
   
   Therefore, online invoice system is provided with an efficient storage system in which various invoice can be stored in the system by storing them in folders.
3. MINIMIZE ERRORS
   As in online invoice system most of the work is automated, So a number of humans require to do invoice processing reduce. And this reduction consequently results in reduced human errors.
   
4. REDUCE ADMINISTRATION
   
   As in online invoice system, most of the work is done automatically so it reduces the administration and also lead to reduced managing and money overheads.
   
5. INCREASED VISIBILITY
   In the case of paper-based invoice system if a particular person wants to search a particular invoice then it becomes quite difficult for him/her. But as far as online invoice system is the concern even a child can search for an item with in a second.
   
6. There are numerous benefits of online invoice system. It aims at providing a number of benefits to buyers as well as to suppliers. These benefits are:

           FOR BUYERS

• Faster processing of invoices
• Faster payment cycles.
• Better & Improved cash management
• Better buyer-supplier relationship
• Reduced fraud and late payments
  FOR SUPPLIER
• Fewer rejected 
• Improved cash management
• Increased Productivity
• Alternative finance options.