Are you struggling with tedious invoicing? Discover how I transformed the invoicing process for one of my clients, making it efficient, automated, and easy to manage!
Last week, I received an email that highlighted the value I bring to my clients:
“I [was] invoicing today and thinking about you, and how my life became so much easier. … I just want to hug you, that's how happy I am about your work.”
This client had a long, tedious invoicing process that required improvement. She values full transparency and provides her clients with accurate and detailed invoices. Her staff used to fill in timesheets with work details and time spent on each client, but the process was cumbersome. The timesheets were extremely bulky (over 60 columns wide) and not user-friendly. Formulas were manually adjusted every month, risking accuracy, and gathering all tasks completed for each client was very manual. Invoicing was a headache and a time-consuming task each month.
She reached out to me for help, and here’s how we introduced automated invoicing solutions to streamline her process:
Simplifying and Automating Invoicing
Automated Data Entry: We created a table with drop-downs for client names and automated formulas for easy calculations, reducing manual entry and errors.
Reduced Table Size: We minimized the table to 10 columns, less than 1/5 of its original size, allowing everything to be seen at a glance without scrolling.
Automated Formula Updates: Data was stored in a table format that automatically copied formulas as the table grew, eliminating the need for monthly manual adjustments.
Adding Real-Time Insights and Efficiency
Invoicing Summary Table: A separate table now summarizes the last invoicing date for all clients, the hours logged since the last invoice for each staff member, and the total to be invoiced.
Staff Performance Stats: Another table provides stats on staff performance, highlighting areas of concern at a glance. Enter any date, and the table auto-populates from that date onward.
Efficient Invoicing: For actual invoicing, a summary of only the clients that need to be invoiced is provided, along with a task list of jobs completed for each client, ready for quick copy and paste into the invoicing software.
Key Benefits of Invoicing Automation
Improved Accuracy: Automated formulas and streamlined data entry reduce the risk of human error.
Time Savings: Significant time savings allow staff and the client to focus on more important tasks.
Real-Time Insights: Automated tables and summaries provide real-time insights for quicker decision-making.
Scalability: The solution scales with the business as it grows.
Employee Satisfaction: A less tedious process improves employee morale.
Client Satisfaction: Faster, more accurate invoicing increases client satisfaction.
This was a HUGE win for my client, who was getting frustrated with Excel. After using the new and improved automated invoicing tool for the first time, she sent me the heartfelt email above.
Ready to Simplify and Automate Your Invoicing Process?
Do you have any tedious processes that you’d like to accomplish in a fraction of the time but don’t know how? Please reach out for a free consultation to see how we can Excelerate your business together.
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