Join Richard Harrington for an in-depth discussion in this video Creating an invoice with Microsoft Word, part of Budgeting Video Projects (2012).
If you're a small company and you need to put an invoice together pretty quickly, Microsoft Word is a very easy tool to use. You'll find templates built right in. I am using the Mac version here, but it's very similar on a Windows machine. If you're inexperienced with Microsoft Word, there is lots of training for it here on Lynda.com. Just choose File > New from Template, and it will bring up a gallery with lots of choices. In the search field, just type in invoice and it will come up with a bunch of options.
You'll see here different choices with different color palettes. You can go ahead and roll over and see a preview of what they look like and even click to change which color palette is used for that document, making it a little bit more customized for your particular company. This allows you to just simply choose a look, refine the colors to match your look and then click Choose to open the document. If we zoom in here, you'll see that all of the relevant fields are in place.
Notice at the top, the word Invoice. You can go ahead and double-click to put your information for your company. Fill in all the relevant information like the unique Invoice Number, who it's being billed to, and then plug in information about Quantities, Items, Descriptions, costs, and Subtotals rolling it all up. If there's fields in here you don't need, for example like the Taxable rate or the Unit Price, you can always select fields and under the Table menu, you can go ahead and actually delete those columns out to simplify the process.
If I click to select the table there, you see we can go ahead and resize this and now it's back to normal and looks pretty good. Inside of Microsoft Word are several templates for invoices. If you're a Lynda.com customer, I've also included a few sample invoices from past iterations that I've used to help people understand what it is you're billing. Remember, simply go through that checklist we went through in the last movie and make sure all of that information is on your invoice.
If you do that, you'll dramatically improve the chances of getting paid.
- Evaluating outsourcing and partnering options
- Setting rates for services
- Incorporating material costs
- Determining the scope of the project
- Estimating production time for the budget
- Creating a quote or proposal
- Setting payment terms
- Creating an invoice with Word or Pages
- Performing billing and collections