Invoice design??

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I recently went out on my own, welding-fab business. Is there anyone that can offer advice on invoice design-billing. I have inspected several pre-forms but not sure what info should be given. I feel that when billing a bid job, labor-mat-etc., if disclosed, can discourage return clients. ANY ADVICE?....Also, any advice on time-frequents of billing?Miller TrailBlazer 251Miller HF-250-1Miller MaxStar 150 STLHyperTherm PowerMax 380 plasmaLincoln PowerMig 180Millermatic 252Miller Diversion 180
Reply:Microsoft has many available invoice designs available for free download that uses their programs.  Also many other business forms for quotes, time etc.Esab Migmaster 250Lincoln SA 200Lincoln Ranger 8Smith Oxy Fuel setupEverlast PowerPlasma 80Everlast Power iMIG 160Everlast Power iMIG 205 Everlast Power iMIG 140EEverlast PowerARC 300Everlast PowerARC 140STEverlast PowerTIG 255EXT
Reply:More and more people have a laptop in the truck and make there own invoices. If you go the preprinted route make sure that there is room to write in detail what was done.Those little 5x8 books  don't cut it .As for the disclosure issue, Discolse it all in detail. Honest people don't mind pay an honest bill but they want to know what they're paying for. Anything you don't disclose upfront will come out of your pocket one day. Someone might get upset if the bid is more than they can afford but you can't afford to take jobs that can't be payed for. now on the other side of it people are going to feel like you're sticking it to them if a moble welder charges a haz mat fee.Yep, you pay them and have to pass it along but make things like that part of your hirly rate.Tough as nails and damn near as smart
Reply:You are talking invoice?  I send an invoice to when work is complete or near completion.  It is simple-usually the final price with a simple description of service provided.  My description might read " hand rail"  or "ladder".  I itemize things are itemized in a proposal/contract.  Regardless of how much information you put in the contract, the price should recover everything to do the job including your labor and profit.One thing that is quite important is the numbering system.  If you do repeated business with a  a company, they might track invoice numbers.  If number are duplicate they might kick it out and delay payment.    I had a couple kicked back for a state agency I did work for-- that is no fun because waiting to get paid and you receive your invoice in the mail instead of your check after a month of waiting.  I use a invoice copies of microsoft.  I have modified them over the years.  Most of my contract or invoices are sent via computer.  I don't understand time-frequent of billing.I expect payment when the job is complete.  When you take a job you need to know how they pay( immediately, weekly, 30 days, etc.)  Also, know when invoices need to be received in order to get paid on the current cycle.  Knowing that might help priortize starting times when you have worke stacked up.
Reply:It's a matter of personal preference really.  I carried a "portable register" in my rig for on site work.  These can be purchased through NEBS, along with the continous carbonless invoice forms that get loaded in them.  NEBS (New England Business Systems) prices are great also.  We owned and operated a part time printing business for a few years, but couldn't print continous forms.  Also, I could buy my raised letter business cards from them more reasonable than I could buy them from my sub contractor printing folks (we could only print flat letter cards)   Here's a link to NEBS:  http://www.nebs.com/Unless arranged before hand, or, in the case of large corporate accounts (who almost always have a payment cycle of 30 days), I had it imprinted on my invoices  NET DUE IN 7 DAYS.  We're not bankers, we need out money soonest.  You'll soon learn who are the rapid paying accounts, and who has to be "chased".  If you have slow paying accounts, don't be afraid of asking for your money.  Just do it politely.I also used "Proposal" (Bid) carbonless forms I purchased from NEBS.  NEVER, leave anything off the bid.  It will bite you in the butt eventually.  Even if you screw up and forget to add some material for the job, that too can create problems.  I also had it printed on the bottom of my bid forms that the bid was valid for 7 days.  For commercial accounts that require a more formal paper work process, I used a program for my computer called  "My Invoices".  You can customize it any way you like, add logos, material prices, etc.  Really a great, inexpensive program for us small business owners.  It also allows you to back up your files on a disc or USB drive.  This is great when upgrading computers.I also had a minimum of 1 hour, plus material, for any portable welding.  Over 1 hour, I charged in 5 min increments.  Here's the break down for that.  5min=.084; 10min=.168; 15min=.25; 20min=.334; 25min=.418; 30min=.50; 35min=.584; 40min=.668; 45min=.75; 50min=.834; 55min=.918.  My time started when my truck started.  On long distant jobs, I recorded the time it took me to get to the job site and would double that when preparing the invoice.  So, if it took me 2 hours to get to the job, and 5 hours and 20 minutes for the repair, my total invoice would be:  9.334 x $60 (what I charged for arc welding per hr), plus any materials I used on the job.Materials:  We buy steel by the pound.  I converted ALL my material prices over to PRICE PER FOOT.  Then I recorded everything in a notebook by shape and size.  If I paid .50 cents per lb, I charged $1.00.  I doubled ALL my material prices for resale.  If you have to pick up hardware, etc, for a job, ALWAYS add something to the price you paid for it.  You can't make a living charging customers what you paid for it.I hope some of this helps you with your new venture.  It's been said that any new business can't expect to make a viable profit for possibly the first 2 years.Good Luck with your new undertaking.  I hope you do well.
