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Invoicing Web 2.0 Style: A Quick Guide to Your Options

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.

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    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.

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    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.

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    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.

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    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.

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    Joel Falconer

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

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    Last Updated on September 16, 2019

    How to Stop Procrastinating: 11 Practical Ways for Procrastinators

    How to Stop Procrastinating: 11 Practical Ways for Procrastinators

    You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

    We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

    The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

    Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

    1. Break Your Work into Little Steps

    Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

    For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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    • (1) Research
    • (2) Deciding the topic
    • (3) Creating the outline
    • (4) Drafting the content
    • (5) Writing Chapters #1 to #10,
    • (6) Revision
    • (7) etc.

    Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

    2. Change Your Environment

    Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

    One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

    3. Create a Detailed Timeline with Specific Deadlines

    Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

    Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

    My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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    Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

    4. Eliminate Your Procrastination Pit-Stops

    If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

    Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

    I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

    5. Hang out with People Who Inspire You to Take Action

    I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

    Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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    As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

    6. Get a Buddy

    Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

    I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

    7. Tell Others About Your Goals

    This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

    For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

    8. Seek out Someone Who Has Already Achieved the Outcome

    What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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    9. Re-Clarify Your Goals

    If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

    Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

    10. Stop Over-Complicating Things

    Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

    Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

    11. Get a Grip and Just Do It

    At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

    Reality check:

    I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

    More About Procrastination

    Featured photo credit: Malvestida Magazine via unsplash.com

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