How to Invoice a Client as a Contract Learning Designer

You’ve done the work. It’s very, very good work (duh). Now it’s time to collect the cash monies. Oh boy, oh boy, pay day! But not so fast freelie, there’s one more step before you can flop around like a fish in your kiddie pool full of cash. Do you know what it is? If you guessed “hose-blasting the spiders that live in my kiddie pool back to Hades,” you’d be half right! But, we’re talking about how to invoice a client as a contract learning designer, silly.

Lest you’ve struck a pact with your client to be paid exclusively in gold pirate doubloons sent via long boat, you’ll need to know how to invoice a client upon completing a project! If you can believe it, there was a time very early in our freelancing career when we didn’t realize this. We thought that it was always on the client to bring up the money talk after a project was over. Oh, how wrong we were. But don’t fret, we’re here to help you learn from our mistakes.

Of course, your invoicing flow will vary with each client and there will be stuff negotiated and in your contract. But, chances are, someday soon, you’ll have to invoice a client.

Now let’s talk about how and what to send so you can get your goodies in a timely manner.

Client, Dearest

You should not be sending paper invoices. No paper invoices. NO PAPER INVOICES, EVER!!! Do we make ourselves clear?

You can send and track your invoices via email so that you always have copies “on the cloud.” But you can also use software for this. You can use them to generate PDF invoices that you send via email, or have the robots that live inside your computer do all the work for you. Some even follow up on things that are past due without you telling them to! Thanks, computer robots!

Ok, let’s chat about some software options for invoice management. As always, be sure to do your own personal research to find the best fit for you and your current needs. You’ll want to be sure you’re not paying an exorbitant price for features that you don’t really need yet! Show those computer robots

who’s boss!

There are so many choices out there when it comes to choosing a software. Platforms like Harvest serve as a timesheet program that also helps you keep track of projects and invoicing. You can generate a PDF or send right through the platform, and even collect payment. Some other options are: Invoicely, Sage 50Cloud, Netsuite ERP, vCita, BigTime, Zoho Invoice or Books, Freshbooks, FreeAgent, and Tipalti.

Do you want a software that’s web-based or located right on your desktop? Given how often we’re switching between devices, we recommend getting something that’s web-based so you can check on your stuff at any time.

For instance, maybe you’re deeply engaged in Pokemon Unite on your phone when you suddenly get a case of the “invoice anxiety sweats.” Did you get paid by your last client?! DID YOU LEAVE THE FLAT IRON PLUGGED IN!? While you have to use old-fashioned “moving your body” (yuck!) to check on the fire hazard, you CAN use your web-based software to check the status of your invoice on your phone right now! Isn’t that a relief?

Remember, you are more powerful than the computer robots! They can’t tell you what to do…THEY. CAN’T. TELL YOU. WHAT. TO DO……….

Anyway! To generate invoices in most of these platforms, you upload your logo, contact details, client details, and project details. You can also set up recurring invoices and a follow-up schedule. If you use the software consistently, you’ll easily be able to tell which bills are paid, which are pending, and which ones have been ignored.

Make it Nice!

There are some things that you can add to your invoice that serve as sneaky lil’ marketing tools. Not sneaky in a bad way, but stuff that hammers home the message of what your services are and how valuable you are.

Because you, friend, are valuable. More valuable than a brand new slanket full of $500 bills. We recently found out that $500 bills really do exist, by the way. Imagine trying to break one of those at Target! I bet they could. They can do anything. The wind beneath our wings, you might say! *wipes away a single tear*

Here are some stealthy marketing techniques you can use with your invoices:

Give Thanks

That means, give thanks! It’s a nice touch if on your invoices you leave a cute little box in the bottom corner for a unique note of thanks. You don’t have to handwrite it, typing is just fine. But this personal touch can score you major points with the omnipresent spirit of Mister Rogers…and also your client.

Get Social

Put your social media links on the invoice so that your customers can find you on LinkedIn, Twitter, Instagram, Facebook, etc. But PLEASE only share your “professional” pages. DO NOT share your Tim Robbins Facebook appreciation group,

"Tim Robbins is a Tall Drink of Water,” with clients. Granted, it’s hilarious and vital to our culture, but trust us on this. Do send it to us, though.

If you have official business pages, of course share those. If you don’t but you have separate PROFESSIONAL social media pages, feel free to put those on there. It shows you’re an open, warm person who loves to connect with others. This equates to trustworthiness in the eyes of your clients!

Stay on Brand

Choose a template that represents the zeitgeist of your business. Use colors that work with your logo’s color palette. Don’t make it so whimsical or busy that people can’t read it or take you seriously, though. Yes, this means that your favorite Pokémon should NOT be in the background. Keep that stuff to yourself! We’re all business growed-ups here! (Our favorite Pokémon is Snorlax, FWIW).

Be Generous

No, we don’t suggest working for free or anything, are you crazy!?

What we mean is, once you get established, add some fun and useful extras to your invoice if you are so inclined. You could add a box on your invoice about a free webinar you’re offering that can teach your clients how to solve a common business problem (hose-blasting spiders).

This could be stuff like helping them identify business goals that training can solve or even teaching them how to develop a quick tutorial in Storyline.

You might also want to include a link to a page on your website that outlines the complete list of services you provide, so they can keep you in mind for their next projects.

Invoice Essentials

Let’s talk about some specific items you don’t want to leave off your invoice! The following is just a taste of what some of those things are.

Include a Header. This is the area where you’ll put your business name. It’s a great spot for your logo, if you have one! But make sure you type out your business name up there, too.

If you don’t gots a business name, you can just use your own name, since that’s how you’re doing business, right? Just in case you have a common name, put your first, middle initial, and last name. Gotta make sure you stand out so clients 100% know who exactly they need to give up their cash monies to!

Set a Date. Put two dates on the invoice: the date you’re sending and the due date for payment. This helps you enforce any “must be paid within 30 days” or similar policies you may have in your contract. If you didn’t discuss a due date, you can always use the trusty phrase “To be paid upon receipt.”

Put a Number on It. Give each invoice that you send its own number, for tracking purposes. To keep things easier in the long term, invent a numbering system that works with your own brain. For instance, we usually include a 3 or 4 letter acronym for our client’s company name plus the invoice date.

Break Out That Kiddie Pool!

There ya have it! Some of our favorite tips n’ tricks for creating and sending one heck of an impressive invoice. Your invoice will be so good, clients will be all like, “Wow, I can’t wait to receive their next invoice so I can gaze upon the sublime once more.”

And don’t be afraid to follow up close to the due date of your invoice with a (very) friendly email asking how things are going. You can drop in one of those classic “Just checking in to see if you need anything else” lines.

If they respond and still haven’t paid and the invoice becomes due, do one of those innocent “just checking to see if you got it or if there are any issues.” No one has ever used these lines before and your client will NEVER see them coming. Just another example among MANY of how we’re much more smarter than the computer robots.

And don’t forget to give yourself a pat on the back! You should feel very proud that someone out there knows your worth and values your hard work as much as we do.

Now let’s go annihilate those spiders and go for a cash

swim, freelie.