Advertising

Invoicing Web 2.0 Style: A Quick Guide to Your Options

Advertising
Invoicing Web 2.0 Style: A Quick Guide to Your Options

Invoicing 2.0

    Invoicing is a part of every self-employed or freelancing individual’s life. Many of us are still using clunky old Word templates and those strange antiques known as printers—but why go to all the hassle, when there are so many web applications that offer reliable and efficient alternatives?

    Digital invoices eliminate so much time and hassle that it’s unbelievable. Eliminating the need to go to the post box and send off an invoice gives you ten more minutes to spend reading Lifehack, or even ten minutes to do something productive!

    PayPal – For the Minimalists

    Every PayPal account has access to a feature called Request Money. It allows you to quickly fill in the recipient’s email address, the amount of money you need, the email subject and an optional note. This is probably the simplest and quickest way I know of to send an invoice.

    PayPal does provide an invoice feature, which can also be accessed under the Request Money tab – it only takes slightly longer to fill out since you have to provide invoice details and itemize everything. I suggest sticking with the invoicing tool over PayPal’s Request Money tool unless you’re familiar with the recipient and know they’re fine with being billed that way.

    Advertising

    Blinksale

    Blinksale is a common choice for online invoicing, and it’s what I (and most of the Lifehack team) use personally. Blinksale is a full-featured choice that far surpasses PayPal’s simple minimalism—unless minimalism is what you want.

    For some, the attraction of Blinksale over PayPal is the greater control over the look and feel of your invoice. You can use Blinksale’s fantastic templates or even code your own if you’ve got a good handle on CSS.

    Another great benefit of Blinksale is its integration with other popular services. You can import your contacts straight from Basecamp, and it’s easy to receive your payments with PayPal—just tell Blinksale your PayPal address in your account settings, and it’s a matter of ticking a box on each invoice you send out. Blinksale has every organizational tool I’ve ever wanted for my invoices.

    Unfortunately, Blinksale’s not free. There’s a free version, but it does limit you to 3 invoices per month, and there’s no secure data encryption or option to send invoices as PDFs until you start shelling out. Still, the prices are quite reasonable for the variety of features offered.

    Zoho Invoice

    Zoho Invoice is another option. I can only really suggest this one if you use the Zoho suite of online applications; the free version does five invoices a month, but doesn’t offer multicurrency support. Since I’m an Australian who does work in America too, this was an instant no for me. I realize that it’s perfectly reasonable to charge for a feature like that, but I’ll never pay for a web service like this without first giving it a trial run.

    Advertising

    If you have had a good experience with Zoho Invoice, let us know in the comments—it does look like a promising option, especially for Americans working only in American dollars.

    Update: Siva from Zoho says they do provide multicurrency support – they just need to update their account comparison chart. Thanks, Siva!

    FreshBooks

    FreshBooks seems to be quite a popular option, with the tagline painless billing. The distinguishing feature of this application is its time tracking features, which make it easier to track your hours and turn them into a dollar figure at the end of the job.

    FreshBooks’ free option may be more suitable to some people than Blinksale’s: you can send unlimited invoices, send invoices with your logo on them, import and export data, and it comes with the SSL encryption that Blinksale lacks (plus firewall protection and data backups). The downside to the free account is that you can only manage three clients and it only allows one member of staff to access it; if you’re a freelancer with two or three regular clients, this may be the perfect choice for you.

    Invotrak

    Like PayPal, the appeal of Invotrak is that it doesn’t cost a thing. Invotrak doesn’t have the full range of options that Blinksale, Freshbooks or Zoho offer, so it’s good if you just want a simple and digital way to manage invoices. If you are an American with clients overseas, or work with overseas clients from any country, you may want to skip Invotrak as it doesn’t offer multicurrency support.

    Advertising

    Update: Ryan from Invotrak tells us that they’ve recently implemented multicurrency support in the free version. Thanks, Ryan.

    A Few Related Apps

    Sending and receiving invoices gets to be a pretty confusing business if you try to balance everything in your head. These web tools aren’t for invoicing but they will help you track and control your money.

    Wesabe allows you to track all your income and expenses (and more)—invoicing clients or paying invoices becomes much simpler if you can see where all your money is going and coming from.

