Effortlessly Craft an Invoice Message to Client Sample for Teams

Invoice message to client sample for teams

do you spend hours each week creating new custom invoices for every single client only to have them not get paid then you spend even more time back and forth in emails following up invoices it is a time suck but you have to do it in order to get paid it just gets really annoying when it's taking away time from other things like actually delivering a great client experience marketing your services and having fun in your business here's the thing it doesn't have to be this way did you know that you can automate all of your client invoicing and follow up in a simple way so that you don't have to do these tasks manually every single time well in this video i am going to show you exactly how plus give you a behind-the-scenes tutorial of how i send my client invoices using dubsado but before we dive in my name is hannah i am a business and systems strategist for service providers helping you to sell streamline and scale your service based business so if that sounds like something that you are interested in definitely subscribe to this channel so that you can get a new video every single week i am going to show you behind the scenes of my favorite client management system which is dubsado this is how i send client invoices every single month but if you don't use dubsido this tutorial will still be helpful for you so that you can see the general steps of automating your client invoicing so let's dive in behind the scenes so that you can see the four steps to actually creating this automated invoicing okay so the first step is that you will want to set up your packages and pricing now i'm going to show you how to do this in dubsado but most systems will allow you to create these packages and pricing the reason for this is you're going to want to create a template right for the average signature package that you have because then it's easier to customize slightly something that you have as a template rather than creating it from scratch every single time so the way you do that in dubsado the first thing is you will go to packages over here and then this is a tutorial account so they've got some sample ones here um but let's say you've got this so this is one package you'll come in here edit the settings and let's just say that you are a social media manager so you have maybe it's your signature package okay so that's the name then you'll come in and edit this so you'll just hit that edit and then you'll say social media manager package right and then you'll want to put what that includes so it might be like two instagram reels a week um what do social media managers do clearly i'm not a social media manager um five captions two instagram stories right like whatever your inclusions are lay that out very very clearly for what this includes in your package then you'll put the price so let's say it's 500 a month um obviously it will just be one of those quantities you can have it as bullet points here or not that's up to you then hit save item okay so that's the first thing is you've now created your packages and pricing so the next step is to set up your proposal what this is is it includes the general package information it then includes the contract and the invoice so that when a client becomes a client for the first time you will send them this proposal after that you'll then set up either their payment plans or recurring invoices which i will show you later on in this video but you want to create that first of proposal and if you want a more in-depth video on this i have a video from last week that you can go and watch in terms of how to actually create this proposal in depth all the things i include in it so that will be a helpful video for you but right now i'm just going to show you the general overview of it so if you go into templates then you'll go forms okay then they've got a proposal here so we're just going to use their template again in that video i go more in depth for how you can create it to reflect your brand style and all of that definitely go watch that video um but let's say here this is the package so you'll have that package you'll come here and you'll create that package we just did so the signature package you'll add that that will then invoice them for 500 now obviously you can add more but you know that's just the general idea of it so from there you'll then create that proposal let's just say um right whatever the proposal is called um for that package then you'll hit save and close so now you've got this proposal that you can send to your client now the next step that you're going to want to do is to set up follow-up reminders so the way you do that is in canned emails you'll come here and you will create either a new canned email or you can do payment reminders so they've got a template in here for you but of course you can customize it to make it fit your particular brand voice and that kind of thing but you'll want to set those reminders up because then you'll have those clear templates in there so that they will follow up with your clients automatically for you so that you can reduce that back and forth communication okay so now it's the final part of this video is how you automate all of these things so first off you will want to create a workflow now i will have a later video that gives the entire workflow and what that can look like for clients but generally for the actual specific invoicing part right what you'll want to do so the first part is that initial proposal so if they haven't paid that initial deposit whether it's part of a payment plan or for their first month depending on your package then you can create a workflow to automatically follow up with them so you'll obviously as part of the workflow send that form so let's say it was that proposal um that we created earlier right and that will send with an a proposal email from there you can then add an action that says it will send an email let's say two days three days however long you want to follow up after the form is not completed so that previous form if this if this is not completed it will send that email that you created before so it might be a reminder email past due date right and then you can then apply that there so that will allow you to automatically follow up with someone if they haven't completed that payment or completed that tutorial that that proposal here it's a sample tutorial right but whatever that proposal is called so that's the first thing of how you automate it now in terms of actual payment reminders so if it's a recurring invoice or a payment plan they're going to be slightly different so the way to set up a recurring invoice is actually let's use the sample client that they have here so to set up a recurring invoice you'll go invoicing recurring invoicing now this is after that initial proposal that you've sent so you've done that you've created that okay so you'll go recurring invoicing ad okay sends every one month you might start invoicing on the first of every month okay then you'll put the new line item explain what it is um you can also just copy and paste from a previous package that you have here right so you've got that then you'll be able to start that recurrence and then that will automatically send every single time now when you start that recurrence for the client if we just come back to this here you'll see this here where it says auto pay now it's no so with a client you can have them select auto pay now you can't obviously force this but you can encourage it in an email as that first initial one as they're starting the recurring invoice you can make mention of selecting auto pay on their invoice and then that will automatically go but that's how you can see if they're not automatically now if they're not again you can create that workflow that if a payment is past due it can automatically send that email for them now the other part is if it's a payment plan so for payment plans you'll create those payment plans by going templates payment plans you'll create let's say it's a um you know 50 up front and then three days later well you will come down to this part where it says reminders and then you'll add reminders so you can add as many as you want you can send zero days before the due date after the due date whatever works for you um and you can add as many as you want there you can choose the email that it's got or you can write a brand new one so that's how you add those in depending on if it's a recurring invoice or a payment plan um but that is the general idea of the steps now that you have your client invoicing automated i would love to help you create a proposal that you can send to clients in 10 minutes so you don't have to wait more than 10 minutes actually send that client the proposal after a sales call so definitely watch that video uh to learn more about how to create your proposals