How Do You Make & Send an Invoice Without a Company?

Create professional invoices simply by choosing reputable invoicing software like Moon Invoice. Its 66+ customizable templates ease the invoicing process while also committing speed and accuracy. Instead of opting for pan and paper-based billing, it is always better to choose an invoicing system.

Follow the below steps to create your first invoice:

1. Choosing, Downloading, & Customizing Invoice Template

Initially, you need to choose an invoice template that best suits your needs. The template should align with your business nature and theme. Once you download the template, start customizing it and set the layout according to your requirements.

2. Fill In the Details

The next move is to fill out the details to create an invoice. Your invoice should include personal and client information along with the line item and total payable amount. While filling in the details, you must be careful about correctness and clarity. Let’s see which information you need to fill in:

2.1 Invoice Details

You must mention the invoice details, such as the invoice number, invoice date, currency, and due date. If necessary, you can also mention the purchase order number. Every detail has a different purpose:

• Invoice number (unique for every invoice) – Define your invoice and help to track invoices.
• Invoice date – Refers to the date on which the invoice was issued.
• Due date – This refers to the last date on which the client can make the payment.
• Currency – This reflects the currency that you accept. It is especially important for international deals.
• Purchase Order number – This number refers to the purchase order number.

2.2 Your Client Details

Client information refers to the details of the client for whom you are issuing the personal invoice. This section covers the following details:

• Client’s full name
• Client’s corresponding address, along with the zip code
• Please include a contact number that will make it easy for your client to contact you

2.3 Your Details

Please include your details so that your client can identify from whom he received the invoice. As a business operator, you must clearly mention your details. This section should cover the following details:

• Your full name
• Your full address, along with the zip code
• Your contact details, along with phone number and email address

2.4 Line Item Details

This is one of the most important sections of an invoice. Cover your line item details, reflecting the purchased product or services rendered by the client. The best practice is to present the details in an itemized form, along with the cost breakdown. This will enhance the client’s understanding and minimize confusion.

2.5 Payment Terms

Including payment terms helps your client to gain clarity over the payment. Always provide the points that reflect the payment conditions. It must include the listed points:

• What payment process do you accept – Net 15, Net 30, Net 60, or Net 90?
• What payment method do you accept?
• What currency do you accept for international trade?
• Any other relevant guideline

2.6 Signature

You can include your signature to give a professional look to the invoice. Invoicing softwares like Moon Invoice provides the option to add a digital signature. You can effortlessly create your signature and utilize it in your invoice.

3. Rechecking Invoice

Once you fill in the details, you must cross-check the invoice before sending it. A manual rechecking approach is sufficient to identify any errors. This will protect you from encountering issues due to sharing an incorrect invoice.

4. Invoice Sending

The final step is sending the invoice to the client. Moon Invoice offers two simple online approaches.

1. WhatsApp Sharing – Send an invoice directly to your client’s WhatsApp number.
2. Email Sharing – Send an invoice directly to the client’s email account.

Apart from this, the client can share a physical invoice by taking a printout. However, this is a time-consuming process.

Key Challenges and Solutions for Freelancing Invoice

Freelancers and other independent contractors face many challenges while invoicing. Some of the challenges are as follows:

Payment Delay

Freelancers and sole proprietors often experience payment delays, which can lead to bad cash flow and weak financial health for the company.

Solution:
• Use an invoicing tool to streamline the invoicing process.
• Opt for an automated invoicing concept.
• Chasing unpaid invoices
• Always avail of auto reminder for all overdue payments
• Set clear payment terms

Creating a Professional Invoice

Due to a lack of billing experience, freelancers, startups, or sole proprietors often fail to create professional invoices. This leads to an unmanageable billing process, which in turn leads to late payment.

Solution:
• Use reputable invoicing software and professional templates.

Miscommunication

Miscommunication often occurs during invoicing for freelancers. Since they have no registered company, it might be difficult for the client to contact them. This communication gap also gives rise to overdue invoices.

Solution:

Freelancers must mention their contact details on the invoice.

Dispute

Controversies might take place between freelancers and clients during the billing process. Handling such disputes becomes another headache for small businesses.

Solution:
• Always keep a clear communication.
• Be responsive to your client.

Top Suggestions for Smooth Invoicing

• Always include correct and relevant information.
• Revamp the invoicing process and financial management with the power of automation.
• Cross-check invoices before sharing them with the client.
• Offer multiple payment options to the client for convenience.
• Don’t forget to mention payment terms to maintain transparent business relationships.
• Include payment terms in clear and understandable language.
• Follow up on all unpaid invoices promptly.
• Utilize accounting software for accurate financial tracking.
• Adopt payment reminders to remind clients of all the invoices that are due.
• Always send invoices on time with your client to receive on-time payment and positive client relationships.

Why Choose an Invoicing Solution for Your Freelancing Business?

An invoicing solution is crucial for your invoicing process, even if you have no registered company. It streamlines the overall invoicing process by providing the following benefits:

Add Efficiency and Professionalism

Invoicing software is always helpful in increasing your invoicing efficiency while reducing administrative burden. Moreover, it adds a professional concept and helps you create a professional invoice. Using the invoicing solution, you can establish clear client communication.

Brings Advancement With Technology

With invoicing software, freelance professionals can nurture their billing process. They can leverage the technology to set automated payment reminders, accept online payments, and simplify international transactions. Professionals can also easily gain insight into financial statements and generate reports.

Ease Bookkeeping

With the right invoicing solution, the recording process can be simplified. Freelancers and individual professionals can systemize their recordings. All the details are recorded systematically on one centralized platform, which helps access and retrieve information anytime and from anywhere.

Final Statement

So, how do you invoice a company as an individual? We have presented the complete guide on this question. Remember, you must always treat your invoicing process with dedication and attention, even if you have no registered business or company. This is crucial for smooth cash flow for your small business.

Online invoicing tools are the best medicine for your invoicing issues and overall financial management. However, you must choose the one that best suits your needs and budget.

Experience it practically with Moon Invoice!

Frequently Asked Questions