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June 29, 2023

Creating invoices that guarantee prompt payment

Did you know that there are effective strategies to enhance your invoicing process and prompt faster payments? By implementing a few adjustments, you can avoid disputes and potential chargebacks ultimately ensuring a steady cash flow. Here are a few straightforward improvements you can make to optimize your invoicing system.

Ensure that your invoice template exudes simplicity and professionalism.

When crafting an invoice, it is crucial to prioritize clarity and professionalism to avoid any potential disputes and delays in payment. Put yourself in the shoes of your customers. Would you be inclined to pay an invoice that is unclear or confusing? Not only can this lead to payment delays, but it can also harm your business relationships and future referrals. Therefore, it is essential to maintain a neat and straightforward invoice template that reflects your professionalism.

To simplify your invoicing process, you can take advantage of a TMS (trucking or transportation management system) that offers a professionally designed invoicing module. Another option is to have your Great Plains Account Executive create the invoice for you. Keep in mind that these options may have associated costs. If you prefer to handle invoicing on your own, consider creating a straightforward invoice template that you can use repeatedly when billing your customers. Your invoice template should include the following details:Invoice Template-01

  1. A header containing your business name, contact details, physical address, and logo (if available).
  2. Invoice identification number.
  3. An invoice date for better organization and clarity.
  4. Include specific information about the job or services being billed such as the details of the shipper and consignee, truck number, driver name, and any relevant reference numbers.
  5. Include the customer's name and billing address.
  6. The total amount being invoiced.
  7. The payment deadline* 
  8. Include any additional information or personal message that may be relevant, along with a sincere expression of gratitude.

    *To ensure timely payment, it is customary for the due date on the invoice to be within 30 days of the customer receiving it. This practice ensures that you receive payment promptly and helps maintain a healthy cash flow.

Generate invoices promptly and with precision. 

To streamline the payment process and guarantee timely payment, we have developed a comprehensive invoice requirement guide. This guide ensures that we have all the essential information and necessary documents to expedite your payment.

If you have any inquiries, don't hesitate to reach out to your dedicated Account Executive. They are always here to assist you. 


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