    XE is a great tool for currency conversions—it calculates based on up-to-the-minute rates, so if you’re like me and don’t have a single client in your own country, it’s a very useful tool.

    Some Quick Tips on Invoicing

    Without knowing how to deal with invoices effectively, these tools aren’t going to save as much time as they could. How do you make them really effective? I’ve got a couple of short and sweet tips that have proved useful for me.

    Advertising

    File incoming invoices immediately

    Every time you receive an invoice, file it—don’t just leave the email (or snail mail) sitting around to get lost; it’s so much quicker to track your expenses or do tax deductions when you keep invoices meticulously organized.

    Keep a calendar of outgoing invoices or even use one of the above tools to set up an automatic invoicing schedule. Nothing’s worse than missing an invoice and realizing that you’ll have to go the week without food.

    Keep a template if you don’t use these tools; if you’re creating invoices from scratch each time, then you’ve just found an extra thirty minutes in your week you can make more productive. Even if you do use these tools, keep an up-to-date template on your hard drive—you never know when they will inconveniently go down for maintenance or even go bust.

    More by this author

    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    Why Having a Coffee Habit Isn’t Bad For You How to Properly Drink Coffee (Your Coffee Drinking Guide) 3 Simple Strategies for Dealing With External Distractions How to Use Parkinson’s Law to Get More Done in Less Time How to Master the Art of Prioritization the Right Way

    Trending in Featured

    1 8 Simple Ways to Be a Better Listener 2 The Art of Humble Confidence 3 How to Learn Something New Every Day and Stay Smart 4 15 Healthy Eating Tips from a Professional Health Coach 5 Back to Basics: Capture Your Ideas

    Read Next

    Advertising
    Advertising

    8 Simple Ways to Be a Better Listener

    Advertising
    8 Simple Ways to Be a Better Listener

    How would you feel if you were sharing a personal story and noticed that the person to whom you were speaking wasn’t really listening? You probably wouldn’t be too thrilled.

    Unfortunately, that is the case for many people. Most individuals are not good listeners. They are good pretenders. The thing is, true listening requires work—more work than people are willing to invest. Quality conversation is about “give and take.” Most people, however, want to just give—their words, that is. Being on the receiving end as the listener may seem boring, but it’s essential.

    When you are attending to someone and paying attention to what they’re saying, it’s a sign of caring and respect. The hitch is that attending requires an act of will, which sometimes goes against what our minds naturally do—roaming around aimlessly and thinking about whatnot, instead of listening—the greatest act of thoughtfulness.

    Without active listening, people often feel unheard and unacknowledged. That’s why it’s important for everyone to learn how to be a better listener.

    What Makes People Poor Listeners?

    Good listening skills can be learned, but first, let’s take a look at some of the things that you might be doing that makes you a poor listener.

    1. You Want to Talk to Yourself

    Well, who doesn’t? We all have something to say, right? But when you are looking at someone pretending to be listening while, all along, they’re mentally planning all the amazing things they’re going to say, it is a disservice to the speaker.

    Yes, maybe what the other person is saying is not the most exciting thing in the world. Still, they deserve to be heard. You always have the ability to steer the conversation in another direction by asking questions.

    It’s okay to want to talk. It’s normal, even. Keep in mind, however, that when your turn does come around, you’ll want someone to listen to you.

    2. You Disagree With What Is Being Said

    This is another thing that makes you an inadequate listener—hearing something with which you disagree with and immediately tuning out. Then, you lie in wait so you can tell the speaker how wrong they are. You’re eager to make your point and prove the speaker wrong. You think that once you speak your “truth,” others will know how mistaken the speaker is, thank you for setting them straight, and encourage you to elaborate on what you have to say. Dream on.

    Disagreeing with your speaker, however frustrating that might be, is no reason to tune them out and ready yourself to spew your staggering rebuttal. By listening, you might actually glean an interesting nugget of information that you were previously unaware of.

    3. You Are Doing Five Other Things While You’re “Listening”

    It is impossible to listen to someone while you’re texting, reading, playing Sudoku, etc. But people do it all the time—I know I have.

