Running your gardening business can be grueling, but your invoicing doesn't have to be

Working in the great outdoors, the ability to be your own boss, and the potential for making a handsome profit on your own terms: All of these compelling factors led you to own your own gardening or landscaping company. 

Only over time did you realize that there were seemingly endless but important details that required your constant attention as well. It also turns out that some of your biggest headaches stem directly from your billing processes. 

Fortunately, there are some easy and affordable actions you can take to get out of the inventory weeds.

Understand the basics.

Since accurate billing is vital if you want to get paid on time, your first goal should be to make sure your invoices contain everything they should. 

By definition, an invoice is a formal document that specifies the services provided as well as the total owed by the customer upon completion of the job. 

Additionally, it should also prominently display a payment deadline as well as tax information and details about how to contact you.

Carefully plan your pricing structure.

If you are currently encountering problems with getting your money, one possible cause might be that your clients are confused about or dissatisfied with the prices you charge. 

At this point, it makes sense to make a comprehensive survey of each of your services, keeping in mind crucial factors such as the costs you incurred (soil, tools, seeds, employee salaries, etc.) as well as how much time and effort were involved in each. 

After arriving at a cost figure, add 5-10% to compensate your business and make a profit.

Lock down your template.

Many invoicing software platforms contain blueprints that you can follow when creating your own bills. Alternatively, you can make one yourself. 

Whatever you choose, your invoice should contain the following details: your business name and contact details at the top right; a list of the services you performed, including descriptions and prices; additional items to be reimbursed such as soil or gardening tools; the customer’s name and contact details; total that describes the services provided, hours worked, and amount owed; what types of payments you accept; payment deadline; and late payment fees, if applicable. 

You may also include your brand colors or logo. Then be sure to attach the invoice to a hard copy or email message to be sent directly to your customer.

Fine tune how you get paid.

Although providing a written or electronic invoice that a customer can pay later is certainly a viable option, never underestimate the advantages of resolving your bill immediately. As soon as the job is completed, today’s technology provides you with everything you need to get paid on site through the use of a mobile card reader.

Updated point of sale systems allow you to complete payment transactions using your mobile phone or tablet equipped with a payment processing app provided by your merchant account provider. 

Because of seamless integration, the purchase will immediately be recorded in your POS, making accurate reporting and inventory management a breeze. 

In other words, you can say goodbye once and for all to the agony of disorganized spreadsheets and drawers filled with receipts.

Another available option is to talk to your payment processing company about getting a virtual terminal. This web application can be configured directly into your point of sale system and allows you to manually input clients’ payment information. 

An excellent choice for telephone payments, this service helps to ensure that you receive compensation quickly and securely.

Consider adopting recurring billing.

One of the pluses of a gardening or landscaping business is that properties tend to need ongoing maintenance. In many instances, you might visit a client on a weekly, monthly, bimonthly, or quarterly basis to ensure that the grounds remain beautifully manicured. 

Once you set up recurring invoices, you can make payments easy and predictable for everyone involved.

The recurring model is simple: Just come to an agreement with your customer about how much will be paid each week or month as well as the account or credit card to be debited. 

Specify when the withdrawals will happen and the duration, i.e., indefinitely or for a set number of payments, and be sure that you clearly outline the terms of the agreement, including your late payments policy.

Getting paid, hopefully in full and on time, is the life-giving sunlight and water that can make your gardening business thrive. 

Plant the seeds of your own success by streamlining your invoicing processes, and your landscaping company has the potential to blossom beyond your wildest dreams.