Architects are busy people and simply cannot afford to spend hours getting information from a plethora of documents, filtering out details and then putting all of it together.
Not only is this a grueling and a time taking process, but it is not as fruitful as it should be. After spending all that time putting the invoice together, sometimes people don't even open the invoice you send and take ages to respond.
This is not feasible for an average architect, which is why they must consider improving the process of invoicing for their business. They need to make sure that they get their payments on time, have flawless invoices and the process is quicker than usual.
If you do not know the right ways to improve the invoicing process, here are some of the most tried and tested tips that can help you improve your invoicing.
Tips To Improve Invoicing for Architects
These 5 tips can be a sure way to improve invoicing at your architecture company:
1. Digitalize The Process
The most important factor to consider about invoicing is the time architects spend on making them. After working for long hours on the job, coming back to the office and getting tangled in the numbers is not admirable. The process of invoicing should be as easy as possible.
If you have the aid of technology, you must consider digitalizing the entire process. Digitalizing invoices can save architects a lot of time. With a management system, architects can collect all the information necessary and then produce a detailed invoice. With online invoicing, the process is cut down to just a couple of clicks. You will no longer have to struggle with manually writing down every single invoice or dealing with confusing spreadsheets.
Architects are efficient people and it only makes sense for them to use the right technology to digitalize the process and make things easier and efficient. There are several benefits of digitalizing the process such as, extracting essential details from your database and integrating all your payments through that. Finally, you can also access the quick reports to learn who hasn't paid yet.
2. Don't Prioritize Aesthetics
Architects are creative but it is best if you keep the creativity out of your invoices. Your payable accounts will not be impressed by the calligraphy you do on your invoices. Rather than spending all your time on making your invoices as aesthetic as possible, you need to make sure that they are practical.
What’s more, your invoices should have all the details clearly mentioned so that your accounts can make their payments on time without being confused about the details. The best way to ensure that your invoices are clear is to keep the fonts large and clear. Put all the important information at the top of the document so that your accounts don't miss out on them even if they want to. It is very common for some of the information to be disregarded just because it wasn't mentioned clearly on the top of the document.
3. Break The Bill
Seeing a large bill will give anyone a jolt. Many people try to put off large bills as much as they can because they do not want to give away too much money in one go. To make sure that you get your money as soon as possible, it would be best to break the bill. Small bills can help your clients manage them easily and ensure you get paid quicker.
These types of payments are called progress payments and allow the architects to have autonomy over the flow of cash. This way, you can get paid along the way and won't have to wait for the end of one job to receive the lump sum payment.
You can send out progress payment invoices digitally where the clients can have easy access to them and they won't put off paying them.
4. Avoid Missing Out On Information
Your invoice must have complete and accurate information. However, it is very easy to make mistakes as you can easily miss out on important details and then face the consequences.
Making invoices manually gives plenty of opportunities to architects to make mistakes. Moreover, it is also very difficult to rectify your mistakes in manual invoices. This can be avoided by using digital invoices. With the digital method of invoicing, architects do not have to manually feed information, this makes for a lesser chance of errors.
Moreover, even if you end up making a mistake, the digital software will easily pick up on it own. This way the chance of making mistakes minimizes.
5. Facilitate Customers
The biggest reason why payments are slow is that your clients find the payment process time consuming. It is your job to ensure that your clients find it easier to make the payments and for that, you can come up with easy payment terms and a clear depiction of the information on the invoice.
One payment option may not fit the ease of all your clients, and to handle that, you can come up with multiple payment options. Doing so will ensure your client can choose an option they are the most comfortable with. Digital invoicing is a great way to decrease delays in payment. With everything clearly written on the invoice, the clients will not struggle making your payments. They may even pay digitally as soon as they receive the invoices.
Vergo Can Be The Solution For Invoicing For Architects
If you own an architectural firm, using VERGO for your invoicing can completely change the game for you! All you need to do is contact Vergo and let them come up with the best solutions for you.
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