Invoice via email

[nicky]

I've decided to become more professional with my invoices for my website services. I downloaded a template for Microsoft Word. What would be the best way to send it to the client? If I send it as an attachment, they can edit the word document. Should I convert it into a PDF file? Or what should I do so that the client cannot edit the invoice?

[bazz]

Take a look at some of the places where you buy online from. In my experience, they all show the invoice behind an ssl layer on a web page. Indeed, they give running status of the account, which you (the customer), can print off if you like.

My plan, on the same issue, is to show the invoice online and when they print it out, it will be the same as the web page. No chance to change it by the customer and in case some one of them gets inventive, the terms and condistions of sale will explain the situation if a customers invoice is different from the online one.

hth

bazz

[nicky]

Hm... That sounds good. I'll try that.

[demtron]

Many freelancers I know submit invoices via e-mail as PDFs. Just keep the original source document and the Sent message as a backup in case of a dispute. If you have good relationships with your clients and their mostly small businesses, this should be sufficient.

[PappaJohn]

I agree.

But even further, an altered invoice is a very ineffective ruse. People have tried altering paper invoices as well, sometimes with believable results (I've seen it). Altering the invoice does not change what a client owes you, and, if necessary, a court would agree.

It's really your follow-up to such a situation that makes all the difference. If you send me an invoice for, say, $1000 and I alter it to $800 and send you a check for $800, you should immediately contact me about my "error". Explain the actual amount and include a copy of the original invoice, and a new invoice showing the original amount billed, the payment received and the balance remaining due.

I should mention that my comments pertain to business in the US. For anyone else: I have no idea how your courts would deal with such a situation.

[nicky]

Is there a good downloadable program for free that converts word documents to PDFs?

[oracleguy]

CutePDF (http://www.cutepdf.com/) works fairly well as a free choice for generating PDFs. I have used it before without any issues.

[TheShaner]

As with all MS Office products, you also have the option of locking the file with a password so that changes cannot be made.

-Shane

[peteyb383]

I usually "print" my word documents to a .tif file using Microsoft Office Document Image writer in the print dialogue box, then I attach it to an email and send it.

[VIPStephan]

Is there a good downloadable program for free that converts word documents to PDFs?

OpenOffice.org (http://openoffice.org) – best alternative to Microsoft’s Office suite anyway. It’s free and open source and you can save your documents as PDF right away. That’s how I did my invoices before I discovered Billings (http://billingsapp.com).