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Using a builder invoice template to boost business efficiency

Builders don’t need office admin blocking the path to profitable growth. This article shows how a free builder invoice template can create a constructive way to work more efficiently.

As a builder, you’ll probably be familiar with this frustration: the busier you are, the faster the paperwork piles up.

Poking out of the top of the admin mountain is likely to be having to do the invoices. After all, they’re what bring in the money.

Switch to a free builder invoice template

The humble invoice has a lot to do. It’s not just telling customers how much they owe you. But also:

  • When you expect to be paid
  • Details of any terms and conditions you set for your services

And that’s just for starters. This article shows you what your invoices need to do. And also how to make billing easier using tools such as free builder invoice template.

Be better organised

Automating your invoicing frees you to concentrate on running your trade business. In particular, opting for a easy to use quoting and invoicing tool (like ours) makes financial sense.

Whether you’re starting or growing a builder business, a free template or tool can remove a lot of hassle.

The earlier you switch to automated invoicing, the sooner you’ll feel the benefit. As a builder, an invoice template should help to shrink that paperwork mountain.

how to use a builder invoice template - cash flow

Benefits of using a builder invoice template

The bigger the job, the better it is to use a template for invoicing. You could also create a sample invoice for a construction project to make sure you include all charges. This way, you can check everything is included before you send out the invoice.

Here are some of the important ways using a builder invoice template can boost your business:

Look more professional

Quotes and invoices are often the main things you hand to customers. You’ll want them to give the right information and create the right impact.

A builder invoice template shows you are:

  • Professional
  • Well-organised
  • Keen to charge your customers correctly
  • Expecting to be paid on time

Improve your financial planning

Accurate invoices issued promptly can be a massive help with your business budgeting. Keeping on top of your invoicing allows you to see more clearly into your financial future. For builders, that could mean planning to make ‘big ticket’ purchases, like new equipment or vehicles.

Control your cash flow

With automated invoicing, your cash flow forecasting should be up to scratch as well as your budgeting. Calculate cash flow daily, weekly, monthly or whenever you like.

Cash flow control helps you to avoid running out of money.

Pass on business costs to customers

As well as labour costs, builder jobs usually involve materials and other business expenses. A template is useful if you want to price up a job that involves multiple costs.

The amounts you charge customers are down to you. Builders often mark up the cost of materials. That way, you’ll earn more profit on any jobs you carry out.

As an example, this could include costs for hire or repair of builder tools that you need for the work.

Keep accurate business records for tax and accounting

The great thing about using a builder invoice template is that it contributes to providing high-quality business paperwork.

This is essential for your accounting and tax calculations.

For your tax returns to HMRC, you’ll need income and expense information. A dedicated invoice template for your building work can give you greater peace of mind about the information you submit.

Failing to keep adequate records, could see you facing a £3,000 HMRC fine.

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how to use a builder invoice template - apps

Why digital beats paper for a builder invoice

It’s tempting to think you need a pen and pad to do a quote and then invoice work. But a builder invoice template is intuitive and easy to use.

Going digital with your invoicing can make a huge difference to both accuracy and efficiency.

Disadvantages of hand-written invoices

  • Cost of buying invoice pads with duplicates – one for you one for your customer
  • Keeping a record in a ledger of every invoice and when it was paid
  • Errors likely which make keeping accurate business records harder for you
  • Storing paperwork somewhere secure – it can build up over the years

Advantages of a builder invoice template and tool

Relying on software for something as important as invoicing may sound a bit daunting. But it needn’t be. Like most software nowadays, invoice template tools are designed to be easy to use.

With a builder invoice template you should be able to:

  • Add your business details
  • Create an invoice from an existing quote automatically
  • Add your own customer leads
  • Receive new leads in your local area and quickly add a new quote
  • Send quotes and invoices directly to customers

Want to know more? See how our tool has been created for use on the go.

What you need to include in a builder invoice template

A builder invoice template should make a trade professional’s life easier. Each time you prepare a quote or invoice, the template guides you through from start to finish.

Here’s a checklist of what goes in a typical trade business invoice:

  • Invoice number – unique and in sequence
  • Date
  • Your trading name, address and contact details
  • Customer details (of whoever you are invoicing) – their name and address
  • Description of the work or service you have provided
  • Dates when the work took place
  • Amount charged – including your time and any materials they are to pay for
  • VAT – if you are VAT-registered
  • Payment terms (see below) – when you expect to be paid
  • Your trade business account details – for customers to pay you

These are the main components for self-employed sole traders. If your trade business is a partnership or limited company, other details may be required.

Try our quoting and invoicing tool

It makes invoicing easier for Checkatrade members

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How an invoice template can help you get paid on time

Using a builder invoice template should mean you give customers all the information they need to pay you on time.

Include your terms & conditions

As part of your invoicing, you can include wording to help things run smoother. These are often called ‘terms & conditions’ – or Ts & Cs.

They cover lots of things that help you run your business better.

Explain how you want to be paid

Terms and conditions tell customers how you work. They help customers understand what you will – and won’t – be doing. They can also say when and how you expect to be paid.

Put your payment terms in writing on your invoice. That can avoid misunderstandings later on or late payments.

Say what payment methods you accept

If you’re using a free invoice template, then online payments could make sense. You’ll probably find that nowadays more customers are comfortable making digital payments.

Taking card payments should make it easier to match money coming in against your invoices.

Dealing with late payers

With good customer relationships, you’ll hopefully rarely be in the awkward position of having to chase up invoice payments.

But business life isn’t always simple. You may need to chase overdue invoices. If that’s ever the case, you have certain rights as a tradesperson for getting paid.

Knowing your invoicing is accurate by using a template should help if you’re forced to take legal action or use debt collectors.

how to use a builder invoice - more leads

Find more leads with Checkatrade

Once you’ve got your builder invoicing cracked with a template, you’ll probably have more time for work. That could mean you need to find more customers.

Joining Checkatrade is a great way to get more sales leads. We can support you in lots of other ways.

They include:

Key takeaways

  • An invoice template can help your business work more efficiently and profitably
  • Templates can create an example or sample invoice for any construction project
  • You need an invoice for any costs you need to include and manage when you want to charge your customers
  • Professional-looking invoices help customers feel confident they are being charged accurately and fairly – leading to higher satisfaction
  • Using a builder invoice helps you improve budgeting and cash flow management
  • Using a builder invoice template should provide a complete set of financial information covering relevant tax periods to reduce the risk of being fined by HMRC for inaccurate or lay tax returns

Ready to grow your trade business as a builder?

We'll help you find more local construction and building jobs

Sign me up

 

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