Create invoice using Xin Inventory 2.0

Xin Inventory 2.0 is not only an invoice software that able to create invoice, it’s also able to create quotation, purchase order, customer statement and etc. Others than that, business owner able to keep track of customer payment after send out the invoice by using payment receiving feature. This will help business owner to know customer payment status so that the payment won’t behind the payment terms.

Handy features

By using Xin Inventory, user able to create invoice from scratch, by copy from the existing invoice, import from quotation, import from delivery note or import from PO (purchase order).

Below are all the standard information for invoice are included

1. Invoice date
2. A word Invoice
3. Invoice reference number
4. Seller business/company logo
5. Seller business/company name and registration reference number
6. Seller business/company address
7. Seller business/company website
8. Seller business/company contact like phone, fax and email
9. Sales person name
10. Buyer business/company name
11. Buyer business/company billing address and contact
12. Buyer business/company shipping address and contact
13. Order details like product/services name, code and description, quantity, unit/cost, unit of measurement (UOM), discount, tax and cost
14. Taxes information
15. Payment terms and shipping terms
16. Note and etc

Others information that are not included can be added in the software because there are extra field that built in with the system for this purchase.

Invoice Format

All the generated invoice can be export into PDF, xls, xlsx, html, rtf, csv, image and etc. User can email the invoice directly to the customer by using the send email features. The PDF format will be send along in the email together with the pre define email content.

Demo

Demo below shows how to create invoice using Xin Inventory 2.0

Generate Recurring Invoice

User able to generate recurring invoice by daily schedule, weekly schedule, monthly, yearly and etc. User can configure to have non-stop running or controlled by number of invoice being generated.

Invoice Template

There are 14 professional Invoice Template come with Xin Inventory 2.0, user can select either one when create the invoice. User can customize their own invoice template to suit the business needs by using the template editor.

Sample Invoice

Below is the sample invoice that was created using Xin Inventory 2.0

sample invoice 1

Sample invoice 2

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Whether you are running a small business out of your home or own a small shop or business out of a store front either ways you are likely very familiar with how difficult yet important it is to keep your invoices organized.  When you own and operate your own business inventory control is a huge part of your responsibilities and if you do not keep track of all of your payments it could lead to your business failing.  Many small businesses do not make it because they have a cash flow problem that often stems from poor inventory control.  You need to make sure that you are keeping track of all of your payments this include, paying your employees, paying for supplies, and paying for other services like shipments and package deliveries as well as the usual things like your electric, internet, and water bills.  All of these things have to keep track of as part of your inventory and sometimes it can be overwhelming which is why invoice software can be so helpful in managing everything.

When you look at all of the different invoice software out there you will want to find something that includes software to help with managing quotations, customer payments, purchase orders, credit notes, and delivery/packing slip information.  A great thing to look for that will be very beneficial in invoice software is when it records customer sales in real-time and also keeps track and automatically reorders stock when you need it.  This can be a fantastic feature that will alleviate some of your worry when it comes to thinking about when to reorder certain items.  With this type of software you will always have what you need in stock.  This type of software allows for you to focus on other aspects of your business rather than worrying about ordering and restocking your goods.

Quotation software is also something to look for as it can give your company more of a professional look and you can give your clients or customers quotes or estimates when it comes to what they are looking to purchase.  You can use pre-existing templates and customize them so that all of your invoices look great.  Quotation software also will help you with looking more professional as you can provide potential clients with much need quotes for your services.

Another great thing to look for in invoice software is a program that will let you know when a customer is due for a payment so that you do not have to keep track of those payments yourself.  Inventory software is great for keeping track of almost anything that has to do with your business.  It can really help your small to medium size business take off and have that cash flow that is so important to small independent business owners.  When you have the right software to help you out you can better keep track of where your money is going and where it is coming in, so that you can focus on other things like great customer service and running a fantastic business!

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There is hardly any task before the world, which cannot be done through software. The world is going through shutdown, but the IT field is still unaffected. The use of Computers cannot be avoided under any circumstances. This would make sure that the IT industry would continue to shine in the future.
There are several software’s available to perform a variety of tasks. In this hub, I would describe guidelines that you should follow before selecting any invoice or billing software. However, the process is not as easy as it seems, and there are several software’s available that have their own set of features, capacity and costs. If you can complete the task properly; you would achieve the best invoice software that would suit your business or organizational needs.

Factors to Consider before purchasing Invoice Software
It is good to research important points before purchasing any products. The same rule follows for any product across the globe.

• Cost – The primary motive of any business organization is to earn profits. Initially, before buying the invoice software check the cost of the product. There are some products, which would be free, and there would be many, which would be available for thousands of dollars by top giants of IT field. Some of the products would offer you monthly service or annual service depending on its cost. If you think, the cost of the product is high, then you can select alternate product. Additionally, there are discounts offered by some companies, which can reap you huge benefits.
• Payment tracking – money is crucial for all businesses. The invoice software should have feature for user to keep track the customer payment and records. This will helps the user knows the financial status for the company.
• Inventory control – inventory is the main asset for the company to earn more money, without inventory control, the system will be consider not complete. With the inventory control, user knows which product is fast selling and can order before end of stock.
• Sales Tax- Every company across the globe has to pay some amount of tax to the Government. You must list all the factors that you would require in your invoice software. Some of the factors such as sales tax, excise or VAT might be mandatory as per your country law. These factors can pose serious threats, if they are not paid in time. The invoice layout provided by the software must meet the criterion of local tax authority. Majority of the tax authority across the globe on demands that the layout must have your tax registration number. Additionally, there are words such as “Tax Invoice” or “Authority Letter”, which are mandated by the local government. The tax component must be properly highlighted on the invoice. Secondly, there are different items, which are charged differently, and the total must be accurate.The products must generate reports, which can be passed by the local tax authority. The invoice software must generate a detailed report, which can help you in future transactions. This is very important, as your future loan would depend on the detailed report.
• Documents- There are many documents, which would be required other than the invoice. You might require estimate cost or pay the advance tax. If you can convert quote to estimate; you would save a lot of time. Secondly, if you have Business Company or trading company; you would require important business documents such as Credit Notes, Delivery Orders and vendor purchase orders. These documents can vary depending on the country and individual preference. Similarly, you must be able to add logo or customize the look and theme, depending on your business.
• Data- Your invoice software must permit you to enter all the important information relating to your business. Some of the important fields are customers, vendors, inventory and amount. Additionally, if you have trading company; you would require inventory module. The product must be capable of importing data from external source, so that you do not have to waste time typing the data manually. You also need to check whether the product allows you to describe your service in the invoice body. Additionally, the customer purchase number must be mentioned on the invoice. Alternatively, you can look for terms & conditions and payment instructions.
• Reports-Your invoice software must generate relevant reports, which can highlight important factors such as sales, debtors and customer statements. Additionally, the reports must look professional to the local authority or the customers.
• Search Features- As your business expands; you would need support features for locating invoice reports, finding transactions and customers.

Lastly, the above factors are crucial to simplify your business process and earn profits. However, you need to consider your business staff for understanding the simplicity you would require in the invoice software.

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