Invoices Matter, and Here’s Why

As an entrepreneur or freelancer, teaching people how to treat you and your business is one of the most important lessons you’ll ever learn. It’s about setting the tone for professionalism, respect, and value right from the start. That means running your business like the “big guys” do. Why? Because when the day comes that you become the “big guys,” you’ll already understand why all these little things—like sending invoices—add up to big things

The Problem with “Cash and Handshakes”

I often hear from creators, entrepreneurs, and small business owners that they operate on a “cash and handshake” system. No deposits, no invoices—sometimes not even a registered business. Yet, they want to grow, scale, and command respect from clients.

Here’s the truth: cutting corners in these foundational areas doesn’t just shortcut your process—it cuts you out of opportunities to grow. Without proper documentation like invoices, you lack the structure that helps businesses thrive, builds trust with clients, and sets you up for scalability.

So let’s talk about invoices—why they matter, how to create them, and how they can elevate your business.

Why Are Invoices Important?

1. Professionalism
   Sending an invoice signals to your clients that you take your business seriously. It establishes you as a professional, not someone doing this as a hobby or on the side.

2. Clarity
   Invoices ensure that both you and your client are clear on what services were provided, the cost, and the payment terms. No more miscommunication or awkward disputes over money.

3. Financial Tracking
   Keeping track of invoices helps you understand your revenue, track overdue payments, and prepare for tax season.

4. Legal Protection
   An invoice serves as a legal document. If a client refuses to pay or disputes the work, your invoice can serve as evidence.

5. Scaling Your Business
   The systems you put in place today, like invoicing, make it easier to grow. When it’s time to work with bigger clients or hire a team, you’ll already have the tools and structure in place.

6. Rate Adjustments
   Invoices make it easier to outline special pricing. For example, if you need to increase rates due to a last-minute booking, expedited turnaround, travel, or additional services requested, invoices let you document those changes clearly and professionally.

How to Create an Invoice

Creating an invoice doesn’t have to be complicated. Here’s a step-by-step guide:

1. Choose a Platform or Template
   There are plenty of tools to help you create professional invoices, but I personally recommend Square. I’ve been with Square since they were a startup and have watched them grow into the powerhouse they are today. They’ve built a platform that’s reliable, easy to use, and perfect for entrepreneurs and small business owners. Other great options include:

   • QuickBooks (streamlined for bookkeeping and invoicing)
   • Wave (free for small businesses)
   • Canva (great for customizable templates)
   • PayPal or Stripe (built-in invoicing tools)

2. Add Your Business Details
   Include your:

   • Business name or your full name
   • Contact information (email, phone number, website)
   • Logo (if applicable)

3. Include Client Details
   Add the client’s:

   • Name or business name
   • Contact information

4. List Services or Products Provided
   Clearly outline what was delivered. Be specific about:

   • Description of the service/product
   • Quantity (if applicable)
   • Rate per hour/item
   • Total cost for each item

5. Add Payment Details
   Include:

   • Subtotal
   • Taxes (if applicable)
   • Grand total
   • Payment methods accepted (e.g., bank transfer, PayPal, Square, etc.)

6. Specify Payment Terms
   Outline when payment is due. For example:

   • “Net 30” (payment is due within 30 days).
   • Request an initial deposit—50% upfront is standard, but you can require full payment if the service date is close. This protects your time and ensures a commitment from the client.

7. Send and Track
   Email the invoice directly or send it through your invoicing platform. Platforms like Square and QuickBooks let you track when the client views the invoice and send automatic reminders for overdue payments.

Pro Tips for Invoicing

• Use Automation: Platforms like Square and Wave allow you to schedule recurring invoices, saving you time.
• Request Deposits: Always require a deposit upfront. Depending on the service, this can range from 50% to 100%, especially for last-minute bookings.
• Adjust Rates When Needed: Charge additional fees for expedited services, quick turnarounds, or unexpected scope changes. Include these changes clearly in your invoice to maintain transparency.
• Follow Up: If payment isn’t received on time, send polite reminders. Consistency is key.

Let’s Get You on the Right Path

Invoices are just one piece of the puzzle when it comes to running a professional, scalable business. Whether you’re struggling to find your footing or looking to fine-tune your systems, I’m here to help.

As your creative director and advisor, I can guide you through everything from structuring your business and invoicing to branding and strategy. Together, we’ll build systems that not only motivate you but help you operate at your best.

Reach out today to discuss how I can help you transform your hustle into a thriving, sustainable business. Let’s get to work—because big things start with the right small steps.

Hope this helps, 

– Brandon