Had to adjust an invoice for a client today. Always feels awkward, especially when it’s an increase. How do you guys handle these conversations? I try to be upfront, but it’s tough to strike the right tone between professional and apologetic.
I keep it simple. Send a quick email with the new total and reason.
If it’s a big change, I’ll call to explain. Easier to handle questions that way.
Make sure your contract mentions possible adjustments. Saves you from drama later.
Main thing is to tell them as soon as you know. No one likes surprise bills.
Look, adjusting invoices is part of the job. No need to overthink it. I just shoot them a quick email saying the invoice changed and why. Something like ‘Invoice updated to $X due to extra materials needed.’ Keep it short and to the point.
If it’s a big change, I might call instead. Gives them a chance to ask questions right away. But I don’t apologize or make a fuss. It’s just business.
Make sure your contracts mention possible adjustments. Saves headaches down the road. And always give them a heads up as soon as you know there’s a change. Nobody likes surprises when it comes to money.
Just tell them straight. No need to make a big deal out of it. I usually say something like ‘Hey, invoice changed. New total is X.’ Keep it simple, you know?
I feel you on the awkward invoice adjustments. They’re never fun.
My approach:
- Be direct but not apologetic
- Explain clearly why the change happened
- Give a heads up ASAP
I usually shoot a quick email like:
'Hey [Client Name],
Just a heads up - there’s been an adjustment to your invoice. [Brief explanation of why]
New total: [Amount]
Let me know if you want to hop on a quick call to go over the details.’
Most clients are cool if you’re upfront. I’ve had a few grumble, but it usually blows over.
The key is catching it early. Nothing worse than surprising a client with a big change at the last minute.
Also, I always make sure my contracts have a clause about possible adjustments. Covers my butt if things get messy.
I just tell 'em straight up. Prices went up man.
No fancy emails or anything. Just call and say it.
Been there, done that. It’s never fun to adjust invoices upward.
I’ve found being direct and explaining the reason works best. No need to be overly apologetic - it’s business after all.
I usually send a quick email like: ‘Hey [Client], there’s been an adjustment to your invoice due to [specific reason]. The new total is [amount]. Let me know if you have any questions.’
If it’s a bigger change, I might call instead. Gives them a chance to ask questions right away.
One time I had to increase an invoice by 30% because the project scope grew. I walked the client through the extra work done. They weren’t thrilled, but they understood.
Bottom line: be clear, professional, and ready to explain. Most clients get it if you’re reasonable.