Businesses must maintain proper accounting records to grow, no matter how big or small they are. This makes it necessary to prepare a wide range of accounting documents. One of these documents is the invoice.
Like any other business, small businesses should invoice creditors to get paid for services offered. If you run a business and have yet to print invoice books for your enterprise, you can create one using Microsoft Word from scratch.
Microsoft Word is an easily accessible program, and most people know how to use it. There are two ways of creating an invoice template for Word. The first is to use an existing template.
This option only requires you to open the Microsoft Word program, go to the ‘File’ menu, and select ‘New Template’. From the search bar in the top-right corner, type ‘invoice’ to view template results. Pick a template to suit your needs and customize it for your business.
The other way to create an invoice template in Microsoft Word is to create one from scratch using a blank document. If you choose this option, here’s a step-by-step guide on how to make one:
Step 1: Open A Blank Page
When designing an invoice for your small business from scratch, the first thing you need to do is open a blank page in Microsoft Word. To do this, go to the ‘File’ menu and select ‘New Document’ from the drop-down menu.
Unlike the invoice template for Word, this option doesn’t come with preformatted layouts. Instead, you design the entry fields yourself, which takes more effort and time than picking a ready-made invoice template.
Step 2: Design A Header For Your Invoice
On the blank page, design a header for your invoice template. Essentially, your header should have your business logo and contact details. Furthermore, it should have the title ‘invoice’ for easy identification. After inserting the header, proceed to date your invoice template for Word. You can do this by adding the current date below the header.
Step 3: Add An Invoice Number
An invoice is a financial document that should have a unique identification. When creating an invoice template for Word, you need to add an invoice number to the template.
Invoice numbers are necessary in accounting because they help reference client communication and file business records. Identify a numbering system that works for you and stick to it. The best way to number your invoices is to do it numerically, starting with invoice number 1.
Step 4: Add Client’s Contact Details
The other thing you need to include in your invoice template is the client’s contact details. Often, these include the client’s name, phone number, address, and email address. Make sure the contact details of your client are correct. If your client has a billing department, replace your contact’s details with those of the department.
Step 5: Itemize Services or Products
Another thing you need to add to your invoice is an itemized list of services or products you’ve provided to your clients. While doing this, give a brief description of each offer, the quantities provided, and the rate charged per unit.
Furnish the subtotals for each offering. After this, highlight the applicable taxes. Compile the total charges due and display the amount owed by the client clearly at the end of the invoice.
Step 6: Include Payment Deadline And Terms
Your invoice template should highlight the date that payment is due. It’s vital to present this information clearly. Instead of stating that payments are due in 20 days, specify the actual date when payment is due on the invoice.
In addition, include clear terms of payment on your invoice template. Provide these details at the bottom of the invoice. Ideally, payment terms should consist of the mode of payment you accept and charges for payments made past the due date.
When you set up a business, you need to maintain proper accounts. You need adequate accounting documents to do so. An invoice is among the accounting documents that companies need to demand payment for products or services offered.
Even though some businesses use automated invoicing software to generate invoices, small enterprises that are just starting may not have the funds to acquire the software. But this doesn’t mean they can’t issue invoices.
Microsoft Word provides a cost-effective way for small businesses to create invoices. It’s an easily accessible program, and most people know how to use it. The process of creating an invoice using Microsoft Word isn’t complicated. You can do this easily by following the six steps outlined above.