    Advertising

    I’ve actually tried to balance my checkbook while pretending to listen to the person on the other line. It didn’t work. I had to keep asking, “what did you say?” I can only admit this now because I rarely do it anymore. With work, I’ve succeeded in becoming a better listener. It takes a great deal of concentration, but it’s certainly worth it.

    If you’re truly going to listen, then you must: listen! M. Scott Peck, M.D., in his book The Road Less Travel, says, “you cannot truly listen to anyone and do anything else at the same time.” If you are too busy to actually listen, let the speaker know, and arrange for another time to talk. It’s simple as that!

    4. You Appoint Yourself as Judge

    While you’re “listening,” you decide that the speaker doesn’t know what they’re talking about. As the “expert,” you know more. So, what’s the point of even listening?

    To you, the only sound you hear once you decide they’re wrong is, “Blah, blah, blah, blah, blah!” But before you bang that gavel, just know you may not have all the necessary information. To do that, you’d have to really listen, wouldn’t you? Also, make sure you don’t judge someone by their accent, the way they sound, or the structure of their sentences.

    My dad is nearly 91. His English is sometimes a little broken and hard to understand. People wrongly assume that he doesn’t know what he’s talking about—they’re quite mistaken. My dad is a highly intelligent man who has English as his second language. He knows what he’s saying and understands the language perfectly.

    Keep that in mind when listening to a foreigner, or someone who perhaps has a difficult time putting their thoughts into words.

    Now, you know some of the things that make for an inferior listener. If none of the items above resonate with you, great! You’re a better listener than most.

    How To Be a Better Listener

    For conversation’s sake, though, let’s just say that maybe you need some work in the listening department, and after reading this article, you make the decision to improve. What, then, are some of the things you need to do to make that happen? How can you be a better listener?

    1. Pay Attention

    A good listener is attentive. They’re not looking at their watch, phone, or thinking about their dinner plans. They’re focused and paying attention to what the other person is saying. This is called active listening.

    According to Skills You Need, “active listening involves listening with all senses. As well as giving full attention to the speaker, it is important that the ‘active listener’ is also ‘seen’ to be listening—otherwise, the speaker may conclude that what they are talking about is uninteresting to the listener.”[1]

    As I mentioned, it’s normal for the mind to wander. We’re human, after all. But a good listener will rein those thoughts back in as soon as they notice their attention waning.

    Advertising

    I want to note here that you can also “listen” to bodily cues. You can assume that if someone keeps looking at their watch or over their shoulder, their focus isn’t on the conversation. The key is to just pay attention.

    2. Use Positive Body Language

    You can infer a lot from a person’s body language. Are they interested, bored, or anxious?

    A good listener’s body language is open. They lean forward and express curiosity in what is being said. Their facial expression is either smiling, showing concern, conveying empathy, etc. They’re letting the speaker know that they’re being heard.

    People say things for a reason—they want some type of feedback. For example, you tell your spouse, “I had a really rough day!” and your husband continues to check his newsfeed while nodding his head. Not a good response.

    But what if your husband were to look up with questioning eyes, put his phone down, and say, “Oh, no. What happened?” How would feel, then? The answer is obvious.

    According to Alan Gurney,[2]

    “An active listener pays full attention to the speaker and ensures they understand the information being delivered. You can’t be distracted by an incoming call or a Facebook status update. You have to be present and in the moment.

    Body language is an important tool to ensure you do this. The correct body language makes you a better active listener and therefore more ‘open’ and receptive to what the speaker is saying. At the same time, it indicates that you are listening to them.”

    3. Avoid Interrupting the Speaker

    I am certain you wouldn’t want to be in the middle of a sentence only to see the other person holding up a finger or their mouth open, ready to step into your unfinished verbiage. It’s rude and causes anxiety. You would, more than likely, feel a need to rush what you’re saying just to finish your sentence.

    Interrupting is a sign of disrespect. It is essentially saying, “what I have to say is much more important than what you’re saying.” When you interrupt the speaker, they feel frustrated, hurried, and unimportant.

    Interrupting a speaker to agree, disagree, argue, etc., causes the speaker to lose track of what they are saying. It’s extremely frustrating. Whatever you have to say can wait until the other person is done.

    Advertising

    Be polite and wait your turn!

