Easy Customer Billing Solutions for Independent Travel Planners
- Joe
- Aug 26, 2024
- 6 min read
Updated: Mar 8
Hello Jess planners. As an agency owner, one of the essential tasks you need to handle is billing your clients for your service fees. Let's dive into some fantastic online options you can use to streamline this process, ensuring you get paid efficiently and hassle-free.
1. QuickBooks Online
At Jess.Travel, we personally use QuickBooks Online for our accounting software because of its comprehensive features. QuickBooks Online is a popular choice among small business owners for its all-in-one solution.
Pros:
All-in-one solution: Invoicing, expense tracking, and tax preparation in one place.
Automations: Set up recurring invoices and automatic payment reminders.
User-friendly: Intuitive interface with a helpful mobile app.
Cons:
Cost: Subscription plans start at $25/month.
Transaction fees: 2.9% + 25¢ per transaction.
Complexity: Might be overwhelming for someone with minimal accounting knowledge.
Learn more: QuickBooks Online
Tutorial Video: Link
2. Wave
Wave's dashboard is incredibly straightforward. Even without an accounting background, I was able to navigate it easily. Wave offers free accounting software with invoicing and payments features, making it an excellent option for those on a budget.
Pros:
Cost: Free accounting, invoicing, and receipt scanning.
Ease of use: Simple and intuitive interface.
Integrations: Connects with bank accounts for easy tracking.
Cons:
Transaction fees: 2.9% + 30¢ per credit card transaction, 1% per bank payment.
Limited features: May not have all the advanced features of paid software.
Learn more: Wave
Tutorial Video: Link
3. FreshBooks
FreshBooks’ time-tracking feature is a game-changer for billing clients based on hours worked. It's super intuitive and makes invoicing so much easier. FreshBooks is known for its ease of use and excellent customer support, making it perfect for those new to billing software.
Pros:
Simplicity: Easy to navigate and set up.
Time tracking: Useful for billing clients based on hours worked.
Support: Highly praised customer service.
Cons:
Cost: Subscription plans start at $15/month.
Transaction fees: 2.9% + 30¢ per transaction.
Features: May lack some advanced features compared to QuickBooks.
Learn more: FreshBooks
Tutorial Video: Link
4. Stripe
At Jess.Travel, we mostly use Stripe for our service fees. The flexibility of Stripe is fantastic. We were able to customize it to fit perfectly with our existing booking system. Stripe is ideal for those who want a flexible and developer-friendly payment processing solution.
Pros:
Customization: Highly customizable if you have some coding knowledge.
Global payments: Supports multiple currencies and payment methods.
Integration: Easily integrates with various platforms and e-commerce sites.
Cons:
Complexity: Setup can be complex without technical expertise.
Fees: Transaction fees are 2.9% + 30¢ per transaction.
No monthly fee: However, the per-transaction fee can add up.
Learn more: Stripe
Tutorial Video: Link
5. Square
Square's virtual terminal is what we use when we need to take a credit card number manually over the phone. Square is a versatile option that offers both online and in-person payment solutions.
Pros:
Versatile: Great for both online and in-person transactions.
No monthly fees for basic use: Only pay when you make a sale. They do have an upgraded business service.
Free tools: Free invoicing, virtual terminal, and reporting tools.
Cons:
Transaction fees: 2.6% + 10¢ per swipe, dip, or tap can be costly.
Limited support: Customer support can be slow.
Learn more: Square
Tutorial Video: Link
6. Venmo
Let me start by discouraging Venmo. Venmo makes it so easy to request payments. Almost too easy. Clients appreciate the convenience, and I love the instant transfers. However, there's a major downside to using Venmo and/or Cash App for business, since people use Venmo for personal use so often, it'll be easy to co-mingle your business and personal income/expenses which could lead to major tax issues. Here's a video explaining.
Pros:
Ease of use: Simple and user-friendly app.
Instant transfers: Funds can be transferred instantly to your bank.
Social aspect: Allows clients to see and comment on payments (if desired).
