How are you guys invoicing? Computer/carbon copy?

M

m4gician

New member
Hey guys,



I always invoice via computer to laser printer. I don't have any hard copies which I can write in (i.e. carbon copies). So I've used a GREAT free invoicing program called Volutive. It's free and VERY customizable.



It keeps records, as well as allows a lot of customization. I've tried using Quickbooks Easy Start, but I don't think I have enough to fork over for the Pro version. I can't actually "download" a Canadian version of the software so that's a no no.



Do you guys use preprinted carbon copy forms or computer invoicing? I feel the latter is more professional in one sense, but is impractical during hot summer days or being mobile.



Here's a picture of my invoice sample, anything I'm missing at all? Before you start complaining about my prices, I actually processed this as a repair to my OWN car as his daughter hit me in a parking lot. Rather than go to a body shop, I would try and take this fender scrub on my own.



invoicesample.jpg
 
mmm good set up there. I personally use quickbooks pro myself. Although after meeting again with my accountant yesterday she informed me that if I don't truely understand double entry accounting that quickbooks really isn't the program I should be using. This could be a good option for me.
 
I bought some small carbon invoices from NEBS, with my business name and address printed on them. Being mobile, I need to be able to hand write the invoice after the service is complete.
 
I'm also mobile too. So I went to Staples and bought a stamp with my business name and other info. Then bought receipt pads from Sams. I always have a copy with name , price address, etc. It's been good for mailings and future business.
 
Like others, I am mobile so I have to hand-write invoices. I purchased 3-copy carbonless forms from a local print shop. Once copy goes with the customer, one copy goes in my accounting files, and the last copy goes in the customer's file.
 
Anyone mobile. (because this relates directly to my going mobile thread) use a laptop and a wireless printer? This was my first intention. I already have a few laptops kicking around here. Just need to pick up the printer which shouldn't be but a couple hundred bucks at most I would think. That way you can sync up your data to your PC when you get home or whatever. Plausable?
 
mshu7 said:
Like others, I am mobile so I have to hand-write invoices. I purchased 3-copy carbonless forms from a local print shop. Once copy goes with the customer, one copy goes in my accounting files, and the last copy goes in the customer's file.
Click to expand...



Same here. Most customers tell me they don't need an invoice (everything is pay when work is done anyway) but a few want them every time. I like invoices because I can put all the information about the detail on the invoice so I don't forget.
 
I use Quickbooks Pro for Mac for my non-cash customers. I use my Blackberry as my CRM for cash customers.
 
I'm not mobile, but I have a laptop and a wireless printer that I use for selling real estate...works like a charm, No hand writing sloppyness...its all nice neat and professional. Low volume wireless printers are pretty cheap these days, and buy a used junk laptop for like 150-200 and load a program that has your invoices...and print away!



Some people like hand writing, i personally dont, I want to look and act as professional as possible, and with some of my clientel, they definatly respect that!! I figure, we spend all this money and top notch polishes, and microfibers, we can atleast portray we know what were doing! I mean a customer has no idea how much we spend or what kind of products we use, but if the job is great, follow it with a great looking invoice!!



Just my recommendation for everyone...
 
The point is, use what ever works best for you. In my situation, I do not want to carry around a laptop and a printer. My invoices are hand written and look professional.
 
brwill2005 said:
The point is, use what ever works best for you. In my situation, I do not want to carry around a laptop and a printer. My invoices are hand written and look professional.
Click to expand...



Hey thanks for the advice, actually you said you had a personalized Carbon Copy Invoice system?



I actually was thinking of the same thing, do you have a sample? I want to be able to have the invoice I just produced with my quickbooks-esque program as a 3 ply carbon copy. Any idea what that goes for?
 
Here's my invoice sheet, as it was sent to the printer. I've taken off my contact info which was listed down the left side of the invoice. Also, when the invoices were printed they put invoice numbers in the invoice box at the top in red print.



Driven-InvoiceFORM.jpg
 
m4gician said:
Hey thanks for the advice, actually you said you had a personalized Carbon Copy Invoice system?



I actually was thinking of the same thing, do you have a sample? I want to be able to have the invoice I just produced with my quickbooks-esque program as a 3 ply carbon copy. Any idea what that goes for?
Click to expand...

Check out NEBS.com. They have lots of choices for personalized carbon invoices. I chose one of the smaller and simpler ones.
 
I have a biased point of view, but you mobile guys should consider taking advantage of mobile and wireless technology to make your lives easier!
 
MobilePro said:
I have a biased point of view, but you mobile guys should consider taking advantage of mobile and wireless technology to make your lives easier!
Click to expand...

I believe they call this SPAM; but to give you the benefit of the doubt, how will mobile wireless technology make our lives easier? What could be easier, and cheaper for the matter, than filling out a few lines on a carbon invoice? Sometimes technology just makes life more complicated as opposed to less complicated.
 
Brad, I've been an auto recon professional for over 12 years. 2 years ago I started this tech company to give back to the industry that gave me my lifestyle. Yes, I'm trying to get the word out so more people can improve their business utilizing technology. So, to answer your question... if you hand write an estimate then hand write an invoice then re-enter the data into accounting software like Quickbooks (multiply this time if you have employees).... you are wasting a lot of time and resources. Mobile Invoicing allows you to allocate this time and money more effectively by reducing the administrative work and associated costs. In addition, you can provide better customer service and reduce invoice/collection disputes by having account information at your fingertips. You can reduce human errors by automating data movement from the field to your accounting software. You can avoid lost paperwork. You can utilize a database to maintain service pricing integrity between your customers. Not to mention, technology can provide a competitive edge used to show your professionalism and gain credibility by showing a level of sophistication and operational savvy. This corporate image will differentiate you from competitors and allow you to validate higher prices and greater profits.



But, to be honest, I use it to avoid the accounting paperwork. HMMM... spend time doing paperwork or have it done automatically so I can spend time with family, friends, or just relaxing.... this decision is not complicated at all.
 
Thanks for the clarification. Invoicing is a very small part of my overall professionalism. I can understand how it can be more efficient for large business, buy in my case a hand written invoice is best for me. Thanks for the information.
 
I just use my laptop and a bluetooth printer that is powered off of the 12v in my truck. My Tundras center console is big enough to hold the printer all the time, so after every job I finish out in the field I just print my invoice out of Quick Books right there.



Makes it really easy for me to keep track of everything from an accounting standpoint, and it is really impressive for your clients to get a professional printed copy even though you don't have a dedicated workspace.
 
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