Creating and managing contractor invoices with ease using Flume

By Grace Dela Cruz

As a contractor, one of the most crucial aspects of running a successful business is ensuring timely and accurate payment for your hard work. And, that's why invoices (and requests for payment) are so important. Invoices are not just pieces of paper or digital documents; they’re an essential aspect of your business, serving as a record of your services rendered and the formal request for payment.

In this blog post, we will delve into the ins and outs of creating invoices as a contractor. Whether you're just starting your contracting journey or looking to streamline your existing invoicing process, we hope to provide you with valuable insights, tips, and best practices to help you create professional invoices.

Watch the full overview of the Flume invoice feature here: 

Whether you start your invoice workflow from an estimate, or skip directly to creating an invoice, Flume has you covered. 

Key features and benefits of Flume’s invoice feature include:

• Create a quick, flat amount invoice

• Add detailed line items to your invoices to provide accurate and transparent job details

• Full visibility into all of your invoices and payment requests created in Flume - see the status of each invoice and each related payment request

• Send or resend your invoices to your client with just one click

• Download your invoices as a PDF to print or attach to an email

• Track which invoices are past due to initiate a follow-up with your client

• Organize your invoices under a project to keep track of everything in one place

  
  
  

Best practices for a contractor when creating an invoice 

As a contractor, your invoices require a high level of detail and transparency to ensure prompt payment and maintain a professional reputation in the industry. Here are some essential best practices to consider when creating your invoices:

• Use a professional template: Utilize a well-designed invoice template that reflects your brand identity. Include your company logo, contact information, and a clear, concise header indicating it's an invoice.

• Provide clear invoice details: Include a unique invoice number and an issue date to differentiate each invoice. This helps with internal organization and client reference in case of future inquiries or disputes.

• Provide accurate client information: Make sure the client's name, address, and contact details are accurate. Double-check the information before you send the invoice to ensure it’s error-free.

• Outline the services rendered: Clearly specify the services or tasks you performed for the client. Provide a detailed description of each item (or service), including quantities, hours worked, rates, etc..

• Breakdown the costs: For full transparency, itemize the costs associated with each service or task you provided. Clearly state the individual prices and quantities to calculate the subtotal. If applicable, include any discounts, taxes, or additional charges.

• Include clear payment terms and a due date: Specify your preferred payment terms [such as Net30 or Net60] and provide the exact payment due date for reference. Ensure your payment terms align with industry standards and local regulations. Also, specify if there will be any late payment fees or penalties for missing the due date. This helps manage client expectations and encourages timely payments.

• Provide payment instructions: Clearly outline the steps your clients should take to make payments. Include your preferred payment methods, such as bank transfer, credit card, or online payment platforms. Provide all the necessary details, such as your bank account number or specific payment links, to facilitate easy and accurate payments.

• Include contact information for inquiries: Provide your contact details, including phone number, email address, and any other preferred method of communication. This allows clients to reach out to you with questions or concerns regarding the invoice.

  
  

By following these best practices, you can create invoices that are clear, professional, and effective, ensuring a smooth invoicing process and timely payment for your services as a contractor. 

Flume can help facilitate all of the above best practices, and so much more! Read our step-by-step guide to creating your first invoice in Flume, and feel free to reach out to our Customer Support team with any questions you may have.  

Step-by-step guide for creating your first invoice in Flume

Below is a step-by-step guide for creating an invoice, you can also watch our YouTube video below:

1. Click “Create” on the side menu

2. Select ”Invoice”

3. Choose a recipient from your network (or create one on the fly)

4. Optionally add an invoice summary, perhaps include a brief overview of the job/project that was completed 

5. Add your line item(s), or optionally use a flat amount

6. Add a markup amount, tax, shipping, and discount information as applicable (note: the markup amount is only visible to you, and is seamlessly integrated into the line item pricing and total)

7. Optionally add any supplemental notes you’d like to include with the invoice

8. Optionally add any terms and conditions you’d like to include with the invoice

9. Optionally attach any supporting documents, such as proposals and estimates

10. If your invoice is associated with a project you’ve created in Flume, select that project under “Details”

11. Click “Save and continue” to review and double check your invoice information to make sure everything is correct

12. In the payment request section, select the payment due date and whether you’d like full or partial payment against the invoice

13. If you’ve set up card acceptance on your account [via Stripe], you’ll be able to set payments made against the invoice to allow or disallow payment by card 

14. Click “Send”