Everything you need to know about invoices as a business owner
Published June 29, 2023. Updated on April 8, 2025 to reflect Kicksite’s uplifted Finances experience.
Kicksite’s uplifted Finances experience introduced a handful of new features designed to make managing your school’s money WAY easier. At the core of all of these improvements, one key element will save you major headaches during tax season: invoices. Invoices help you record every possible payment within your academy, and Kicksite makes creating invoices quick and easy so you can monitor your business’s finances. Say goodbye to scrambling through tons of files or spending hours finding a paper trail. It’s a simple step to get organized, take control of your cash flow, and make your business better!
THE BASICS: WHAT’S AN INVOICE?
First, it’s important to understand: What’s an invoice? An invoice is simply a timestamped document that records a possible payment between a seller and a customer, much like a bill. Whether someone is buys a t-shirt, gi, or anything else, it should be recorded as an invoice. It’s critical for internal and external audits but can be managed solely by your trusted staff and administration.
On an invoice, you’ll often find terms & conditions and additional information regarding the payment. By making note of pricing, products, and additional fees, you’ll be able to visualize and note details that may have been unclear before. Things such as total units purchased, revenue stream, and tax charges will be outlined for your assessment and safekeeping.
While some businesses still record invoices on paper, digital invoices are pretty common these days and remove the many hassles and inconveniences of manual paperwork. Kicksite’s uplifted Finances system allows you to instantly send invoices to customers via email or print them as needed. Not only that, but you’ll have an immediate organized view of your invoices that gives you quick access to those that have not been paid. Quick, seamless, and simple!
WHY ARE INVOICES IMPORTANT?
TAXES
Kicksite invoicing allows you to track the taxes you are legally obligated to pay. A Collected Tax report allows business owners (like you!) to effortlessly track the amount of taxes that you have gathered from customers. Utilizing invoices can help you avoid legal predicaments with the IRS, but also maximize your cash flow in the process. By utilizing our invoicing features and having all this information at your fingertips, you’ll put yourself in a better position when it comes time to file your business taxes. Save yourself the headache down the road and start utilizing invoices today if you haven’t already!
CASH FLOW
Tax preparedness is not the only way invoices put your business on solid financial footing. Invoicing allows you to control and visualize both the money you gain and potentially spend. As an individual, you watch your bank account balance and avoid overdraft fees, so why not track your company’s finances with equal amounts of care to maintain a healthy situation for your business?
By using Kicksite you can closely monitor unpaid bills and forgotten charges. Managing Past Due invoices is a breeze in our system, so you can send payment reminders and follow-ups quickly. With just a few taps, you can also view and resolve open balances with payment processing built right into the system. What you AND your customers will enjoy the most about these features is being able to settle dues quickly and without any hassle. You’ll be able to confidently detect delinquent accounts and act accordingly to ensure business growth. That means no more tracking down customers!
MANAGEMENT
Overall, invoicing will benefit your business by establishing sound accounting practices and improving your efficiency. It’s a valuable feature that allows you to see vital financial information and more easily take administrative actions. You’ll be able to spot pain points and assess where your time, attention, and investment need to be directed for important financial decisions.
Kicksite’s Finances centers on invoicing for many reasons – improved cash flow, tax preparedness, and more efficient management. It requires minimal effort to start building your invoice records, to make your life easier and your business better! Need assistance getting started with invoices in Kicksite? Our Knowledge Base has many tutorials readily available, from how to add an invoice to how to pay an open invoice.
Interested in checking out how Kicksite martial arts software can remove money management stress from your business? Book a demo today and we’ll give you a complimentary 30 days to dive in and give it a try!