sending invoices through email

[bejamshi]

Hi, I have been always sending my invoices through regular mail, how many of you send a pdf version (to speed up the process) of the invoice as well as the paper version?

[obesebee]

If I know the client well and they're ok with just a PDF then I just PDF the invoice and print a copy for myself. But an invoice in a letter seems to hold more weight and is more professional looking.

[MD]

I do.
Actually I don't even send a paper version.

[balou]

depends upon the customer. There's a couple I send via email. When I finally run out of my old 37 cent stamps I will probably go strictly pdfs. But for now it's about all I use my stamps for anymore! Everything else is online.

[bejamshi]

I am just debating the professionalism of sending pdf, but the positive side is that it gets the process going much faster.

[SpugNothuson]

All my Invoices go via email.

I write a little note on the bottom about environmental whatnots. Less paper used and all that. Stops them from thinking you're too cheap for a stamp.

[BJMRGTIVR6]

Email here.
I might send/hand a current client a paper one, but mine are sent via PDF and have the editing turned off just in case and that way they can print them out if needed.

[balou]

LOL - I never thought about turning off editing! Good point BJMR.

[BJMRGTIVR6]

well, no sense in letting some sneaky person change any data in them and arguing later.

I even have one person just ask for a JPEG his wife can view easily and be able to write a check out.

[budafist]

I don't send a paper version, just email a pdf.

[Jeff Fisher LogoMotives]

Email only here as well.

- J.

[PrintDriver]

You have to be sure the right person is getting the email though...
Check to see if it should go to a specific person in accounting. I hate having to forward email invoices that come in to me. We actually still get faxed invoices too. But most of our vendors mail them or send a monthly statement.

[ArchVis]

I email mine, with a hotlink to pay via credit card online. It's like magic money, totally worth paying the percentage to know it's paid within 24 hours

[bejamshi]

I would have to agree with printdriver, the invoice could get blocked, lost and so on....
Sending via regular mail would be more professional and official.

[Ovaltine]

That's why you should tell them ahead of time that you will be emailing the invoice, and get the correct address to send the email. Things get lost with snail mail too. It just takes longer to realize it's been lost. Email can be resent easily.

also, with email, you have proof in your "sent items" folder of when you sent the invoice, and exactly what was in it. Once you send snail mail, it's out of your hands, and even if you have a copy, how do you prove you really sent it?

[Ned]

I only invoice by handing a printed invoice in person, or by email if not in person. I never use snailmail.

[bejamshi]

So it seems everyone is using email, how about both?

[Ovaltine]

I think I'd email only, unless I didn't hear back from them. Then I'd send a hard copy, to reitterate the importance of paying the bill. If you sent it both ways it could look like a double bill, unless you expressly say they only need to pay one of them.....make sense? It does in my head, but it's being difficult to type/explain.

[kinch]

Instead of starting a new thread, thought I would ask it in here.

When a client finishes paying his bill, do you send him the invoice again, but this time stating that it has been paid? Or only if it's requested?

Just wondering what standard procedure is.

Thanks,
Tyler

[budafist]

I would only send a receipt if it has been requested. So far, no one has ever requested one.

[heatherink]

I am just starting up my own studio. If invoicing goes over email is there any point to having letterhead printed for myself?

[bejamshi]

you should really decide, I have made up my mind on this subject.
I have my business identity which is very important because it leaves an impression of proffesionalisim.

When i send an invoice i print it on my letter head, envelop also has my logo and include a business card with it.

[budafist]

I am just starting up my own studio. If invoicing goes over email is there any point to having letterhead printed for myself?

You don't use letterheads for invoices. You use invoices for invoices...right? Letterhead is too large for invoices. Unless of course you had an A5 letterhead.

All we have are business cards printed. Never had a use for a letterhead so far so haven't got any printed. I designed a timesheet and slapped our logo on it but that's for internal use only.

[vtwin_gary]

When i send an invoice i print it on my letter head, envelop also has my logo and include a business card with it.

bejamshi, it's still envelopes.

i e-mail an invoice as soon as the job in confirmed & deliver a printed copy with the finished job.