In the digital marketing industry, it is crucial to have an invoice for your company to use, as it is the key to every payment you receive. By developing a digital marketing invoice, you create a communication tool to ensure correct payments are made and on time. As simple of an idea as it may be, it is a valuable and fundamental part of the entire cash flow process

A marketing invoice can also be used as a marketing tool to promote your business and showcase information about what you do. 

Any marketing agency will expect payment at the end of a project, and your client should understand they are supposed to pay you, but it is your company’s responsibility to inform the client. It is up to you to remind them there is a payment due for the service you provided. 

With this being said, it is often a tedious task to keep track of milestones completed and payments due. To ensure your company sees the most success, using a template to write a reliable and straightforward invoice can be vital. You will inform clients when a payment is due in a professional way, ensuring your policies and values are recognized. 

Knowing how to write an invoice is the key to any successful payment. 

Having a structured but straightforward invoice will allow your company to make a good impression while also helping to better organize payments and maintain a due date schedule. This will help to prevent profit loss and promote a steady cash flow. 

When using a template to create a successful way to write an invoice for your digital marketing team, you are developing a strategic process to monitor each milestone, payment, and due date. You can then begin to produce a policy that elaborates on your company’s payment terms, letting the template act as a guide to complete every step of your invoice. 

When using Podium’s invoice template, you can begin to bring structure and strength to your company with an invoice that will continuously render financial success. 

How to write an invoice properly:

You must incorporate many details to keep the document systematic and efficient when creating an invoice. You want to be sure the invoice is direct and easy to read; this way your clients have a clear message regarding the payment they owe and when it is due. 

You also want to include your payment terms and company policies so your clients have an understanding of your legitimacy. This template will ensure better communication with your clients and continued success for your marketing team. 

Here are the significant components recommended in your digital marketing invoice: 

Invoice 

At the top of your document, you want to include the word “invoice” in big, bold letters. This will enable your clients to recognize what the document is immediately. 

Date & invoice number

Below “invoice,” you must add a date (when the invoice was created) and a unique invoice number. This number will be linked to the specific bill you are referencing, making it easier to organize and recall various clients; this is also helpful for record-keeping

Client’s name and contact information 

This section will have the client’s name or company name, address, phone number, and any other valid contact information. 

Company name and contact information 

This section is for your company’s name and different ways to contact you. This includes a phone number, fax number, e-mail, and any other information you feel is relevant here. 

List of goods/services and rate

After you have added all the contact information, you will create a simple chart listing the services you provided to the client and the corresponding rate of each one. This clarifies each individual service and how the overall payments break down into the subtotal. This should be easy to read and understand. 

Subtotal 

Once you have listed the services and rates, you must add up the total cost and list it as the subtotal. You will also include a due date, guaranteeing your client is fully aware of the deadline regarding when their payment should be made so you can get paid on time. 

Payment terms/payments you accept 

This acts as a place for you to explain your company’s policies and payment terms, which is critical to ensure timely payments every time. Every business must have a set of payment terms that they establish with clients and reiterate in the invoice if it was overlooked in the contract. You should also include a blurb about what forms of payments you accept. It is always best to have a wide variety of payment options, so you can be flexible for your clients and get paid faster. 

Once you have put the pieces of your invoice together, it is always a good idea to do a quality assurance check. Look for any spelling errors or typos that need to be fixed before the document is sent out. Ensure you have a stable process to follow and that your standards are represented through the invoice you develop. This will make certain that you are conveying your message correctly. 

You can also add a section at the end of the invoice to thank your client for working with you, adding to the document’s personalization and professionalism. 

How to write an invoice: 

To begin writing a digital marketing invoice, you must consider a few things regarding your company and the clients you work with. Keep your business goals in mind and use this invoice as a chance to bring excellence to your company. 

Step 1: Keep it professional

When learning how to write an invoice, it is vital to keep the layout professional. This will ensure your clients build trust with your company, and you can remain confident they will make their payments on time. This can also be a space to showcase your company’s logo, giving your client something to remember you by. 

Just don’t forget to add “invoice” to the top of the page to distinguish the type of document your client is receiving. This should be large enough that it is one of the first things you notice on the page. 

Step 2: Have all your information in order. 

When developing your invoice, it is crucial to have all the information so that you may need to complete the invoice process. This will help you stay organized as you cater each invoice to your clients. 

You will need contact information, such as phone numbers, e-mails, or fax numbers for your company and your client as well. You must gather these details and have them filed in preparation to fill out the invoice. Be sure all of the contact information you include is up to date as well. 

