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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.

    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.

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    Last Updated on September 18, 2020

    7 Simple Rules to Live by to Get in Shape in Two Weeks

    7 Simple Rules to Live by to Get in Shape in Two Weeks

    Learning how to get in shape and set goals is important if you’re looking to live a healthier lifestyle and get closer to your goal weight. While this does require changes to your daily routine, you’ll find that you are able to look and feel better in only two weeks.

    Over the years, I’ve learned a lot about what it takes to get in shape. Although anyone can cover the basics (eat right and exercise), there are some things that I could only learn through trial and error. Let’s cover some of the most important points for how to get in shape in two weeks.

    1. Exercise Daily

    It is far easier to make exercise a habit if it is a daily one. If you aren’t exercising at all, I recommend starting by exercising a half hour every day. When you only exercise a couple times per week, it is much easier to turn one day off into three days off, a week off, or a month off.

    If you are already used to exercising, switching to three or four times a week to fit your schedule may be preferable, but it is a lot harder to maintain a workout program you don’t do every day.

    Be careful to not repeat the same exercise routine each day. If you do an intense ab workout one day, try switching it up to general cardio the next. You can also squeeze in a day of light walking to break up the intensity.

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    If you’re a morning person, check out these morning exercises that will start your day off right.

    2. Duration Doesn’t Substitute for Intensity

    Once you get into the habit of regular exercise, where do you go if you still aren’t reaching your goals? Most people will solve the problem by exercising for longer periods of time, turning forty-minute workouts into two hour stretches. Not only does this drain your time, but it doesn’t work particularly well.

    One study shows that “exercising for a whole hour instead of a half does not provide any additional loss in either body weight or fat”[1].

    This is great news for both your schedule and your levels of motivation. You’ll likely find it much easier to exercise for 30 minutes a day instead of an hour. In those 30 minutes, do your best to up the intensity to your appropriate edge to get the most out of the time.

    3. Acknowledge Your Limits

    Many people get frustrated when they plateau in their weight loss or muscle gaining goals as they’re learning how to get in shape. Everyone has an equilibrium and genetic set point where their body wants to remain. This doesn’t mean that you can’t achieve your fitness goals, but don’t be too hard on yourself if you are struggling to lose weight or put on muscle.

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    Acknowledging a set point doesn’t mean giving up, but it does mean realizing the obstacles you face.

    Expect to hit a plateau in your own fitness results[2]. When you expect a plateau, you can manage around it so you can continue your progress at a more realistic rate. When expectations meet reality, you can avoid dietary crashes.

    4. Eat Healthy, Not Just Food That Looks Healthy

    Know what you eat. Don’t fuss over minutia like whether you’re getting enough Omega 3’s or tryptophan, but be aware of the big things. Look at the foods you eat regularly and figure out whether they are healthy or not. Don’t get fooled by the deceptively healthy snacks just pretending to be good for you.

    The basic nutritional advice includes:

    • Eat unprocessed foods
    • Eat more veggies
    • Use meat as a side dish, not a main course
    • Eat whole grains, not refined grains[3]

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    Eat whole grains when you want to learn how to get in shape.

      5. Watch Out for Travel

      Don’t let a four-day holiday interfere with your attempts when you’re learning how to get in shape. I don’t mean that you need to follow your diet and exercise plan without any excursion, but when you are in the first few weeks, still forming habits, be careful that a week long break doesn’t terminate your progress.

      This is also true of schedule changes that leave you suddenly busy or make it difficult to exercise. Have a backup plan so you can be consistent, at least for the first month when you are forming habits.

      If travel is on your schedule and can’t be avoided, make an exercise plan before you go[4], and make sure to pack exercise clothes and an exercise mat as motivation to keep you on track.

      6. Start Slow

      Ever start an exercise plan by running ten miles and then puking your guts out? Maybe you aren’t that extreme, but burnout is common early on when learning how to get in shape. You have a lifetime to be healthy, so don’t try to go from couch potato to athletic superstar in a week.

      If you are starting a running regime, for example, run less than you can to start. Starting strength training? Work with less weight than you could theoretically lift. Increasing intensity and pushing yourself can come later when your body becomes comfortable with regular exercise.

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      7. Be Careful When Choosing a Workout Partner

      Should you have a workout partner? That depends. Workout partners can help you stay motivated and make exercising more fun. But they can also stop you from reaching your goals.

      My suggestion would be to have a workout partner, but when you start to plateau (either in physical ability, weight loss/gain, or overall health) and you haven’t reached your goals, consider mixing things up a bit.

      If you plateau, you may need to make changes to continue improving. In this case it’s important to talk to your workout partner about the changes you want to make, and if they don’t seem motivated to continue, offer a thirty day break where you both try different activities.

      I notice that guys working out together tend to match strength after a brief adjustment phase. Even if both are trying to improve, something seems to stall improvement once they reach a certain point. I found that I was able to lift as much as 30-50% more after taking a short break from my regular workout partner.

      Final Thoughts

      Learning how to get in shape in as little as two weeks sounds daunting, but if you’re motivated and have the time and energy to devote to it, it’s certainly possible.

      Find an exercise routine that works for you, eat healthy, drink lots of water, and watch as the transformation begins.

      More Tips on Getting in Shape

      Featured photo credit: Alexander Redl via unsplash.com

      Reference

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