Tips for accounting & invoicing: this is how invoicing works

Billing is the process by which an invoice is brought into the legally prescribed form. What do you have to consider?

The most important help on billing

A lot has already been said about the invoicing. However, mistakes happen when it comes to this issue. This often depends on the lack of knowledge of the parties involved.

For example, the Term Invoicing equated with the term “accounting”. This is not wrong, but it falls a little short. Invoicing is the process by which an invoice is brought into the form required by law.

Minimum requirements for accounting

It is therefore important to note all data on the invoice that is mandatory. These minimum requirements are:

• The tax number of the accountant
• The bank connection
• Name and address of both the creator and the recipient of the invoice
• A list of all delivered goods or services carried out at the net price
• The tax rate used for the invoice
• The gross amount
• The date of the invoice creation
• The agreed terms of payment
• A logical (continuous and unique) invoice number.

Pre-and post-invoicing: What is to be recommended?

In the literature, the terms “pre-invoicing” and “post-invoicing” are often encountered. In e-commerce, for example, “pre-billing” is at the Agenda.

This describes the process in which the invoice is submitted before the actual processing of the customer order. A Customer ordered ten pairs of shoes, for example.

pre-billing

At the pre-invoicing the invoice is first written, only afterwards the shop employee packs the package and sends it on the trip. It is exactly the opposite of the invoicing.

In the case of standard orders, pre-invoicing is recommended because it is a kind of instruction for the subsequent processing of the order. It specifies who gets what is needed and thus simplifies the execution.

retrospective invoice

However, if an order is a tailor-made service or if it requires several work steps which are not (at least partially) standardized, then the invoicing is advisable in order to be able to record and calculate all the services performed.

Subsequent invoicing therefore requires the work steps to be logged: What was done? How long do the individual steps lasted? What materials were used?

Special software for billing: Yes or no?

Most Company now rely on software solutions to draft invoices. The case where an empty Office document serves as the basis for invoicing and is then individually described has become an absolute exception.

The use of specialized software is advisable because it works with masks where the legal requirements are already filled out or automatically queried (eg addresses).

In addition, the work of invoicing, for example, with a program like Haufe Lexoffice from any computer World off is possible if only an internet connection is available. I can say that from my own experience: an automated one Online-Accounting software is a helpful companion in everyday work, which saves an infinite amount of time, especially in small and medium-sized companies.

Sample calculations simplify the workflow

In addition, you can use this method to create different sample calculations relatively easily draw up: Shops in particular usually only have to exchange the address, product description and price, but can otherwise use the same invoice over and over again.

High-quality software solutions make it so easy to "move the data back and forth" very easily.

Software for billing: You have to pay attention to this

Within the selection of the right program, however, two points are of particular importance Significance: First of all, it should be possible to personalize it. This means what was said before:

It must be possible to create and save certain sample invoices without any problems. It is also important that such a softwareSolution works intuitively. This means that the Employees they can be learned as they are used, eliminating the need for (long and costly) training processes.

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