Similar to the creation of flyers, Billing forms can be made with relative ease using Microsoft Word or Publisher.
As with most invoices, aside from having a heading with your address and phone number (displayed preferably near the top), the following should also be included on your invoices:
- Invoice number.
- Date when invoice was mailed.
- Customer ID.
- The month or time period that this invoice represents.
- Assure invoice is directed to Accounts Payable.
- The month that services were rendered / performed.
- Terms - stating payment should be received no later than a specified date.
- Description of Services. Aside from the monthly charge, this space is used for extra services / charges.
To insert text boxes like in the above example, click Insert > Text Box, and adjust on page accordingly. But my favorite is to click Table > Draw Table and simply draw the boxes on the page to your liking. This invoice was also designed to fit in a double window envelope which is lower in cost than printed envelopes. You will find a finished invoice in the Template section and folder.
Many janitorial companies perform a calendar month’s service and then bill the customer immediately at the close of said calendar month. Other companies however bill almost immediately for the month they are currently servicing. The advantage being that you get your money sooner – the disadvantage being that the customer might not be receptive to being billed so quickly particularly if their previous janitorial service billed only after a month’s service was performed. If you desire the later approach to billing but your customer shows serious displeasure, try to negotiate a date that both parties can live with – like billing on the 15th. Adjusting the terms – when payment is to be received – can also make a difference in the speed you receive payment from your customers. If you decide to bill at the end of a completed calendar month, expect payment within 10 days of the invoice date.