As I start to use more online services in my business, the task of collecting invoices/receipts for accounting purposes each month is getting somewhat tedious.
Every service has their own method of providing invoices/receipts, and most of them require me to log on to their site and manually download the PDFs. Usuallty they do send a notification via e-mail, but still some manual work is required to get the official documents, which seems a bit strange.
Why don’t they just send the PDF(s) with the notification e-mail? E-commerce sites are usually much better at this, but SaaS vendors are lagging behind. Even the big ones, like Amazon, don’t provide PDF receipts with their e-mails.
What’s even worse is that the actual PDFs can be quite tricky to find. For example, on DigitalOcean, there is no Billing, Payments or Receipts choice available via their (top-level) menus. I have to go via Settings on the account drop-down (which, of course, I have to re-discover every month, as I keep forgetting where it is).
If you are a SaaS vendor, here are some tips for you:
Always send PDF receipts via e-mail when you do billing. If you can’t, for whatever reason (technical or other), please make sure your e-mail receipt is legally valid, so I can print it to PDF and use it for accounting purposes.
If your service is cheap, please provide an option to pay anually. For a $5 service, monthly accounting is costing me more than the service!
Please make it very easy to find the billing statments when I’m logged into your service, even if you send the PDF via e-mail.
How do other people deal with this hassle? I only use a few services at the moment, but I can imagine this process getting very annoying (and time-consuming) as the number of services increase.