Anyone Emailing invoices?

[Up North]

I'm thinking about switching over to emailing invoices out. Does anyone do this currently? I didn't do a search so if this has been discussed already I apologize. But it would just be easier for me to complete the invoices and fire them off via email then to print each one, fold it, stuff it, stamp it, then take them to the post office or drop box. I'd save some time & a few $$ by not having to buy so many stamps. I can set up the email so that when the customer gets it & opens it, a notification comes back to me letting me know that it has been received and opened. I've talked to a few of my commercial accounts and they are all for it.

Anyone with suggestions, experience, or otherwise on this?

Buck

[ealbertson]

I started doing that this year. Yes, it is far better and does save considerable time. We spent $175.00 last year on mostly stamps. I do it through Quick Books 2006 which isn't too hard to set up. The customers all but one seem to like it as well. One draw back is I don't have any way of telling if they got their invoice. The person I talked to at QB support said there is no way to do that. I have a request in the email for them to respond back to let me know they got the invoice etc.. but that still doesn't tell me who didn't get one. If you want more info. on how QB works and the set up required let me know.

Take care, Ed

[Daner]

Hi there Up North...I have never tryed the e-mail thing ...but it sounds like a great way to invoice.

[EvandSeby]

I just started E-Mailing my invoices to about one-third of my customers. Many of whom live out of state or leave for the summer. It has been working fine so far (two months now). Some of the older folks still want to receive a bill and hand me a check in person.

[Littleriver1]

I have 10 customers that do not have computers and get invoices by regular mail. The rest get email. Most like it because it puts the information on their computers for them.

[Tonyr]

I had quite a few who were sent email invoices, worked great, cause then they could log into their bank and pay me, no waiting. highly recommended for clients who are 'into' email.


Buck, my dawg is gunna eat that ol' moose lol!~

[brucec32]

I emailed one for a customer who requested it, it saves some money and significant time stuffing envelopes, but there are a few downsides too.

You can use the 'request read receipt" function, but you still have to go through and check your return receipts vs your customer list to make sure people got them.

Another problem I see is that some people need the physical presence of an invoice to remind them to pay it. They may read the email, then forget about it.

You also cannot include a reply envelope in an email, so people may delay payment if they don't have an envelope handy.

Some customers rarely check the email accounts they give you, preferring their work ones not get out to you, so they may not read the invoice till after the due date.

And finally, of course some customers will be resistant to the idea, since they are infrequent internet users. So you'll still be mailing some.

[Roger]

For those who are using e-mail invoices, how did you introduce the idea to your customers? One of you said the customer requested, but what about the others? Did you make some kind of stipulations, such as "Do you check your e-mail daily?" or other such questions. I know some people have given me their e-mail address for routine matters, related to lawn care or not, but when I've sent them an e-mail, I learn later they check their IN box every couple of weeks.

Obviously, I would prefer everybody get on board, and from some comments here, that just will not happen.

[Up North]

Yeah I guess one of my concerns, actually 2 of my concerns are having a customer open the email, see the invoice and think okay, I'll take care of it later, then accidently deleting the email or forgetting about it. Or the other concern is them not checking email for a week or two. But in either case that would be more of a residential concern of which I only have a couple residential customers, most are commercial. I may do some trial runs with some customers first, just see how it goes. Far as I can most all my customers have email, only one I'm not sure of as she's fairly old, but that doesn't mean anything. Plus I normally hand deliver her invoice as I think she likes the company and a little visit.

I'd think I'd have to have some reassurances in hand before going ahead with this, such as Roger stated. Check email daily? Maybe set up a folder for the email/invoices so they can save the data and go back to check if a question arises about getting or not getting the email. I don't know, guess I'll have to play around with this a bit and see how it works.

Thanks for the info guys.

Buck

[Green-Pro]

Hey Buck how's it going?

I've emailed invoices with no problems (the slow payers will be slow payers no matter how they get their bill!!) With commercial props it works great.
The only difficulty I've encountered is with the residential customers, especially older folks, that are not comfortable with computers.

[lawnmasters05]

I have emailed invoices but need to make sure the customer checks there junk mail the 1st time because it goes there the 1st time for those who have there filter on. I also use quickbooks mailing service. It is $14.95 per month and .79 per mailing. The invoice is mailed to quickbooks for printing, stuffing and mailing. The customer recieves a professional looking invoice with a return envelope and a tear off remittance slip. I figure by the time I print, stuff, stamp and mail I can't do it any cheaper.

Robert

[BSDeality]

For those who are using e-mail invoices, how did you introduce the idea to your customers? One of you said the customer requested, but what about the others? Did you make some kind of stipulations, such as "Do you check your e-mail daily?"
I've converted 75% of my weekly customers to email. all the new clients are emailed estimates/invoices. why? because I only "advertise" online now. So i know they must have email access!

[Freddy_Kruger]

I would like to auto bill the VISA after every cut the Better business bureau told me they would help me set it up. But I will wait till at least next year.

[Freddy_Kruger]

I've converted 75% of my weekly customers to email. all the new clients are emailed estimates/invoices. why? because I only "advertise" online now. So i know they must have email access!
Thats the first time I ever heard that from an LCO. How do you do that or what is that you do?

[BSDeality]

my website is the only real advertising I do (and I'm plenty busy). I've sunk too much money into printed ads and gotten no results, literally.

[Up North]

Hey Buck how's it going?

I've emailed invoices with no problems (the slow payers will be slow payers no matter how they get their bill!!) With commercial props it works great.
The only difficulty I've encountered is with the residential customers, especially older folks, that are not comfortable with computers.

Good Geoff. Busy, busy, busy. Between the yard maintenance and real estate things are hopping...then I come home and the boys want to play hard for another couple hours...:dizzy:. But that's what it's all about, makes the long days worth it. How's things down your way?

My thinking on the emailing thing seems to be pretty much like you said. I'll start checking with each client this week and see where we stand at the end of the week.

Buck

[Green-Pro]

Good Geoff. Busy, busy, busy. Between the yard maintenance and real estate things are hopping...then I come home and the boys want to play hard for another couple hours...:dizzy:. But that's what it's all about, makes the long days worth it. How's things down your way?

My thinking on the emailing thing seems to be pretty much like you said. I'll start checking with each client this week and see where we stand at the end of the week.

Buck

Busy as all get out here also. Lots of late nights eating supper around 10:00 P.M. The grass is starting to show some signs of slowing down though. The folks I hired for running the mowing routes are finally at a point that they are doing top notch work and doing it quickly. Good thing to I've picked up several hardscaping jobs and plant bed installs.
Best of all them getting the routes done means I don't miss any of my girls softball games, heck I even cleaned the boat up so we can start taking it out again. Schedule was pure hell up until about 2 - 3 weeks ago though, and I do mean pure he!! LOL.
My best to you and yours. Good luck with the emailing.

[lawn]

How do you set up e-invoices? I have no idea:confused: :hammerhead:

[BSDeality]

I use Quickbooks. It can be setup to send them out attached as PDF's to your clients. Once you start you will want to put everyone on e-invoicing. I also use gopher for the lawn route and it can be manipulated to save the invoices as PDF's and then you have to manually send them to each customer. Its a couple extra steps, but much easier, faster and cheaper than snail-mailing.