February 20, 2019

How to create an Invoice?

Naveen Shayan

LedgerMax specialist

An invoice is an official document sent by the seller of a service or product to the buyer. The purpose is to form a compulsion on the buyer to pay, making an account receivable. Accordingly, every small business owner is required to be acquainted with the process of generating an invoice. The procedure is quite simple but it is very important to know that an invoice tells a lot about your business to the customer. It gives customers an idea about the quality of your business. For this reason, a professionally designed and accurate invoice speaks for itself summarizing the fact that invoicing is not only about making payment requests but also presenting your organization’s marketing and branding efforts.

There are several options when it comes to generating invoices; however, with the passage of time businesses have started using accounting software for the purpose as they generate the most accurate, organized and professional invoices. however, still many small businesses use Microsoft Excel and Microsoft Word for making invoices. Lets have a look at the top three popular ways to make an invoice:

Using Microsoft Excel for Creating an Invoice

There are a range of convenient and user-friendly templates available on Microsoft Excel for making invoices as per your requirements. The procedure is quite simple; however, at times becomes cumbrous. Besides that all you need to do is:

  1. Go to the File menu and open a blank workbook. Now find the dialog box which is usually available on the left side.
  2. Now select the type of invoice that suits your requirements as the invoice templates range from the basic product one to detailed services type.
  3. The next step is to fill in the important fields such as your company’s name, email, address, contact number, logo, payment terms, customer ID and the official recipient name for payment purpose.
  4. It is very important to add customer’s information, services or products description and an exclusive invoice number. 
  5. Complete the invoice. Include each and every information needed by the template you have chosen to make sure that the final total is comparable to what you are billed.
  6. Save the document and send it to your client.

Using Microsoft Word for Creating an Invoice

Microsoft Word also offers several adaptable and handy templates for making invoices. This goes well for creating invoices; however, sending the hard copy of these invoices through ordinary postal system can result in an extended turnaround time. On the other hand if you choose to email the word file to your client; you ought to find the best way for your clients to pay you which is usually carried out via third party; for instance, a payment app. However, if you still choose to generate invoices through Microsoft Word; here is the procedure:

  1. Go to the File Menu, click on New and pick the invoice template.
  2. Search for the dialog box at the left side of the screen and find the invoice icon.
  3. Choose the type of invoice that matches your requirements.
  4. Now set the header comprising of your company’s name, and contact information including postal address, email address, phone number and logo.
  5. Set the customer’s information including their company’s name, postal and email address and contact number right opposite or underneath your company’s information. 
  6. Also, put the exclusive invoice number, date on which the invoice is created as well as the due date for the payment. Please note that it is very important to set the payment method in advance to avoid errors and confusions.
  7. Display services or products along with their charges and description. Now, carryout the calculations, counting delivery charges, sales tax etc. 
  8. Save the document and send it to your customer.

Using Accounting Software for Creating an Invoice

An accounting software is the most accurate, user-friendly, convenient and professional way of generating invoices for your business. This is most easiest and precise method as the system automatically generates the invoice in seconds. LedgerMax is one such accounting software that generates the most accurate and professional looking invoices for your business. It allows you to create your invoices expediently and edit and send them from anywhere using your laptop, desktop, mobile or tablet.

This is how Pakistan’s leading accounting software LedgerMax generates error-free invoices with proper description of the products or services sold along with the incorporation of Pakistan based tax laws: 

Creating an Invoice in LedgerMax

Creating an invoice in LedgerMax is simple and quick  – You can easily do this on your mobile phone, tablet or desktop computer. Here’s how:

  1. Go to the invoice creation menu on the top header.
  2. Select customer along with the product/s or services you have sold.
  3. Now enter the quantity of your product.
  4. Last of all select the applicable taxes which will immediately show you the subtotal including the tax amount.
  5. Save and close the tab. Your invoice is successfully created!

LedgerMax offers a variety of print preview formats to choose from. So just, select your desired format and you’re good to go!


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