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How to avoid common invoicing errors | GoCardless Skip to content
How to avoid common invoicing errors Written by GoCardless The GoCardless content team comprises a group of subject-matter experts in multiple fields from across GoCardless.
The authors and reviewers work in the sales, marketing, legal, and finance departments. All have in-depth knowledge and experience in various aspects of payment scheme technology and the operating rules applicable to each.
The team holds expertise in the well-established payment schemes such as UK Direct Debit, the European SEPA scheme, and the US ACH scheme, as well as in schemes operating in Scandinavia, Australia, and New Zealand. See full bio Last editedFeb 2020 — 1 min read
What is an invoice? Industry approaches to invoicing How to prepare an international invoice Automated invoicing Receiving payment of invoices Unpaid and overdue invoices The future of invoicingBuild invoicing into your business workflow
Is GoCardless right for me?A guide to common mistakes made when demanding payment and tips on how to avoid making them.
If you make mistakes with your invoicing process, it could cause serious problems. You might confuse your customers, delay payment and even harm the reputation of your business. Some of the errors to avoid include the following.
Using manual invoicing systems Some small businesses still send paper invoices. These take time to arrive – at least a day and often much longer – which immediately increases the payment time. Paper invoices also take longer to process and can be prone to duplication, plus they’re more likely to contain errors.
Increasingly, Australian small businesses are moving to accounting software, which can generate and send invoices automatically, or at least with minimum effort. Such invoices can be delivered by email and in some cases paid directly online by the recipient. Even better, late payers can be tracked and politely reminded if they haven't paid on time.
It's not hard to misspell a company name, or address an invoice to the wrong person. This causes delays while the mistake is discovered, a new invoice requested, and the amended document re-sent. Check before sending your invoices.
You can also avoid confusion by being clear and detailed in describing which products or services have been provided. Don’t give your clients any reason to dispute an invoice.
Asking for the wrong amount One of the most likely reasons for non-payment of an invoice is if the amount is wrong. Always double-check the amounts in your invoices, to ensure they match what was agreed with the customer. There's potentially a lot of accounting hassle involved – for the customer as well as for you – if an incorrect invoice is processed and paid. Be sure to get it right first time.
Including the wrong GST rate If your business is registered for GST , make sure you use the right calculation for the goods and services provided. Also, ensure you're charging the correct rate, based on the items and services you're selling and whether you're selling overseas. Check with your accountant if you have any questions. It's important to get this right, otherwise you run the risk of being investigated by the Taxation Office.
Make sure that your company’s payment details, bank account number and mailing address are correct and easy to read. Try to offer several different payment methods, to give your customers more ways to pay you. Sending an e-invoice that includes a link to an online payment service can make your customers' lives easier. That, in turn, means you're likely to get paid faster.
Interested in collecting payments by Direct Debit? Find out if online Direct Debit is right for your business
Over 100,000 businesses use GoCardless to get paid on time. Learn more about how you can improve payment processing at your business today. Contact us Seen 'GoCardless Ltd' on your bank statement? Learn more
GoCardless Ltd, 55 Collins Street, Melbourne VIC 3000, Australia
GoCardless Ltd (company registration number 07495895) is registered as a foreign company in Australia, ABN 17 606 261 74, and holds an Australian Financial Services licence (AFSL), number 478976.
Try a better way to collect payments
Try a better way to collect payments