Introduction
Are you still plagued by the inefficiency of manual invoicing, incorrect invoices being reshipped, and cross-border compliance issues?
This article will thoroughly explain: what Invoice Maker is, its usage context, seven core features, invoice classification and applications, and specific scenario applications. Finally, we will use Ailit as an example to demonstrate how these features are implemented in a real product.
Now, let's take five minutes to learn about Invoice Maker.
Definition of Invoice Maker
Invoice Maker is a tool or software used to create professional invoices quickly and accurately. It can help individuals or businesses automatically generate formal invoices containing transaction details (such as goods/services, amounts, tax rates and payment methods), replacing manual filling, improving efficiency, and reducing errors.
Background of using Invoice Maker
- Policy push: Many countries around the world are mandating electronic invoices, with paper invoices gradually phasing out
- Invoice Surge: E-commerce promotions and cross-border wholesale lead to a sudden surge in orders, making manual processing insufficient.
- High Costs of Incorrect Invoices: Errors in company name, tax ID, or exchange rate result in high costs for reissuing invoices and late fees.
- Multiple Currencies and Tax Systems: Cross-border scenarios involve significant differences in formats, tax rates, and languages across countries.
- Lightweight Digitalisation Needs: Small and medium-sized businesses lack IT teams and require ‘plug-and-play’ online tools.
Basic Functions of Invoice Maker
Currently, most Invoice Makers on the market offer the following features:
- Quick Generation: Fill in customer and product information, generating a PDF invoice in 3–5 seconds.
- Template Customization: Over 100 industry invoice templates available (services/retail/cross-border), with the option to add your logo and signature.
- Smart Calculation: Tax rates are automatically updated, eliminating manual calculation errors.
- Currency and Language: Support over 150 currencies and multiple languages.
- Status Tracking: Receive mobile notifications for ‘customer has read the invoice’ or ‘payment received.’
- Online Payment: The invoice includes a ‘Pay Now’ button to shorten payment terms.
- Multi-Device Synchronization: Invoices created on a mobile device can be printed immediately on an office computer.
Why do Retail and Wholesale Trade need Invoice Maker?
The retail and wholesale industries deal with a large volume of incoming and outgoing goods, as well as payments, daily. Relying on manual writing or Excel spreadsheets not only slows down the process but also increases the likelihood of errors.
An Invoice Maker can be of great assistance for the following reasons:
- Save time: Templates are pre-set, allowing product codes, prices, discounts, and tax rates to be automatically populated with a single click, generating professional invoices in just a few seconds.
- Reduce errors: Manual calculations of discounts and tax amounts often lead to mistakes. The Invoice Maker automatically calculates based on pre-set rules, ensuring accurate amounts on each invoice and reducing return disputes.
- Improve reconciliation: The system highlights sales amounts, unpaid invoices, and due dates with colours or labels. At month-end, there’s no need to sift through piles of paper—reconciliation is clear at a glance.
- Enhance your image: Add your store logo and contact information for a consistent format. Sending invoices to customers and suppliers looks professional and builds trust.
- Use anytime: Whether you're out meeting clients, in the warehouse, or at a stall, you can use your phone to issue invoices on the spot, send emails, or share PDFs—no need to return to the office to issue invoices later.
How does Ailit work in the Invoice Maker
Ailit integrates ‘scan-to-invoice’ with ‘cloud tax’ to make Invoice Maker a reality:
- Scan to Invoice: Scan the product barcode, and the system automatically retrieves the name, price, and inventory. Generate a PDF invoice with your logo in 3 seconds, supporting three formats: receipt, A4, and triplicate.
- Multi-currency and multi-language support: Built-in real-time exchange rates for 159 currencies, with one-click switching between Chinese, English, Portuguese, and Spanish.
- Automatic accounting and reconciliation: Inventory, accounts receivable, and profit are updated in real-time after invoice issuance. Overdue payments can be automatically generated into reconciliation statements and shared with customers.
- Cloud backup compliance: All invoices are uploaded to the cloud in real-time, allowing users to continue issuing invoices by scanning the QR code and logging in on a new device.
Conclusion
After reading this article, you now know that with Invoice Maker, invoicing can be completed in just 3 seconds with a simple scan and cloud synchronization. Allowing you to upgrade your old, inefficient, error-prone, and slow payment collection model to a digitalized process with a single click.
Has your shop or business ever experienced difficulties such as ‘invoicing crashes during peak hours’ or ‘cross-border document formats not matching’? Please leave a comment below with any invoicing challenges you have encountered, and let's discuss how to optimize the process together.
