Poll: In which format do you usually issue your invoices?
Thread poster: ProZ.com Staff
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Sep 15, 2016

This forum topic is for the discussion of the poll question "In which format do you usually issue your invoices?".

This poll was originally submitted by M. Laut. View the poll results »



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ventnai  Identity Verified
Spain
Local time: 09:22
Member
German to English
+ ...
Excel to PDF Sep 15, 2016

I compile my invoices in Excel and issue the actual invoice in PDF format.

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Teresa Borges
Portugal
Local time: 08:22
Member (2007)
English to Portuguese
+ ...
Same here! Sep 15, 2016

Ian Jones wrote:

I compile my invoices in Excel and issue the actual invoice in PDF format.


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Julian Holmes  Identity Verified
Japan
Local time: 16:22
Member (2011)
Japanese to English
Other Sep 15, 2016

Online

Almost all of my customers run a TMS (Translation Management System) and invoices are generated automatically, which is a big bonus if you are eco-conscious and try to cut back on paper printouts. Save the environment and all that stuff.

Just one or two send an invoice which I have to stamp with my 'hanko' seal, scan in color and send back as a PDF. Signatures are not used in invoicing or billing in Japan. HTH when dealing with Japanese customers.


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neilmac  Identity Verified
Spain
Local time: 09:22
Spanish to English
+ ...
Ditto Sep 15, 2016

Ian Jones wrote:

I compile my invoices in Excel and issue the actual invoice in PDF format.


Many years ago, when I had to issue my first invoice as a freelancer, I asked a Spanish friend who is an accountant/economist how to do it. He quickly cobbled me a very basic one together in Excel, and I've been using that same rudimentary template ever since, tweaking it from time to time.


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Pierluigi Bernardini  Identity Verified
Italy
Local time: 09:22
English to Italian
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Pdf from Ms Word Sep 15, 2016

I prepare invoices in MS Word, then I turn them into PDF before sending them to the client.

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Katrin Bosse  Identity Verified
Germany
Local time: 09:22
Member (2009)
Dutch to German
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PDF, rendered from WORD Sep 15, 2016

Pierluigi Bernardini wrote:

I prepare invoices in MS Word, then I turn them into PDF before sending them to the client.


^ This.


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Nikki Scott-Despaigne  Identity Verified
Local time: 09:22
French to English
PDF Sep 15, 2016

Excel in Word then set in PDF for the client.

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Gianluca Marras  Identity Verified
Italy
Local time: 09:22
Member (2008)
English to Italian
usually PDF Sep 15, 2016

for 1 client WORD - we have worked together for almost 14 years and if I make any mistakes he just changes and sends the amended invoice to me.

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Sheila Wilson  Identity Verified
Spain
Local time: 08:22
Member (2007)
English
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Plus one for excel into PDF Sep 15, 2016

Julian Holmes wrote:
Almost all of my customers run a TMS (Translation Management System) and invoices are generated automatically, which is a big bonus if you are eco-conscious and try to cut back on paper printouts. Save the environment and all that stuff.

I've had clients who do that but I've still sent my own, maybe clearly marked as being FYI. My tax office at least has to have sequential invoive numbers. Of course, they're never sent by post; always by email.

Invoices are one of the very few paper archives I keep. But as they are for my eyes only they're always printed on used paper. I don't think I buy more than two packs of paper per year, helped by sending monthly invoices and using paper from my Spanish lessons etc.


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Doan Quang  Identity Verified
Vietnam
Local time: 14:22
Member
English to Vietnamese
same here Sep 15, 2016

Ian Jones wrote:

I compile my invoices in Excel and issue the actual invoice in PDF format.


Same here.


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Mario Freitas  Identity Verified
Brazil
Local time: 04:22
Member (2014)
English to Portuguese
+ ...
Same here Sep 15, 2016

Doan Quang wrote:

Ian Jones wrote:

I compile my invoices in Excel and issue the actual invoice in PDF format.


Same here.


I also do that, and I also issue invoices through PayPal (PDF as well). PDF is the regular and safe format, although it can still be easily edited.

However, in Brazil and other countries where the government controls the invoices issued, there is a type of invoice that must be issued electronically, using the City Hall sites. These are issued in a special format, which you can convert to PDF to send to the client, but it can also be submitted in the official format. In these cases, the invoices, the numbering, the fields, the calculations, etc. are all controlled, and you can't simply issue an invoice on your PC or in Excel to the client. These only apply when you have a company registered, and when the client is also a company in Brazil. For all other clients, the regular home-made pdf invoice is sufficient.

[Edited at 2016-09-15 18:04 GMT]


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Sabine Holz  Identity Verified
Spain
Local time: 09:22
Member (2004)
Spanish to German
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Always pdf Sep 16, 2016

I create my invoices with TO3000 (different personalized templates in various languages and for different countries) and convert them into pdf...

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