A COMPLETE GUIDE REGARDING PLUMBING INVOICING
General plumber invoice must contain: The word “invoice” Unique reference number, Date of the invoice, Seller’s/plumbers name, contact details, the Tax or registration details of the seller’s company, customer contact details, Buyer or firm name, Date when the product was shipped/delivered or the service/ services provided and amount of work done. Purchase order number, Description of the product/services Unit price if applicable, Amount charged, Payment terms, Discount, amount before discount, and amount after discount. Tax, total after tax, and total before tax. Shipping details, if different from the buyer’s details.
Invoices can sometimes be the worst nightmare for an Employee, especially if it takes hours to manually process one paper invoice. Several things can go wrong with manual invoice processing; which can become very expensive for the business.
Below are the main invoices and invoice errors you must be aware of:
1. Paper invoices
Many accounting departments receive hundreds and thousands of paper bills every year that will have to be entered manually into a financial system. This process is very expensive, slow, and inefficient. It is very easy to lose important paper documents when you handling them manually, but with an automatic invoice processing solution, all documents can be stored electronically. The accounting team will be able to recover invoices immediately, which means it will no longer waste time searching for invoices in folders or files.
2. No reference number
Invoices arriving at the department without a reference number can be very problematic, which can require many hours of work for the staff to manually process. Accountants can receive non-per-invoices when a supplier provides services or products to the buyer without receiving a purchase order. Many different challenges may arise when processing non-purchase order invoices, which may include difficulty identifying the buyer and the original authorizer – making the approval process longer and with a greater risk of errors.
3. Duplicate invoices
With so many invoices sent to the accounting department, you’re sure to have some duplicate invoices. Sometimes it can be someone trying to commit fraud, but sometimes it can be a real mistake. Some common errors that can cause double payments include typographical errors such as:
Adding a letter at the end of an invoice number to go through the control of the system, which is signaled as a copy.
Typos or simply omitting a score
Confusing the number 1 with the lowercase L or me
These errors can lead to higher costs in the finance department and the company as a whole, but investing in an invoice management solution can help reduce the time to manually enter information into the financial system; in addition to significantly reducing the number of duplicate invoices unnoticed.
4. Incorrect /missing line data
Missing/incorrect line data may include incorrect pricing or incorrect numbers on the invoice. This can cause a lot of problems for the accounting team as they would need to resolve this difference before the bill will be paid. Correcting the problem with these invoices will be necessary, manually, for the accounting team as they will need to find out where the error is and what the exact data should be.
5. Line items do not add up
When a line, such as the VAT number, is not part of an invoice, the finance team will have to find the error and correct it manually to process the invoice. This is very time-consuming and can cause delays in bill payment.
Invoice management solution
Investing in an invoice management solution can help your company eliminate/avoid any billing problems, as well as reduce time resolution differences, data revenue costs, and minor errors. Let us have an example of your main billing issues below in the comments section.
The plumbing invoice or plumbing invoicing, as the name implies, is the exchange of plumber services/products invoice documents between a supplier/plumber and a customer. Electronic invoicing is superior to just send a PDF receipt to a customer via email. A true electronic invoice solution is an integrated solution where an electronic invoice is delivered and received seamlessly between the supplier’s/plumbers account receipt system and the customer’s payment system. Electronic invoice documents are usually exchanged in EDI or XML formats.
Why switch from a manual plumber paper system to an electronic billing system? A paper system is notoriously prone to errors and time-consuming. Thus, plumber paper billing tends to have longer processing time cycles and higher costs.
Despite the widespread adoption of automation for many plumber business processes, accounts payable and receivable processes remain largely manual.
Advantages of E-Billing for Suppliers
A switch to electronic plumber invoicing solves the above problems, resulting in greater visibility, faster processing, significant savings, and lower transaction costs. From a plumber’s business perspective, an electronic invoicing system offers many benefits through the accounting/finance processes.
First, there is no correspondence to open, order or distribute. Besides, electronic invoicing eliminates the costs associated with paper invoices, postage, and envelopes. Besides, it takes much less time to process the generation of invoice payments. With the new plumbing system, you can distribute and create an entire set of invoices with just a few clicks.
So, no data entry is required. As the payment arrives at the buyer’s payment system automatically, the payment clerk does not need to enter the data manually. Electronic plumbing invoicing guarantees accuracy and eliminates the possibility of errors. Likewise, there is no need to scan paper invoices, another manual process that takes time and can be subject to errors, such as illegible scans.
In the meantime, all invoices are delivered immediately and securely. When you remove correspondence from the equation, you also exclude several days from receipt to payment. Likewise, electronic payments speed up the process and mean that you don’t have to wait in line at the bank to deposit your money.
Plumbing electronic invoices are easy to review and store, without the need for physical directories. When tracking customers, you can easily include a link/attachment to the original payment receipt, purchase order, or related documentation.
Advantages of e-invoicing for buyers
Plumbing electronic invoices also offer benefits to your customers. For example, you can offer several payment options, such as ACH, debit, and credit. A paperless system also opens the door to automatic reminders with integrated “pay now” buttons attached to the invoice. Your customers’ payment team will appreciate not having to enter data manually or scan a paper invoice