Streamline your billing with the CPA Invoice Template, an efficient workflow designed to manage, verify, and track client invoicing and payments.
1
Identify the client's billing period
2
Gather all services rendered for the period
3
Calculate costs for services rendered
4
Add in any billable expenses
5
Review client's contract and verify billed items
6
Approval: Billable Items Verification
7
Include payment due date to the invoice
8
Insert client's contact details in the template
9
Enter total amount due
10
Enter payment instructions details
11
Review all contents of the invoice
12
Approval: Invoice Content
13
Print or Send digital copy of an invoice to the client
14
Document sent invoice for future reference
15
Track the payment
Identify the client's billing period
This task involves determining the specific time period for which the client will be billed. It is important to accurately identify the billing period to ensure that the services rendered and expenses incurred during that time frame are properly accounted for in the invoice. Consider asking questions such as: What dates should be included in the billing period? Are there any exceptions or special considerations for this particular period?
Gather all services rendered for the period
In this task, you need to collect information about all the services that were provided to the client during the identified billing period. This may include tasks such as reviewing project documentation, consulting with team members, and examining time logs or work records. Consider asking questions like: What specific services were rendered during the billing period? Are there any additional details or notes regarding the services rendered?
Calculate costs for services rendered
This task involves calculating the total costs for the services that were provided to the client during the billing period. This may include factors such as hourly rates, fixed fees, or any other billing arrangements specified in the client's contract. Consider asking questions like: What is the hourly rate or billing arrangement for each service? How many hours were spent on each service?
Add in any billable expenses
In this task, you need to include any billable expenses that were incurred while providing the services to the client during the billing period. This may include expenses such as travel costs, materials, or third-party services. Consider asking questions like: What specific expenses were incurred? What is the total amount of each expense?
Review client's contract and verify billed items
This task involves reviewing the client's contract to verify that all the billed items, services, and expenses are in line with the agreed-upon terms. It is important to ensure accuracy and consistency between the contract and the invoice. Consider asking questions like: What are the specific items, services, and expenses that should be billed? Are there any discrepancies or changes to note?
Approval: Billable Items Verification
Will be submitted for approval:
Review client's contract and verify billed items
Will be submitted
Include payment due date to the invoice
In this task, you need to include the payment due date on the invoice. This is the date by which the client is expected to make the payment. Consider asking questions like: When is the payment due? Are there any specific terms or conditions related to the payment due date?
Insert client's contact details in the template
This task involves inserting the client's contact details in the invoice template. It is important to have accurate and up-to-date contact information to ensure proper communication and payment processing. Consider asking questions like: What is the client's full name? What is their billing address?
Enter total amount due
In this task, you need to enter the total amount due on the invoice. This includes the costs for services rendered and any billable expenses. Consider asking questions like: What is the total amount due? Are there any additional charges or discounts to consider?
Enter payment instructions details
This task involves entering the payment instructions details on the invoice. This may include information such as bank account details, payment methods accepted, or any specific instructions for the client. Consider asking questions like: What are the payment instructions? Are there any specific requirements or considerations for the payment?
Review all contents of the invoice
Thoroughly review the complete contents of the invoice before finalizing and sending it to the client. This task aims to identify any errors or omissions in the invoice and ensures its accuracy and professionalism. Promote attention to detail and emphasize the significance of maintaining a high standard of invoice quality. Utilize a 'multiChoice' field type to create a checklist for reviewing the invoice contents.
1
Service Details
2
Payment Terms
3
Contact Information
4
Billable Expenses
5
Total Amount Due
Approval: Invoice Content
Will be submitted for approval:
Review all contents of the invoice
Will be submitted
Print or Send digital copy of an invoice to the client
Choose whether to print a physical copy or send a digital copy of the invoice to the client. This task provides flexibility in delivering the invoice and considers the client's preferred method of receiving invoices. Encourage the use of digital copies for efficiency and sustainability. Include a 'dropdown' field type with options for 'Print' and 'Send Digital' to capture the delivery method.
1
Print
2
Send Digital
Document sent invoice for future reference
Record the sent invoice for future reference and tracking purposes. This task ensures proper documentation and organization of invoices, which aids in maintaining accurate financial records. Emphasize the importance of keeping a record of all sent invoices for easy reference when following up on payment. Add a 'fileUpload' field type to allow attachment of the sent invoice.
Track the payment
Monitor and track the payment status of the invoice until the client settles the outstanding amount. This task enables effective follow-up and helps ensure timely payment. Emphasize the significance of tracking payments for accurate financial reporting and to maintain healthy cash flow. Include a 'multiChoice' field type to capture the payment status.
