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By Madelon Bernard. Invoice. Published at Saturday, March 09th, 2019 - 22:11:05 PM.

Invoices can sometimes be an Accounts Payable (AP) clerk’s worst nightmare, especially if it takes hours and hours to manually process a single paper based invoice. Numerous things could go wrong with processing invoices manually; which can become very costly for business. Below we have listed five of the top invoice problems.

Electronic invoices contain all of the information required in a traditional, paper invoice in an encrypted format, including data on the sender and recipient, such as their name and Tax ID number, the date of the invoice, the sender’s legal address, the amount of the invoice and the percentage and amount of VAT, among other information.

As long you are looking for something online, you have to be prepared to face some hurdles. There are numerous hurdles that you will encounter and the top on the list are scams. Although you may find an invoice format or template that you think is good, you may be made to pay a lot of money for it. It is thus important to look for trustworthy sites that will not use up a huge chunk of the company funds.

Many AP departments receive thousands and thousands of paper invoices per year, which will need to be manually keyed into a finance system. This process is very slow, inefficient and costly. It is very easy to lose or misplace important paper documents when handling them manually, but with an automated invoice processing solution all documents can be stored electronically. The AP team will be able to retrieve invoices instantly, meaning no more time will be wasted searching for invoices in filing cabinets or folders.

Itemized List of Services – must be specific People want to know what they’ve paid for. Most people will not pay for something described merely as ”Design.” Tell them exactly what they have received: e.g. ”Design of three-page static website for Sporting Goods Department.” Be as specific as possible. In five years, would both you and the client know what you meant by your description? Also, specify whether the charge is project-based or hourly.

After the purchasing company receives full payment for the invoice, you’ll receive the remaining value minus a ’factoring’ fee. This fee is based on a number of factors, including your customer’s credit worthiness, the average terms, and the invoice number and size. However, generally, the invoice factoring fee is up to five percent of the invoice value.


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