As with all freelance work, being a self-employed architect has its ups and downs. While going freelance gives you the freedom to choose your own hours, pick your projects, and build your own brand, it also gives you additional responsibilities that you wouldn’t have within a large firm or agency.
One of these responsibilities is invoicing. Invoicing is key to getting paid, but can be a repetitive and time-consuming task. Fortunately, invoicing can be made quicker, easier, and more professional with invoicing software. Here, I explain four ways invoicing software can overhaul your invoicing process.
Professional invoice templates
Because invoices are legal documents, its important to check that each and every invoice you send meets all the necessary requirements. Whenever you send an invoice, it should include:
- Your company name and address (and VAT umber if applicable)
- Your customer’s name and contact details
- A unique invoice number
- The word ‘invoice’
- The date the invoice is issued
- Details of the service you’ve provided, including quantity (i.e. hours worked) and price
- The total amount due
Each invoice you create in Debitoor will meet these legal requirements, giving you peace of mind that your invoices are professional and above board.
Invoicing with attachments
As a freelance architect, your clients will often ask for preliminary plans, blueprints, photos or contacts before they’ll sign off on a project.
With invoicing software, you can attach documents to quotes and invoices. By sending pictures, files, and documents along with your quotes and invoices, you reduce the number of back-and-forth questions and make your offer more appealing.
To send attachments in Debitoor, simply create an invoice as usual, scroll to the bottom of your invoice template, then select the files to upload and attach to your invoice or quotation.
While not all businesses use them, proforma invoices can be a helpful addition to your invoicing process.
A proforma invoice is essentially a non-official invoice, often used instead of a quotation. You would send a proforma invoice at the same point in the sale process as you would send a quote - before you before you know the final details of the sale, or before you’ve confirmed terms and prices.
Unlike true invoices, proforma invoices are not legal documents, so can be updated and changed at a later date. Most architectural projects go through several stages of development before a final price is agreed so, if you expect changes, proforma invoices can be a valuable addition to your invoicing process.
With Debitoor invoicing software, you can create proforma invoice in under a minute. Any invoice you create is proforma until you confirm that it is finalised. Simply fill in the invoice details and make as many changes as you like until the details are confirmed. Click ‘Complete Invoice’ to finalise the invoice, and it will no longer be proforma.
While large firms are often paid at the end of a project, as a freelance architect, you’ll need reassurance that you’ll be getting a regular income.
If you ask for payment once you complete specific pages of your project, you can easily copy an old invoice and update the details to reflect the latest stage of work.
But if you get paid weekly, monthly or, quarterly, there’s an easier way to send invoices on a regular basis. With recurring invoices, you can automatically send invoices at regular intervals, saving you the hassle of copying and sending the same invoice over and over again.