Hand Written Invoices

Courier companies - do you ever receive hand written, or partly hand written invoices? Is this ok, or do you think it looks cheap? Does it all depend on the clarity of the handwriting?

I'd like to print out a wodge of invoice templates to carry with me in the van, then when a job's done I can fill in the details on the invoice, write out an envelope and send off the invoice (with the original POD) in the nearest postbox, and it can be on its way before the end of the working day.

Sitting down at the computer and printing out invoices is a bit of a bore, so I'd like to streamline the process this way, but not if it compromises my business image...

Makes no difference whether hand written or printed in gold foil. We still have to pay them :)

Thing I cant relate to is why invoice as soon as the job is done (Unless things are so desperate)? We always do all invoicing at the end of each month and only pay at the end of each month. Must say have been a little surprised on the odd occasion we sub work out some invoices arrive almost before the job has been done!

If it was neat & legible on a template of some kind I wouldn't have a problem, would be a bonus getting the POD back quick (although I'd take a copy of it on your phone camera) but I wouldn't do this for an end user.

Agree MK about POD.

Most usually copy and email the POD asap which is good (or fax).

Good stuff, thanks. I just like to get them all out of the way quickly. It's easier to keep track of paperwork if it's not hanging around and piling up for weeks. If I can do it in the van it saves on office time. That's how I prefer to do it anyway. And having to type it all out the end of the day / week / month is a bit of a bore.

Same with paying invoices. I prefer to pay them as soon as I can.

First rule send invoice as soon as possible. Good idea to photo pod,and email to customer. I use an accounts package called Xero raise invoice on Samsong Galaxy or IPhone email direct to customer.

It all depends on the customers requirements. Most we work for, require ALL jobs on ONE invoice EOM. If its a 'one off' I guess it matters not, but as always the Customer calls the tunes and not everyone works the same way.

I can understand CAMVAN what you mean in regard to keeping track of all work. That is why we invested in a 'bespoke' software package that records all jobs, uploads POD's and produces Invoices that are visible to our customers.

TLC Couriers said:

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First rule send invoice as soon as possible.

Depends how many jobs you do for this customer/subcontractor a week.

I have started to ask my customers if they would accept invoices & a scanned copy of the pod via email saves me 60p on postage at the end of each week. Most say yes if I sub a job from another courier I ask them the same.

The Pen is mightier than the laptop. The romans got POD's on parchment.

Slow down! You're running a business here and things must be done properly forget doing things like this in the van for a whole heap of reasons.

You need a couple of hours, a few hours or a day depending how busy your business is to do things properly at a desk! Each invoice needs a copy, each POD needs a copy and you can only do this with your moden office equipment (how does that work!).

You can very easliy make mistakes in the van and you don't always have a copy of a POD, and if you send off the original you wont have a copy at all should you need to prove you did the delivery. It wont get you paid quicker and mistakes and the general lack of control and organisation could indeed lose you money!

I would advise many newbies here to try to get on a free business course if they still do them, just to help you introduce yourself to the admin side of the business. Rember I have been doing this for 40 years but still pay a book keeper for a day a month! So it's also wise to get some family help on board!

You can do your invoicing on mtvan, if that helps.

start here - online invoicing for couriers

Post the work (choosing the option to keep it entirely private if you don't want to look for a courier for the job) then work down the menu options on the left to produce a PDF invoice. You can email it or print it out and post it.

There's no charge.

I'm with Barnsley Bob on this...good admin is as important as expertly carried out deliveries.

I agree, having a good back office is crucial and an awful lot of who you are is how you come across. A hand written invoice suggests you're not very professional. Being organised is what its about

That's what concerned me. I'll stick to printed invoices then for bizniz customers, and maybe I'll invest in some software... Damn. I was hoping for a cheaper solution!

Tim, am I right that mtvan's invoicing is only for work allocated through mtvan?

No, you can use it for any of your work, whether allocated via mtvan or not.

RAPID LIGHT TRANSPORT LTD. said:

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Must say have been a little surprised on the odd occasion we sub work out some invoices arrive almost before the job has been done!

OOOPs I know im quick but not that quick.. :-)

Just reading some of the topics, and Im a bit of both, depending on client and whether a regular or one off and how they pay, I use email Invoicing through pdf, I also have a custom duplicate Invoice book as well for the oneoffs and who want to pay on the spot.. just my twopeneth

I must contain my enthusiasm and act with a bit more decorum

am a bit fick and still gettin used ta abacus so this electric age is mighty confusing.

I used to give handwritten invoices from a book to cash customers and emailed copies to regulars, but now i just email everything at the end of week apart from my net monthly