Creating professional invoices is crucial for getting paid on time and maintaining a professional image. Here are our top 5 tips for invoicing success.

1. Include All Essential Information

A complete invoice should always include:

  • Your business details: Name, address, contact info, VAT number
  • Client details: Full name/company, address, contact
  • Invoice number: Unique, sequential numbering
  • Date issued and payment due date
  • Detailed line items: Description, quantity, rate, amount
  • Total amount: Including VAT breakdown if applicable
  • Payment terms: How and when to pay

KwikInvoice automatically includes all these fields to ensure your invoices are complete and compliant.

2. Be Clear About Payment Terms

Don't leave your client guessing:

✅ Good: "Payment due within 30 days of invoice date"
❌ Bad: "Pay soon"

Include:

  • Payment deadline (e.g., "Net 30 days")
  • Accepted payment methods
  • Bank details or payment links
  • Late payment penalties (if applicable)

3. Make It Easy to Pay

The easier you make it, the faster you'll get paid:

  • Provide clear bank details
  • Include payment reference numbers
  • Offer multiple payment methods if possible
  • Consider adding a "Pay Now" link (for Pro users)

Tip: Send invoices via WhatsApp or email for instant delivery.

4. Use Professional Design

Your invoice reflects your brand. Make sure it:

  • Uses your business colors and logo
  • Has a clean, organized layout
  • Is easy to read (good fonts, spacing)
  • Looks professional on mobile and desktop

KwikInvoice templates are designed by professionals to make you look good without any design skills needed.

5. Send Invoices Promptly

Timing matters:

  • Send immediately after work is completed
  • Don't wait until the end of the month
  • The sooner you invoice, the sooner you get paid

Set reminders:

  • Before due date: "Friendly reminder"
  • On due date: "Payment due today"
  • After due date: "Follow-up for overdue payment"

Bonus Tip: Track Everything

Keep track of:

  • Which invoices are paid
  • Which are overdue
  • Average time to payment
  • Total revenue by month

KwikInvoice's invoice status tracking makes this automatic:

  • 📝 Draft (not sent yet)
  • 📨 Unpaid (sent, awaiting payment)
  • ✅ Paid (payment received)

Common Mistakes to Avoid

❌ Missing information (incomplete invoices delay payment)
❌ Unclear payment terms (confusion = late payment)
❌ No follow-up on overdue invoices
❌ Not keeping records for tax purposes
❌ Using unprofessional templates

Tax Compliance (South Africa)

If you're VAT registered:

  • Include your VAT number
  • Show VAT breakdown clearly
  • Keep records for 5 years minimum

Remember: Proper invoicing isn't just professional—it's often legally required!

Get Started with KwikInvoice

Ready to create professional invoices that get paid faster?

Download KwikInvoice today and:

  • Create your first invoice in under 2 minutes
  • Use professional templates
  • Track payment status
  • Export beautiful PDF invoices

Questions about invoicing? Drop us an email at kwikinvoice@loggedon.co.za and we'll help you out!