How to Automate Billing to Maximise Ecommerce Resources

Here's how you can solve billing-related admin with automated billing software.

All e-commerce businesses know the importance of invoicing. It’s essential for record-keeping and a legal requirement in some jurisdictions. For small-scale businesses, with only a few customers, manual invoicing works fine. As you start to scale, though, problems will begin to emerge. 

For larger e-commerce companies, manual invoicing can be extremely time-consuming. But what’s the solution? Automated billing software. This approach cuts out the legwork and makes sure that invoices are sent on time. They also come with payment and bookkeeping capabilities to improve user experiences and boost efficiency. Are you curious to learn more? Keep reading!

Benefits of automated billing in maximising ecommerce resources

Why does automated billing represent a strong solution for your business? We’ve explored some of the benefits of invoice automation below: 

• Enables more focus on growth - As mentioned, manual invoicing and bookkeeping can be highly time-consuming. By automating this process, you can focus resources on more valuable, growth-related tasks. 

• Reduces errors - When carrying out dull manual tasks, there’s scope for employees' minds to wander. When this happens, they’re more likely to make costly mistakes. Automated software never tires and carries out its pre-programmed task to the letter. 

• Easy access to metrics and reports - It’s easy for important customer data to become spread across different programs and devices. Billing software centralises your reports and metrics within a single interface. You can quickly access all the information you need. 

• Facilitates different payment methods - The modern customer uses many different forms of payment. By facilitating multiple payment options, billing software can help you better adapt to your customers’ needs. 

• Greater scalability - Ramping up invoicing becomes more difficult the more customers you have. Billing software enables you to easily scale alongside the changing needs of your business.  

Key steps in implementing automated billing

Thinking of switching to an automated solution? Consider the following steps to enable a smooth implementation. 

Set clear objectives and goals

What do you want to achieve with billing automation? It’s important to answer this question before choosing a solution. The answer will help you measure the success of your implementation. Begin with a thorough assessment of your existing billing capabilities. 

What are your biggest weaknesses? What progress could help to indicate that you’re reversing these issues? Perhaps you discover a long delay between customer payment and them receiving an invoice. To account for this, you set a goal of reducing the invoice processing time by 50%. 

Lastly, make sure that your goals are realistic. It’s important to consult your accounting software as you formulate your objectives. Do you have the financial resources to carry out the sort of implementation needed to meet your objectives? 

Additionally, try to be as specific as possible when setting goals. Make sure that each of your objectives is measurable and aligns with clear metrics. It’s also wise to set a time frame for the expected completion of your goals.

Select the right billing software for your business

An effective implementation requires having the right billing software to meet your goals. With many options available, finding the perfect solution can be difficult. Look for the following features when reviewing your options. 

• Better compliance - With so many data regulations worldwide, it's crucial you handle billing data in a compliant way. Look for tools that automate tasks such as data input error checking. The more you automate, the lower your risk of compliance issues.

• Improved access - A good billing system should make it much easier for you to access data. Your entire team should benefit from insights that modern automation provides. You’ll find that your information will be presented in a clearer and more accessible way. 

• Personalisation features - Customers like to have tailored experiences with brands. Automation enables you to create personalised invoices that adapt to specific customers. 

• Accommodate payment needs - For maximum sales, customers should be able to use their preferred payment method. Select software that offers a variety of secure online payment options. 

• Real-time data - To make the best decisions, it is crucial to have up-to-date information. The best solutions deliver data in real time, which enables employees to take appropriate action immediately. 

Migrate and manage your data

Once you’ve chosen your preferred solution, it's time to sync data from various sources. Take your time with this stage, as without correct integration your software won’t function properly. 

Be sure to integrate with the following tools:

• Accounting software - this will enable up-to-date revenue reporting.

• CRM systems - necessary for accurate customer billing details.

• APIs - these will guarantee that your systems work seamlessly together. 

Customise billing templates and processes

With your systems set up and integrated, it's now time to think about the look of your billing templates. Hopefully, you’ve chosen billing automation software to create the customisations you need. One approach is to begin by choosing a template that roughly matches your needs. Alternatively, you could start with a blank canvas and build your invoice from scratch. 

Consider the different ways you can customise your invoices to promote your brand identity. Your logo should be prominently displayed, and be sure to also incorporate your brand colours. For seamless brand experiences, make your design match the look and feel of your website and other channels. 

Finally, consider how you can convey information clearly and effectively. Make sure that details such as invoice number and important billing information are clearly displayed. Be careful not to clutter your invoice with too much information.

Set up payment gateways

A payment gateway sends transactional information from your e-commerce site to the bank. Make sure that your payment gateway supports as many relevant forms of payment as possible. Alongside debit cards, consider popular options such as PayPal, ApplePay, and Google Pay. It’s a good idea to offer a “pay later” option, too—customers like to see extra payment flexibility.

You may also want to create a customer payment portal. A portal reduces the demand for staff to constantly send reminders to customers. Your customers can log in and keep track of their due payments and latest bills.

Test the system thoroughly

You’ve set up your automated billing system, but does it work as it should? To avoid causing delays and disappointing customers, it's worth carrying out a thorough test. 

When testing, ask yourself the following questions:

• Can payments be sent correctly on all supported platforms? 

• Are invoices being triggered automatically and sent to the right destinations? 

• Are you receiving the correct billing data within your reports? 

• Do invoices contain relevant information for each purchase?

Once your system is up and running, it's important to undertake regular evaluations. Consider how you can make improvements to the billing process. This could mean introducing additional payment methods, tweaking invoices, or adding further automation to your store. 

Summing up

If you want a thriving e-commerce business, manual billing isn’t sustainable. To avoid being bogged down in endless paperwork and admin, automation is the only path forward. From error reduction to accommodating more flexible payments, there are many benefits to this approach. 

Of course, for success you also need a smooth implementation. Here, we’ve explored some of the steps for accomplishing this. Remember, always build your strategy around a clear set of goals. Take time to find a solution that is easy to use and customisable. Finally, at the end of the process, take care to carry out thorough testing. 

Manual billing deserves to be left in the past. So, why not consider what automation can do for you?