Creating proposals and getting paid is easy with PhotoBiz Quotes and Invoices. Together they make sure no money is left on the table.
You can use the Quotes tool to create custom proposals for your clients. The quotes can feature your services, products, and custom line items. Your clients receive the quote by email with the option to approve or decline. When approved, an invoice is automatically generated that you can send with a simple click.
In this guide, we’ll walk through how you can use Quotes and Invoices for your business.
Creating a Quote
Quotes are terrific for wedding and event packages, video shoots, custom sessions, and much more. When you want to prepare a proposal for a product or service you offer, you can use the PhotoBiz Quotes tool to craft a unique quote. If you have products, packages, and services set up in the PhotoBiz Ecommerce tool, you can easily add them to a quote in a few clicks. Or you can add custom line items with descriptions and pricing. Here is an overview of the parts of a quote.
Items. You can add items set up in the PhotoBiz Ecommerce tool, including products, services, and packages, or you can include custom items.
Contact. You can send quotes to existing contacts and set up new contacts to send invoices. There are options for separate billing and shipping information for your contacts.
Shipping. You can add shipping options to quotes by selecting from the options that are set up within the Ecommerce tool.
Expiration date. You will set an expiration date for each quote. It is fairly common to indicate that a quote is good for 30 days, after which a new quote can be requested (Tip: You can update an existing quote). This can prevent people from accepting a quote that has out-of-date pricing info.
Other details. You can include a custom note on your quote and additional terms and policy details.
Thank you. You can set up a thank you message to display on the screen and be sent by email after a client approves a quote.
Send. You can customize the subject line and message that accompanies your quote when it is sent by email.
Learn how to create a quote
Creating an Invoice
If a customer approves a quote, an invoice will automatically be generated that you can review before sending it to your customer. You can also create your own invoices, for example, if you need to bill a customer before or after an event or session. You can easily prepare invoices using the PhotoBiz platform. Below are the parts of an invoice.
Items. You can add items set up in the PhotoBiz Ecommerce tool, including products, services, and packages, or you can include custom items. (This is similar to the Quotes tool.)
Contact. You can send invoices to existing contacts and set up new contacts to send invoices to, with the option for separate billing and shipping information.
Shipping. You can add shipping details to invoices (shipping options are set up within the Ecommerce tool).
Payment. You can set up invoices to be paid in full or allow partial payments. The option for partial payments can be helpful if you require a deposit upfront and then collect the remaining balance at a later date. Payments are automatically recorded when they are made online, plus you can record offline payments. In order to accept payments online, you must set up a merchant.
Other details. You can include a custom note on your invoice, as well as additional terms and policy details.
Thank you. You can set up a thank you message to display on the screen after a payment is made and choose if you also want to send it by email.
Email automation. You can set up a series of automated emails to remind your contacts to pay their invoices and send follow-up messages after an invoice has been paid.
Print. While the goal is to send invoices electronically, you have the option to print invoices. You can print a full-size or compact invoice.
Send. You can customize the subject line and message that accompanies your invoice when it is sent by email.
Learn how to set up an invoice
More About Automated Invoice Reminders
A great feature that works with invoices is automated email reminders. You can set up a series of automated emails based on specific triggers. In the case of invoices, this is often date based, such as to remind someone an invoice is due in 1-day or was due 2-days ago. This means emails are automatically sent to poke people about payments due.
Automated emails can be about more than payment reminders. You can also create follow-up emails after a payment is made. This could be used to send surveys or options to book additional services.
Email automation can help you stay connected with your customers without having to do anything in real time.
Learn more
We hope you find this Quotes & Invoices Guide helpful. There are many ways you can use Quotes and Invoices to help streamline the process of getting paid.
Check out some of our other guides to help get the most out of the PhotoBiz platform. From website building to selling online to marketing, you can make your business better online with PhotoBiz.
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