    4. Ask Questions

    Asking questions is one of the best ways to show you’re interested. If someone is telling you about their ski trip to Mammoth, don’t respond with, “that’s nice.” That would show a lack of interest and disrespect. Instead, you can ask, “how long have you been skiing?” “Did you find it difficult to learn?” “What was your favorite part of the trip?” etc. The person will think highly of you and consider you a great conversationalist just by you asking a few questions.

    5. Just Listen

    This may seem counterintuitive. When you’re conversing with someone, it’s usually back and forth. On occasion, all that is required of you is to listen, smile, or nod your head, and your speaker will feel like they’re really being heard and understood.

    I once sat with a client for 45 minutes without saying a word. She came into my office in distress. I had her sit down, and then she started crying softly. I sat with her—that’s all I did. At the end of the session, she stood, told me she felt much better, and then left.

    I have to admit that 45 minutes without saying a word was tough. But she didn’t need me to say anything. She needed a safe space in which she could emote without interruption, judgment, or me trying to “fix” something.

    6. Remember and Follow Up

    Part of being a great listener is remembering what the speaker has said to you, then following up with them.

    For example, in a recent conversation you had with your co-worker Jacob, he told you that his wife had gotten a promotion and that they were contemplating moving to New York. The next time you run into Jacob, you may want to say, “Hey, Jacob! Whatever happened with your wife’s promotion?” At this point, Jacob will know you really heard what he said and that you’re interested to see how things turned out. What a gift!

    According to new research, “people who ask questions, particularly follow-up questions, may become better managers, land better jobs, and even win second dates.”[3]

    It’s so simple to show you care. Just remember a few facts and follow up on them. If you do this regularly, you will make more friends.

    7. Keep Confidential Information Confidential

    If you really want to be a better listener, listen with care. If what you’re hearing is confidential, keep it that way, no matter how tempting it might be to tell someone else, especially if you have friends in common. Being a good listener means being trustworthy and sensitive with shared information.

    Whatever is told to you in confidence is not to be revealed. Assure your speaker that their information is safe with you. They will feel relieved that they have someone with whom they can share their burden without fear of it getting out.

    Advertising

    Keeping someone’s confidence helps to deepen your relationship. Also, “one of the most important elements of confidentiality is that it helps to build and develop trust. It potentially allows for the free flow of information between the client and worker and acknowledges that a client’s personal life and all the issues and problems that they have belong to them.”[4]

    Be like a therapist: listen and withhold judgment.

    NOTE: I must add here that while therapists keep everything in a session confidential, there are exceptions:

    1. If the client may be an immediate danger to himself or others.
    2. If the client is endangering a population that cannot protect itself, such as in the case of a child or elder abuse.

    8. Maintain Eye Contact

    When someone is talking, they are usually saying something they consider meaningful. They don’t want their listener reading a text, looking at their fingernails, or bending down to pet a pooch on the street. A speaker wants all eyes on them. It lets them know that what they’re saying has value.

    Eye contact is very powerful. It can relay many things without anything being said. Currently, it’s more important than ever with the Covid-19 Pandemic. People can’t see your whole face, but they can definitely read your eyes.

    By eye contact, I don’t mean a hard, creepy stare—just a gaze in the speaker’s direction will do. Make it a point the next time you’re in a conversation to maintain eye contact with your speaker. Avoid the temptation to look anywhere but at their face. I know it’s not easy, especially if you’re not interested in what they’re talking about. But as I said, you can redirect the conversation in a different direction or just let the person know you’ve got to get going.

    Final Thoughts

    Listening attentively will add to your connection with anyone in your life. Now, more than ever, when people are so disconnected due to smartphones and social media, listening skills are critical.

    You can build better, more honest, and deeper relationships by simply being there, paying attention, and asking questions that make the speaker feel like what they have to say matters.

    And isn’t that a great goal? To make people feel as if they matter? So, go out and start honing those listening skills. You’ve got two great ears. Now use them!

    More Tips on How to Be a Better Listener

    Featured photo credit: Joshua Rodriguez via unsplash.com

    Reference

    [1] Skills You Need: Active Listening
    [2] Filtered: Body language for active listening
    [3] Forbes: People Will Like You More If You Start Asking Follow-up Questions
    [4] TAFE NSW Sydney eLearning Moodle: Confidentiality

    Read Next