6 Techniques You Can Use to Personalize Your Invoices

6 Techniques You Can Use to Personalize Your Invoices

Sending and paying invoices is nobodies favorite task. However, it’s an integral part of operating a business. If you want to increase your chances of getting paid on time and strengthen the relationship you have between you and your clients, it’s imperative that you personalize your invoices.

Here are six techniques that you can utilize to personalize your invoices:

Use Your Client’s Name

Dale Carnegie once said, “Remember that a person’s name is to that person the sweetest and most important sound in any language”.

Carnegie was right. In fact, science has backed his claim by concluding that hearing your own name triggers an entirely different part of our brain than other words or phrases. With that said, this strategy can be extremely effective when sending invoices to clients. Try to include their name in the comments section or anywhere besides the allotted section for the client.

For example, in the comments you can include, “I hope you enjoy the website Design, James. It was a pleasure working for you.” This will both grab your clients attention and begin to foster a stronger relationship between the two of you.

Include Your Logo or Headshot

One of the simplest ways to customize an invoice is to include your logo or even a professional headshot. This will allow your client to easily distinguish your invoice from the of the papers floating around their desk or documents on their computer. In fact, adding a company logo to your invoice will increase your chances of getting paid by 3 times!

If you’re a sole proprietor or a freelancer and don’t have a custom logo, feel free to include a professional headshot on the invoice. This will allow your client to put a face to your name and will also drastically increase your chances of being paid on time.

Be Courteous of International Clients

If you have clients overseas or even domestic clients who you know are from other parts of the world, it’s always a good idea to invoice in local currencies and languages when applicable. There are plenty of free translation tools out there that you can easily use to translate your invoice to their preferred language.

In addition, it’s very important to choose an invoicing platform that supports payments in multiple currencies. If you require your clients to deal with currency exchanges when billing, it will likely create friction come payment time.

Consistent Branding

When looking for an online invoicing company, you should inquire about the ability to add custom branding to invoice templates. Without this ability you won’t be able to match your company’s brand to the invoice. This isn’t a deal breaker, but it’s a great way to add a bit more flare to your invoice. Additionally, it will essentially train your client to distinguish your invoice from the rest.

Invoicing is often overlooked as an area to push your company’s brand. When branding your invoice make sure you are very meticulous about details. Make sure you match your branding down to the fonts. This may seem like finite details, but every bit counts when establishing your brand presence. Any discrepancy may come off as sloppy and unprofessional.

Offer Special Deals and Discounts

Everyone likes to get a deal no matter how big or small. This is a great way to attract additional clients and encourage more business from existing ones. Invoicing products like Flint allow you to create custom coupons to send to your clients.

Here are two types of coupons you can create that are extremely effective:

  • 10% Off Your First Purchase: This coupon is standard in nearly every shopping experience. This encourages new business without taking much at all out of your bottom line.
  • ‘X’ Dollars off Your Next Order: Use this coupon for clients who are repeatedly coming back for more business. It shows that you’re grateful and aware of your relationship. Additionally, you can strategically choose the amount so you can impress your client without sacrificing significant cash flow.

By offering coupons, you’ll also encourage referrals as your existing clients will be able to incentivize new clients to give your products or services a try.

Take the Time to Learn About Each Client

Everyone likes to feel special from time to time. If you take the time to learn a bit more about each of your clients you’ll have the opportunity to go the extra mile when personalizing your invoice.

For example if you’re invoicing a client and you know they have a birthday coming up, you can send them a coupon along with the invoice wishing them a happy birthday. These little details can go a long way in locking in long-term and fruitful relationships with clients. I strongly recommend taking the time to learn something unique about each and every one of your clients. It won’t go unnoticed.

Final Thoughts

Sending an invoice is a special opportunity to push your personal brand. It’s no secret that people aren’t too fond of financial documents like invoices. That said, you should always do your best to “soften the blow” when sending an invoice to your client. In order to do so, I suggest using any or all of these six techniques that are guaranteed to personalize your invoices.


Posted by John Rampton   |   July 17, 2017   |   Share on: