Billing Systems for a Small Business: 5 Important Things To Know


Small business owners often overlook the importance of using the right billing system. They tend to search for the most budget-friendly option, ignoring the warning signs that accompany cheap software.

With the right approach, it’s possible to choose the best billing system for a small business without paying a fortune for it. Meanwhile, you can solve the issues related to sending invoices on time, receiving payments timely, tracking financial transactions, designing custom invoices, and much more.

Here are the most important things you should know about billing systems for small businesses.

1.   Perfect Billing Systems are Hard to Find

Off-the-shelf billing software is often designed to suit the needs of a variety of companies. That’s why it packs numerous options. When you look at a program, you may see features that you are unlikely to use. This doesn’t always mean you should ignore the system.

It can be developed to help you use the most important features and ignore the rest. Don’t try to look for the ideal software to suit your needs. Most likely, only a custom-made program can achieve that. While such software is an excellent solution for a company of any size, it’s usually expensive

So if you are planning to purchase an off-the-shelf system, simply look for the one that offers all the features you need, and ignore the rest of the options. A well-designed program makes it easy.

2.   Billing Systems Can Have Polar Price Tags

When you are planning your budget, be sure to study all the available billing software options. These programs can be very different, and so can their price tags. They also come with different payment models.

If you choose a cloud-based solution, all you have to do is pay a monthly fee. You can often get a discount if you pay for a 6 or 12-months subscription on the spot.

A billing system that you install on your computer usually requires an up-front investment. However, you don’t need to pay anything extra until upgrades come out.

Figure out which payment system is suitable for you. According to developers of the enterprise billing system, Kansys, many small businesses choose cloud-based programs due to their flexible payment systems. As companies grow, they tend to switch over to other software types, and eventually end up investing in customized solutions.

3.   Billing Software can be Industry Specific

While one-size-fits-all billing system options are available, companies in some industries can’t use them. If your industry requires a specific approach to billing, you may need software designed specifically for it.

For example, companies in the healthcare industry would require software that allows paying for invoices with insurance. This involves using specific codes to receive payment quicker. Meanwhile, in other industries, it could be vital to integrate the billing system with other programs.

When choosing the billing software for your small business, make sure it’s suitable for your industry. Otherwise, you’ll have time adjusting it to your needs.

Whatever software you choose, check if it’s compatible with systems you are already using. Otherwise, your employees would have a tough time using several programs separately.

4.   Not All Billing Systems are Easy to Use

While the majority of billing programs are designed with users’ comfort in mind. Some of them are more complex than others. In small companies, many employees have double duties. The billing software aims at taking some of the burden off their shoulders.

A high learning curve can have the opposite effect, forcing your staff to spend time learning how to use a program. That’s why it’s vital to pay attention to the interface and ease of use.

5.   Billing Systems Should Have a Reporting Option

One of the key benefits of using a billing system is its reporting options. These programs can collect valuable information about your financial activities and create reports to help you improve your work process.

While this option may not seem necessary for startups, as time goes by, such analysis will prove highly important. When choosing a billing system, make sure it has a solid reporting feature.

The Takeaway

Hardly all billing systems are created equal. They come with different sets of features, learning curves, and price tags. To choose the right one for your small business, be ready to do some research. Consider choosing software with free trials to make the right decision.

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