Reply:Quick Books.Talk to someone at Kinko's to help with a logo design, then save that logo onto your computer.  Then use that logo on all your invoices, contracts, statements, etc....  Using QuickBooks will allow you to set your costs-vs-sale prices, keep track of what is taxable, what isn't taxable, keep track of your hours, travel costs & they even have a way of paying your taxes based on what you input into the program.  If you don't like QuickBooks, Peachtree has a system, ADT has a system, all the big software companies have a system for tracking your expenses & earnings.You can even get a demo version of QuickBooks for free.  http://quickbooks.intuit.com  If you don't want to learn accounting & work as many hours with your books, QuickBooks is the way to go.Also use the suggestions Paweldor had.  You will need hand written forms for the one off job.  NEBS is a good place to get stuff from, although they can be expensive in some cases.  Make sure you earn enough to cover your office supplies too - just don't list the cost of the invoices/computer software on the contract.Last edited by MarkBall2; 11-30-2008 at 11:25 AM.MarkI haven't always been a nurse........Craftsman 12"x36" LatheEnco G-30B MillHobart Handler 175Lincoln WeldandPower 225 AC/DC G-7 CV/CCAdd a Foot Pedal to a Harbor Freight Chicago Electric 165A DC TIG PapaLion's Gate Build
Reply:i just got a sample package from nebs.they have a lot of good stuff
Reply:I have my quotes and Tax Invoices in a similar format so to transfer details it is a simple Control C/V Its a word document with formulas built in .  You right click in the far coloumn and it does the calc. for you or you can change it by Lay out>Formula > adjust in Word 2007Logo are good. Attached FilesQ3 - Copy.doc (98.5 KB, 149 views)Tax Invoice - Copy.doc (99.5 KB, 86 views)A good guess is better than a bad measurement
Reply:Originally Posted by tapwelder(EDIT)One thing that is quite important is the numbering system.  (EDIT).
Reply:I agree with Mark, try Quickbooks.Not only does it have a form for everything, but you can run your entire business from it, including inventory on some versions.The best things in life all come on a stick!
Reply:Well around here it's maybe more simple, invoice is email on Sunday night. If payment isn't in the bank by Thrusday then the gear is loaded up and I'm gone.  All done in excel as it's so easy to do what you want.I'd rather be hunting........USE ENOUGH HEAT.......Drifting around Aussie welding more pipe up, for something different.....wanting to get home.
Reply:Originally Posted by tapwelderYou are talking invoice?  I send an invoice to when work is complete or near completion.  It is simple-usually the final price with a simple description of service provided.  My description might read " hand rail"  or "ladder".  I itemize things are itemized in a proposal/contract.  Regardless of how much information you put in the contract, the price should recover everything to do the job including your labor and profit.One thing that is quite important is the numbering system.  If you do repeated business with a  a company, they might track invoice numbers.  If number are duplicate they might kick it out and delay payment.    I had a couple kicked back for a state agency I did work for-- that is no fun because waiting to get paid and you receive your invoice in the mail instead of your check after a month of waiting.  I use a invoice copies of microsoft.  I have modified them over the years.  Most of my contract or invoices are sent via computer.  I don't understand time-frequent of billing.I expect payment when the job is complete.  When you take a job you need to know how they pay( immediately, weekly, 30 days, etc.)  Also, know when invoices need to be received in order to get paid on the current cycle.  Knowing that might help priortize starting times when you have worke stacked up.