CompanyInvoicing is easily left until after the actual work. Completed work then waits to be invoiced, receipts sit in different places and payment checks move from day to day.
A light weekly routine keeps work moving in small parts regardless of the invoicing software you use. Always agree accounting and tax details with your accountant.
A repeated work order and visible statuses that show unfinished invoicing work at a glance.
Choose a fixed weekly invoicing time
Reserve the same time every week, when most of the week's work is known but corrections can still be included. A short recurring slot works better than a vague task list.
Always work in the same order: uninvoiced work, drafts, sent invoices, payments and receipts.
Do this
- Open completed but uninvoiced work.
- Create or finish invoice drafts.
- Send checked invoices.
- Review payments and due invoices.
- Save the week's receipts and expenses.
Give every invoice one clear status
The status should state the next task. Use a small stable set: draft, ready to send, sent, paid and needs review.
Statuses must be visible in the same work list. Also record the date of the next check.
Check at least these
- Draft: information is incomplete.
- Ready to send: contents have been checked.
- Sent: recipient and date are visible.
- Paid: payment is matched to the invoice.
- Needs review: reason and owner are recorded.
Create the invoice close to completed work
Collect invoicing data when work is completed. Customer name, agreed price, delivered work and references are then easy to check.
Work is not administratively complete until the information needed for invoicing is recorded.
Do this
- Check customer invoicing details.
- Record what was delivered and when.
- Confirm the agreed price and payment terms.
- Save any reference or order number.
Save a receipt when it is created
Finding a receipt later takes longer than saving it at purchase. Choose one place for every receipt, whether it arrives by email, on paper or as a download.
Record at least the purchase date, seller and purpose. If accounting treatment is unclear, mark it for your accountant instead of guessing.
Check at least these
- The image or file is readable.
- Date and amount are visible.
- The purpose is recorded.
- An unclear receipt is marked for review.
Move exceptions out of the routine queue
A missing reference, partial payment, credit or wrong recipient needs separate review. Put it on a list with the reason, owner and next action.
Routine work should continue while one case waits for an answer. Review exceptions weekly.
Do this
- Record the reason.
- Name the person whose answer is needed.
- Set the next review date.
- Record the resolution and close the case.
Run a short month-end check
The weekly rhythm handles most work. At month end, confirm that completed work matches invoices, sent invoices match payments and receipts match expenses.
If the same item is repeatedly missing, improve the work step where that information is created.
Check at least these
- All completed work is invoiced or marked as waiting.
- Sent invoice statuses are reviewed.
- Receipts are in one place.
- Exceptions have a next action.
Checklist before continuing
- A fixed invoicing time is on the calendar.
- Invoice statuses are understood consistently.
- Invoicing data is collected when work finishes.
- Receipts are saved immediately in one place.
- Exceptions use a separate list.