Add in the invoice date, the date the payment will be due, and the invoice number curated specifically for this client. This invoice number is the key to the structure when keeping tabs on your team’s clients and the services you have provided. 

You will need a section for your client’s information after. Then, you will add your company’s information below. 

Step 3: Display your services clearly. 

This list is the core of your invoice and ultimately the reason you are creating an invoice to send out, to begin with. You want to list the services you supplied with a simple but descriptive name so it’s clear what the client is invoiced for. This allows your client to visualize the correspondence between the service you provided and the payment that is due in return.  

Once you have listed the services and their rate, you can fill out the subtotal of everything so there is a breakdown of pricing and an overall total to look at. 

Step 4: Payment details and company policies 

Ensure your company has a set of payment terms to go by, describing how you handle payments, late fees, and the types of payments your business will accept. You must illustrate these terms for your clients and make sure they understand the policies your company stands by. This policy may pertain to late payments, fees, or handling scenarios where no payment is made at all. By being upfront about these policies, you are more likely to get paid faster.  

This helps to keep clients up to date on your policies so in return they remain compliant in paying by the due date. 

Step 5: Add any extras 

This end of your invoice is a freebee; add in any discounts, loyalty programs, or personal comments you may want to add in to conclude your invoice and leave your client on a positive note. This will benefit the client from working with you and help maintain a relationship with them, hoping they want to work with your company again in the future. 

Once you have gone through these steps, it is time to piece everything together for a specific client to send an invoice. You have been collecting information, preparing payment terms and finally developed a trusted process to write a perfect invoice with ease each time. Remember that not all invoicing tools are the same. For example, the best auto repair invoicing software probably won’t work for a handyman contractor, so make sure to conduct some research to find the right invoicing solution.  

You can now tackle your client’s invoices, get them written out, organized, and sent out on a schedule. This will promote on-time payments and aid in the overall financial success of your company.

Templates make learning how to write an invoice easy. 

Are you looking for a way to streamline your billing process? Check out our template on how to write an invoice for your digital marketing agency.

By utilizing digital marketing invoice templates, you can save time and energy, with steps to model a process for your team to follow. It is a lay-out that will guide your company in creating a successful invoice you can fall back on to establish a flawless payment system with each new client.  

A template can provide you with the perfect blueprint to detail your invoice every time.

Invoices can be helpful in record-keeping, giving you a clear document of every transaction within your company. This can help for future reference when you may need to look back at the history of payments that were made. 

The goal is to ensure every payment is made promptly. You can implement a schedule to follow or a pay-by-date invoice, both efficient in maintaining structure and organization for your company and your clients.

Since invoices help keep track of all financial interactions, they can assist when filing taxes. You will have a record on file for every transaction made, making it simple to organize and complete your taxes accordingly. This can also benefit your company in a legal aspect; in case of any sort of dispute or disagreement concerning payments, you will have every transaction on file to refer back to. 

Keeping invoices regarding every transaction within your company can assist you in many valuable ways; it is vital to your business’s financial success and is the key to creating an essential cash flow for your company. It is a simple yet crucial way to stay organized and on top of things. 

Are you looking for a way to streamline your billing process? Check out our template on how to write an invoice for your digital marketing agency.

How to write an invoice to excel as a company

To continue to build success for your company over time, it is critical to excel in all you do. By creating a strong invoice to lead your team through each step of the transaction process, you can ensure all financial goals are met, and payments are turned in on time.

Using the invoice template provided by Podium, you can ensure you have a set of guidelines to follow when figuring out how to write an invoice for your company, providing a better sense of organization and structure to your marketing plans. This will help you to exceed as a company, finding value in every transaction you make to maintain a steady cash flow. You can keep the entire financial aspect of your business successful by utilizing an invoice, now and in the future.   

An invoice is a key to any payment, and the template is the key to building an invoice you can rely on. This will promote your business while building trust between you and your clients, as you create a system to follow each time you need to write an invoice. 

If you are interested in partnering with a company that can excel in its promotion and sales techniques, consider Podium to assist you with your marketing needs. We offer various tools to conquer the marketing industry, giving you everything you need to build success for your company over time. 

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Joseph Jenkins
Joseph Jenkins Director of Professional Services Inside Sales

Joseph Jenkins is a professional services expert at Podium, the leading messaging platform that connects financial, legal, and other professional businesses with their clients.

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