Well on the paper we did that for awhile but now have moved to ModernBill so the clients can generate there own. We find paper is fine we just thought it would become overwhelming in the long run so decided to make the switch now rather then later.
For billing solutions small wise 2checkout and paypal do fine.
For the big boys cannot comment on this as we have not reached that level yet but we itend to have a real merchant account by then. Something like authroize.net might work for you there.
Billing via email is fine we have all our invoices sent via email. I suggest getting a billing program such as excel or quicken to start off. As the client base gets larger invest on an online billing program such as modernbill, whmcoin, clientexec.
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I plan on using ModernBill as I feel its more professional and reduces the stress of trying to keep tabs on things.īThe fact that the clients can keep tabs on their hosting is also a great thing and I know they will appreciate that feature.
Originally posted by mulder I need to start billing my clients. I have a few questions on the subject and would like your opinions.
1. What are your thoughts on Paper Invoices versus Email Invoices.
2. How would you bill your clients if you only had 5 clients or less?
3. How would you bill your clients if you had a lot of clients?
1. Go with email invoices. Keeping a hard copy too would be ideal - but when you have over 100 clients, just not practical
2. 5 or less - we just did paper invoices at that time using Word!
3. Depends on what you need and which payment gateway you use really. We use clientexec and it fits our needs perfectly! Invoices are all automatic and we can backup/restore the database at any time. It also has a built in support centre.
For local clients you could use Paper invoices. But in time as you get more and more clients the postage cost will get to you.
We currently use ClientExec. It emails a invoice to the client and they can print the hard copy off for their records. As well a copy is sent to you for your records. In time I may move to ModernBill (I had tried it for a few months when we started almost 2 years ago) but so far ClientExec is still working for us.
For payments, do not limit yourself to PayPal. Offer 2Checkout, Paysystems, or a similar gateway to allow your clients the choice. Many do not want or like PayPal for personal reasons. As well, offer to accept Checks and Money Orders but clearly state that payment is due in your office on the due date and should payment not clear, the account can be cancelled without notice.
When we started way back when as a hosting reseller operating as WFS Web Services, we researched software available for hosting services to administer accounts receivable. Our criteria when we were researching is that the software must support 1000 to 5000 clients with minimal effort. We were small then. But we planned for the future. Our main accounting software is Quickbooks Pro and we use that to track in income and expenses accurately. Basically what I am saying is you may be small now, but plan NOW for the future. Don't wait until it is too late and you are faced with a mad scramble to catch-up.
Take a look at ubersmith also. The advantage to it is that you don't have to host it like you do with all the other ones that are mentioned. This is very important since you are just installing this onto a server that may not be secure enough to stop someone from getting all your billing information. Where as the servers that ubersmith use are locked down tighter than a drum.
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