Many small shred companies are behind on invoicing, not because they forget, but because each invoice means pulling paper tickets, counting containers and retyping it all into QuickBooks. Every day an invoice waits is a day you aren't paid.
Per job or monthly?
- Per job: one invoice for each service. Best for purges, one-time work and clients who want to approve each charge
- Monthly: one invoice for all of a client's services in the month. Best for recurring accounts and much less paper for everyone
Multi-site clients
A client with several locations may want one invoice for all of them, or each site billed to its own address or to a parent company. Decide this when you set up the account, and record which sites bill where, so month-end isn't a puzzle.
What a good shredding invoice shows
- Each service with its date and site
- Containers by type, or pounds or boxes, with the unit price
- Minimums, fuel surcharge and sales tax as separate lines
- The certificate number for each service, so the client's accounting and compliance records match
- A way to pay by card from the email, plus your check and ACH details
Keep accounting in step
- 1Create invoices in one place only. If they're made in QuickBooks and in another tool, they'll drift.
- 2Push invoices and payments to your accounting software, rather than retyping them.
- 3Never edit a sent invoice. Issue a credit and a new invoice so the history is clear.
- 4Close each month by checking that every completed service was billed.
How Trakro helps
In Trakro, completed stops become invoices per job or rolled up monthly, with your prices, minimums and fuel surcharge applied. Clients can pay by card from the invoice email through your own Stripe account, and invoices and payments sync one way to QuickBooks Online. You can also export a spreadsheet for other accounting tools.
Let Trakro handle the paperwork.
Certificates, chain of custody and invoices, built from every stop.