Numbers and Numbers and Records and Books _ must be trackable Referring to "invoice #9048," rather than "That invoice I sent you last month, I think on a Tuesday," is much easier to track for both you and your client. Assign numbers to your invoices systematically, consistently and chronologically. Some people number their invoices by year (for example, 2009043 would be the 43rd invoice of 2009). You could also specify a code for the project. For example, ABC06 would be the 6th invoice for the ABC project that you're currently working on. Having an invoice and project numbering system keeps everything in line.
When a buyer asks for a quotation the seller should always provide a pro_forma invoice. A pro_forma invoice is an invoice sent in advance of the commercial invoice, which is the final bill that the buyer agrees to pay. Some of the advantages of pro_forma invoice to the importer include to show to his government for foreign currency allocation, opening letters of credit and most importantly, to have a detailed information on the transaction that can help him plan. An accurate and professionally submitted pro forma_invoice can help buyers to make a decision and agree to the quotation.
Although we know perfectly well what an invoice is, its technical definition is "a document that reflects the delivery of a product or the provision of services, along with the due date and the amount to be paid in consideration." All invoices, regardless of the way in which they are sent (whether on paper or in electronic format), must include a series of mandatory fields. Article 6 of Royal Decree number 1496, Spanish law, which regulates the content of an invoice, establishes these fields as: Invoice number. Delivery date. Sender's and recipient's legal name. Sender's and recipient's Tax ID number. Sender's and recipient's legal address. Transaction description (tax base). Tax rate. Tax amount. Date of service (if different from the delivery date)