Automating Invoicing for Efficiency
Streamline Processes and Boost Business Performance
Invoicing customers and clients can often become more cumbersome than it needs to be. At Little Light Solutions (LLS), we help businesses streamline their processes to eliminate inefficiencies that can delay payments. For your business to grow and be profitable, it needs smooth workflows from onboarding a client to delivering a product or service, and ultimately, getting paid. Let's review the invoicing process and identify areas for improvement.
the importance of Digitizing Processes
When invoicing clients, how many steps does it take for them to pay you? Ideally, it should be two: 1) click on the invoice, and 2) enter payment information. Any more than that can result in lost invoices, delayed payments, and difficulties getting funds into your account when needed. This can lead to issues with paying employees, acquiring supplies, or covering your rent.
Digitizing your invoicing process may feel daunting if you’re used to a “pen and paper” approach, but the benefits are substantial:
Immediate project start once deposits are paid.
Multiple payment options.
"Set it and forget it" recurring payment options.
Less time spent on payment communications, more time doing what you love.
One of LLS’s clients recently transitioned from email and Venmo to QuickBooks invoicing. For a small 1% ACH fee, they can now send invoices within minutes and receive deposits and payments for their children’s program. Before this, they spent hours tracking down payments each month, manually transferring funds, and lacked the ability to set up recurring payments for their 10-month program.
finding and testing the Right Software for Your Business
Popular invoicing software includes:
QuickBooks: Integrates with your business finances, offers payroll, and employee benefits.
HoneyBook: Ideal for project-based client management, tracking leads, workflows, and contracts.
Square: Known for product sales, now offers invoicing with features like converting estimates to invoices and milestone-based payments.
Zoho: Offers invoice, timesheet, and expense tracking with robust reporting features.
Most of these platforms offer similar benefits such as:
Viewing when a customer has seen an invoice.
Tracking due dates.
Creating recurring invoices.
Sending estimates that convert to invoices.
Mobile apps for iOS and Android for on-the-go management.
Test out multiple platforms using their free trials. Create test invoices to see which platform feels most intuitive for you and your company. If you find it difficult to navigate, don’t give up yet!
exploring training and Support
Each platform provides support through chats, online training, community forums, or personalized assistance. Use these resources during your trial period. A platform might feel intuitive initially, but support availability is crucial. If you’re not tech-savvy, choose the platform with the best support system.
Support is also critical for the change management process with your employees. Platforms with robust training prevent you from spending hours training others and help you discover hidden features.
Change management and Roll Out
When rolling out a new system, communication is key. Here are tips from LLS for managing changes:
Communicate the basics needed for success.
Provide only the most important information to avoid overload.
Maintain a positive tone, emphasizing the benefits.
Create a training manual for employees, compiling platform training and relevant business information.
Show appreciation for patience and flexibility during the transition.
Example communication: “Dear valued customer, we’re excited to introduce a new invoicing system next month! It will allow you to click a link to make payments, set up automatic payments, access a client portal, and receive automatic receipts. Thank you for your continued support during this transition period. Please reach out with any questions; we’re here to ensure a smooth experience!”
Conclusion
The prospect of changing how your business functions can be challenging, but just because something works doesn’t mean it’s optimal. Automating invoicing reduces mental load, increases creativity, improves work-life balance, and boosts profits.
If you’re unsure about tackling this project alone, Little Light Solutions is here to help. Whether it’s a company-wide overhaul or a single project, we offer consultation and coaching to guide you through the process. Book your free consultation now to see how LLS can help your business thrive!
