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Tip of the Week: How to Improve Your Invoicing Processes

Tip of the Week: How to Improve Your Invoicing Processes

One of the most important considerations in any business is to ensure that payments are properly received and processed. Otherwise, you may as well not be in business at all. To help expedite this, we’re dedicating this week’s tip to creating a better, more effective invoice. Let’s get into it.


How to Create Your Invoice
First, you need to have some way to actually construct the invoice document itself. For this, you have some options. If you use Microsoft Office products, both Excel and Word have templates you can use to put it together, and G Suite users can leverage any number of integrations to do the same. Alternatively, there are many software titles out there that offer more specific functions based on need and preference.

Once you have selected your software, you can start to put your invoice together. You will want to be sure that your invoice includes the following information:

  • Description - You want to be crystal clear on your invoices about what you are billing for, especially if part of it refers to time spent rendering a service. This will allow you to properly bill your clients while allowing them to understand exactly what they are being billed for, cutting back on how often your invoices are contested. Overall, every invoice should include the order number it refers to, the total amount owed, how the invoice can be paid, and when payment is due.
  • Discount Details - If you are offering any discounts, you will also want to make sure these are clearly annotated on your invoices as well - especially for those who are first signing on to your services. Otherwise, these discounts may confuse your clients and instill a false expectation for the future - creating surprise and frustration when the discounts are gone later.
  • Schedules and Policies - Just as you were held to a schedule to deliver your service, your client needs to be held to a schedule to pay for it. Consistency will also help your client prepare their payments on time. On a related note, your invoice should thoroughly explain your company policies on discounts, late payments and associated fines, and due dates to make your expectations of the client very clear.

Of course, this isn’t everything that can, or should, go on your invoices. However, these aspects are crucial enough to be mentioned and detailed separately. You should also consider other elements to include on your invoice, making use of what would otherwise be blank space. You may consider adding a more personalized touch and suggesting the next steps that a client should take, based on the services you are billing them for.

Furthermore, add some more of a personal touch by including some kind of thank-you message on the invoice. Write up a brief piece thanking your client for their business and have it printed on the invoice. Not only is this a visible way to earnestly say thank you, the appreciation you show may help to expedite payments and encourage repeat business.

When and How to Distribute Your Invoice
If you want to receive your payments on time, how you send your invoices is just as important as how they look. First and foremost, they need to be sent much sooner than later.

If yours is like many businesses, you may have found that your invoices go unpaid for long stretches of time. Estimates put the total of unpaid invoices to small businesses at well over $800 billion, and that was back in January of this year. This is why it is crucial that your invoices are distributed efficiently - it may be a long time before you get them back.

This is another reason that technology solutions are useful tools to assist you in managing your invoices digitally. Most invoicing software will likely enable you to track the status of the invoices you’ve sent.

If you want more assistance in managing your invoices, reach out to Infradapt. We’d be happy to assist you, all you have to do is call 800.394.2301. In the meantime, don’t forget to subscribe to our blog for more useful technology tips and advice!

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Cybersecurity Requires Flexibility to Changes

Cybersecurity Requires Flexibility to Changes

Security is always changing due to the volatility of online threats and vulnerabilities. Things have changed so much over the past decade that solutions that worked back then are so outdated that they put your business at risk today. This brings into question what you should expect in the years to come. What are some of the threats that your business can expect to face in the future?


For reference, this information is from a study performed by Cisco. The study references the findings of 3,600 data security professionals from organizations such as Talos and others from all over the world.

Malware Has Grown More Autonomous
Early types of malware relied heavily on the user actually clicking on a link or downloading an attachment to install itself on their computer. Nowadays, malware doesn’t take the risk that the victim will know better than to click on a link or download something bad. Instead, a ransomware might be more network-based, meaning that all it takes is a simple mistake to spread to your entire infrastructure. Cisco suspects that this type of threat could potentially grow so widespread that it could take over the Internet.

Ransomware Is About More Than Just Money
Ransomware used to be all about making money and disrupting operations. It was a way to make money to fund further hacking attacks against even more victims. People would pay up because they were too scared to imagine losing their data. Trends are showing that hackers are increasingly more interested not in the financial side of ransomware, but with the destruction of businesses. Ransomware is being actively used by criminals to put an end to any business unfortunate enough to be hit by it.

Threats Are Avoiding Detection More Effectively
Ultimately, any online threat’s level of danger is equivalent to how easy it is to hide. The easier it hides, the more dangerous it can be. Ransomware can now hide in encrypted traffic to make itself much harder to detect. It can even use cloud-based applications and services to implement a command and control attack, all hidden within normal traffic.

Watch Out for Internet of Things Devices
The Internet of Things--a large collection of connected devices that all perform various functions--has grown at a considerable rate. Since Internet of Things devices are difficult to patch properly, they can provide backdoor access to an infrastructure. Since many IoT endpoints aren’t secured properly, your company network could potentially be opened up to all kinds of threats.

Security changes every day, but the one thing that never changes is that Infradapt can help your business secure its infrastructure. To learn more, reach out to us at 800.394.2301.

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Three Give-Aways that Your Security Approach Needs a Change

Three Give-Aways that Your Security Approach Needs a Change

It only makes sense that you would want only the best security for your organization. It’s natural to want to eliminate risk entirely. However, this simply is not a realistic viewpoint to take where your security is concerned, and it can even contribute to greater security issues as a company holds out for the best solution.

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Are the Apps on Your Device Safe?

Are the Apps on Your Device Safe?

It’s difficult to judge whether or not an app can expose your business to risk without first downloading it. Despite their best efforts, Google Play and the iTunes store can’t possibly identify every single malicious application out there. Unfortunately, you’re charged with taking the security of your mobile devices into your own hands, but thanks to Google Play Protect, this responsibility is a bit more mild.

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Tip of the Week: How to Write a Better Email

Tip of the Week: How to Write a Better Email

Writing an email is one of the most prevalent methods of communication in the business world, but it’s not as easy as you might think. There are considerable details and intricacies to mastering this art, and we’re here to help. By the end of this blog article, you’ll be armed with five tips to write the most effective email that you can.

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