Cons:
Professionalism: May not seem as professional for business transactions. Too easy to mix business with pleasure.
Limits: Transaction limits can be restrictive.
Fees: 1.9% + 10¢ per transaction for business profiles.
Learn more: Venmo
7. PayPal
PayPal's invoicing system is incredibly straightforward. Plus, clients are familiar with it, which makes them more comfortable. PayPal is a trusted and widely recognized payment processor.
Pros:
Reputation: Trusted by millions worldwide.
Ease of use: Simple to send and receive payments.
Security: Strong buyer and seller protections.
Cons:
Fees: High transaction fees of 2.9% + 30¢ per transaction.
Holds: Potential for funds to be held for verification.
Learn more: PayPal
Tutorial Video: Link
8. Zelle
Zelle's instant transfers are a huge benefit. It's great for clients who prefer direct bank payments. Zelle is perfect for direct bank-to-bank transfers without any fees. This is only an option when you know the client's bank uses Zelle.
Pros:
Speed: Instant transfers between bank accounts.
No fees: Free to use if your bank supports it.
Integration: Integrated with many major banks.
Cons:
Availability: Not all banks support Zelle, and most clients won't be able to use it.
Limitations: Daily and monthly transfer limits.
Learn more: Zelle
9. HoneyBook
HoneyBook's project tracking is a dream. It keeps everything organized, from initial inquiry to final payment. HoneyBook is a business management platform that includes invoicing, contracts, and project tracking.
Pros:
All-in-one: Combines invoicing, contracts, and project management.
User-friendly: Easy to set up and use.
Support: Excellent customer service.
Cons:
Cost: Subscription plans start at $9/month (if billed annually).
Transaction fees: 3% per credit card transaction.
Learn more: HoneyBook
Tutorial Video: Link
10. Novo Bank
Novo is a fantastic choice for small businesses looking for an easy-to-use online bank. With Novo, you get all the essential banking features without the hassle of hidden fees or complicated processes. I love how Novo integrates seamlessly with the tools we already use, making it an excellent option for managing business finances.
Pros:
No hidden fees: Novo offers straightforward banking with no monthly fees or minimum balance requirements.
Easy integrations: Connects with popular apps like QuickBooks, Stripe, and Shopify.
Mobile banking: Fully functional app that lets you manage your business finances on the go.
Cons:
No cash deposits: Novo doesn’t support cash deposits, which might be limiting for some businesses.
ATM fees: Novo doesn’t reimburse ATM fees, so withdrawing cash can be costly.
No physical branches: As a completely online bank, Novo doesn’t have any physical locations.
Learn more: Novo
Wise
For international transactions and our international travel planners, Wise (formerly TransferWise) is a solid choice for receiving payments from clients worldwide. Wise specializes in low-cost currency conversion and direct bank transfers, making it a great option for independent travel planners working with international clients. Instead of dealing with the high fees and slow processing times of traditional banks, Wise lets you send and receive money in multiple currencies with competitive exchange rates.
Pros:
Lower Fees: Wise charges transparent, low fees for international payments, often lower than traditional banks and PayPal.
Real Exchange Rates: Uses mid-market exchange rates without markups, ensuring fair conversions.
Faster Transfers: Many transfers are completed within minutes, reducing waiting times.
Multi-Currency Support: Allows you to hold and manage funds in over 40 currencies, facilitating global transactions.
Cons:
Adding Payment Links to Your Website
Integrating payment links directly into your website can significantly streamline the billing process for both you and your clients. At Jess.Travel, we have a dedicated payment page where clients can choose their preferred payment method. By adding payment links from Stripe, Square, PayPal, Venmo, and Zelle, clients can easily pay us using the method that suits them best.
Tips for Adding Payment Links:
Create a dedicated payment page: Make it easy for clients to find where to pay. At Jess, we have a page we made that looks like this.
Offer multiple options: Cater to client preferences by offering various payment methods.
Keep it simple: Ensure the process is straightforward and user-friendly.
Adding these links can enhance your professionalism and provide a seamless experience for your clients, making it more likely they will pay promptly.
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