Whatever method you choose for keeping track of information, one way to save yourself time and hassle is to set up a little routine as part of each job you take on.
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When you begin a project, take a few minutes to collect and note pertinent information that you will use for invoicing. Perhaps you do it at the beginning, while you’re counting blank pages and familiarizing yourself with the text; perhaps you do it at the end. Regardless, make the task a part of your workflow routine.
Here are two low-tech ways to track invoicing information for your indexing projects.
Idea 1: Jot it on the book’s table of contents page
If you tend to print off the table of contents for the book you’re working on, jot down the following on your printed TOC hardcopy:
- number of blank pages
- fee per page, total charged
- tax rate and taxes charged
- estimated income tax
- date started
- due date.
Once you’ve finished the project and you’re ready to write up the invoice, all of the pertinent information is handy. You can then also transfer this information easily into your accounting/bookkeeping program. This method encourages you to quickly note the basics.
Idea 2: Keep project files
If you prefer to keep digital records, try creating a simple document for each project when you begin, to keep any information you consider relevant. Since space is unlimited using this method, you could also collect other notes.
For example, some indexers like to make a Word document in which they list invoicing information as well as notes about the job, and/or queries for the author, inconsistencies and errors discovered in the text, etc. You might find this “project file” useful to refer back to later on when you work with a particular client again.
Related questions
What information should I track for my indexing business?
How do I start on the right foot for keeping track of my finances?
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