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Poll: How often do you invoice?
Thread poster: ProZ.com Staff
ProZ.com Staff
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SITE STAFF
Jun 27, 2012

This forum topic is for the discussion of the poll question "How often do you invoice?".

This poll was originally submitted by Marlene Blanshay. View the poll results »



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Mary Worby  Identity Verified
United Kingdom
Local time: 06:06
Member
German to English
+ ...
Once a month Jun 27, 2012

Almost invariably my invoices are sent out once a month. The only exceptions are a couple of customers I have that request an invoice after every job. Plus, if I do a job for a new customer in the first half of the month, I like to send out an invoice immediately in order to get the payment wheels in motion that little bit sooner!

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Samantha Payn  Identity Verified
United Kingdom
Local time: 06:06
Member (2008)
Russian to English
+ ...
Just moving over to once a month Jun 27, 2012

It used to be on completion of each project but I have just streamlined my business process system and will be invoicing once a month from now on.
For those who may be interested, I use Quickbooks accounting software and have just started using the "Estimates" facility to maintain a "work-in-progress" board for myself. I do not send estimates to my customers (unless they ask for one, of course) but once I receive a job request I log it as an "estimate" on Quickbooks setting the date as the due date for the project. This means I have a date sortable list of projects in hand: there is also a memo field for each estimate which can be shown in the list view, giving me the opportunity to add a note to myself with any other details that may be pertinent. This system also means that I enter most of the detail for invoicing at that stage, making invoicing much simpler, as that can be generated straight from the estimates data.


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Veronica Lupascu  Identity Verified
Netherlands
Local time: 07:06
Dutch to Romanian
+ ...
Once a month Jun 27, 2012

Samantha Payn wrote:

For those who may be interested, I use Quickbooks accounting software and have just started using the "Estimates" facility to maintain a "work-in-progress" board for myself. I do not send estimates to my customers (unless they ask for one, of course) but once I receive a job request I log it as an "estimate" on Quickbooks setting the date as the due date for the project. This means I have a date sortable list of projects in hand: there is also a memo field for each estimate which can be shown in the list view, giving me the opportunity to add a note to myself with any other details that may be pertinent. This system also means that I enter most of the detail for invoicing at that stage, making invoicing much simpler, as that can be generated straight from the estimates data.


Once a month for a while now, but in the beginning I used to issue an invoice and deliver it along with the project (very much time consuming). Now I just keep an excel with all my projects, rates, payment record, invoice nr. etc. It helps me not to forget any project, especially those small, in-between projects.

I also use Quickbooks for issuing my invoices, my sister accountant recommended it to me, but didn't tell me about the 'Estimate' feature. Sounds interesting, I will definitely give it a try. Thanks for sharing, Samantha!


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Teresa Borges
Portugal
Local time: 06:06
Member (2007)
English to Portuguese
+ ...
Other Jun 27, 2012

For a few customers once a month, but in general I issue the invoice and deliver it along with the project...

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Michael Harris  Identity Verified
Germany
Local time: 07:06
Member (2006)
German to English
Other Jun 27, 2012

Whenever I have time to be honest. I always try to get my invoices sent at the end of the week, but sometimes I just do not have the time and I have to push it in when I have time.
I was also thinking about this translation management thing they are always advertising here which should be good, but I have not had time to look into that either.

Oh when are the 36 hour days going to be introduced


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Susana González Tuya
Spain
Local time: 07:06
Member (2010)
English to Spanish
+ ...
Once a month Jun 27, 2012

for most of my clients and along with the project for those agencies with incredibly long payment terms and those which I get the feeling are going to take " a bit " longer than expected to pay.

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Esther van der Wal  Identity Verified
Netherlands
Local time: 07:06
Member (2010)
English to Dutch
+ ...
Right after project, at end of month, sometimes early next month Jun 27, 2012

I prefer to invoice shortly after delivering a project and do so most of the time, but some clients send me between 5 and 15 small jobs per month, so it's much easier to add them all up at the end of the month. For these clients I keep a list of jobs that haven't been invoiced yet and mark a date in my agenda (usually between the 26th and 29th of the month) on which to set up the invoices, so I won't forget.

And then there's this new client who sends out a PO of all jobs carried out the previous month at the beginning of the next month, I invoice them as soon as possible after receiving this PO.


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Julian Holmes  Identity Verified
Japan
Local time: 15:06
Member (2011)
Japanese to English
Once a month Jun 27, 2012

As required to do so by all my customers here in Japan.

In fact, my newer customers generate all invoices, POs and other required paperwork in their accounting software and e-mail it to me so that I can check to see if the figures tally.
This saves time and money for me since they're going to check what I send them anyway.

FYI, Japanese companies are required by law to pay no later than 60 days from the invoicing date, which is generally the last business day of the month for most companies. Generally, 30 or 40 days after billing is the norm for getting paid here.

Hope this helps those who are thinking about doing business with customers over here.

Happy invoicing! Best time of the month

Small edit

[Edited at 2012-06-27 10:20 GMT]


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Diana Coada  Identity Verified
United Kingdom
Local time: 06:06
Portuguese to English
+ ...
Same here Jun 27, 2012

Teresa Borges wrote:

For a few customers once a month, but in general I issue the invoice and deliver it along with the project...


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Allison Wright  Identity Verified
Portugal
Local time: 06:06
German to English
+ ...
When indeed Jun 27, 2012

Michael Harris wrote:

Oh when are the 36 hour days going to be introduced


I reckon I could manage with a 25-hour day, but to answer the poll question, once a month for an agency which sends me a fair bit of work; normally straight after delivery of job or the next day for everyone else.

Owing to the non appearance of the 25-hour day, however, I am reminded by this poll that I have two small unissued invoices dating back more than a week. For that reason, I believe this was an excellent poll question!


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Gianluca Marras  Identity Verified
Italy
Local time: 07:06
Member (2008)
English to Italian
other Jun 27, 2012

some clients after each project.
If there are several projects with a close deadline, then at the end of the group of projects,
other clients, every month.


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Thayenga  Identity Verified
Germany
Local time: 07:06
Member (2009)
English to German
+ ...
Other Jun 27, 2012

Gianluca Marras wrote:

some clients after each project.
If there are several projects with a close deadline, then at the end of the group of projects,
other clients, every month.


This is what I do.


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xxxInterlangue
Angola
Local time: 07:06
English to French
+ ...
End of month Jun 27, 2012

... for most clients.
If there is only one small job, I wait until the end of the next month.

For one North American client, I wait until the amount is substantial enough to be worth the bank fees (no better no worse than Paypal charges)


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Nikki Scott-Despaigne  Identity Verified
Local time: 07:06
French to English
Same here Jun 27, 2012

Esther van der Wal wrote:

I prefer to invoice shortly after delivering a project and do so most of the time, but some clients send me between 5 and 15 small jobs per month, so it's much easier to add them all up at the end of the month. For these clients I keep a list of jobs that haven't been invoiced yet and mark a date in my agenda (usually between the 26th and 29th of the month) on which to set up the invoices, so I won't forget.

And then there's this new client who sends out a PO of all jobs carried out the previous month at the beginning of the next month, I invoice them as soon as possible after receiving this PO.


One-off and new clients are invoiced at the end of a job as are clients who send jobs from time to time. When there are a number of small jobs in a month, or when it is a regular client, then billing is monthly. Further, I sent intermediary invoices where an ongoing job trails on over a number of months.


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