Streamline Your Processes with the Actor Invoice Template for Human Resources

Actor invoice template for Human Resources

are you in a type of industry where you have recurring invoices you send the same amount or you send a client an invoice every single month or potentially every other week or maybe even weekly even annually do you have any kind of recurrence in your business well quickbooks can help you out with that but today we're specifically talking about recurring invoices how to set them up because a lot of us have gotten on this setup where we are on recurring monthly fees with our clients and um when you're in a recurring situation what you don't want to be doing is taking tons of time to invoice your clients every single month so if we can make that process smooth and easy and it's all set up in the system and we're not losing any revenue because we forgot to invoice somebody that is hugely valuable so that is what this video is about today we're going to talk about how to set up recurring invoices in quickbooks online alright so we have created also a nice little checklist for you guys because as i was going through all these things i was like you know maybe it's good to have all of this in one place and you can say yes i did that i set that up i set that up i set that up and when you do these things consistently it will make your bookkeeping and your accounting that much better so we've done this series of how to do stuff on quickbooks online grab the checklist in the description box below it is free and it's just there to sort of help you reminder you know things to set up and things to do to optimize your quickbooks and there's links to videos and stuff to make it really easy for you guys well enough of that thank you for being here make sure you're subscribed if you aren't already this is the type of information i like to bring to you guys and give us any comments in the comment section below we'd love to hear if this is helpful but let's go ahead and get into how to set up recurring transactions in quickbooks online well here we are again in the sample company of quickbooks online and today we're going to talk about how to create recurring invoices so you might have invoices that you send to your clients and it's great if you have recurring income it's always something that we love to see in any small business but you might have invoices and every single time you need to go you go to create an invoice and i have i have a separate video on this but you go to create an invoice you create the customer you send it off you put everything in but you might be thinking wow i'm sending the same invoice over and over and over every single time even if you found ways to make this faster for yourself i want you to think about making things recurring okay so there's an option if you have a current invoice there's an option to make it recurring directly from this bottom section you can click make recurring some people when they have a recurring invoice go to over here and they go to copy and make the make it um a new invoice that way um and but if you find yourself making the same invoice over and over and over again i highly recommend you considering this make recurring okay so the way that that did is it pre-populated with an invoice that was already there so in that situation let's go back this invoice was for shara barnett it was for landscaping services and rock um a rock fountain if that's the case um or this was for sprinklers and a rock fountain um probably not something that would be recurring but if it was you could go to make recurring and it would pre-populate everything here but since my guess is this is probably not something that would be recurring let's leave that and let's do a recurring invoice from scratch so this is a landscaping company and something that would be very common to have as a recurring revenue item for landscaping would be kind of monthly maintenance of someone's garden let's go up here to the gear icon and we're going to go over here to lists and go to recurring transactions from recurring transactions we're going to go to new and we have lots of different recurring transactions that are an option to us but we're going to go to invoice and click ok and so now here we are with a blank template we can do this for anybody and we can start out fresh you know the other way that i showed you was if you want to make a recurring invoice from an existing invoice but this is where we're starting fresh so let's go ahead and call this um let's go ahead and call this clara's landscaping and then we're going to go monthly okay and since it's a monthly we're going to schedule it you can also do it as just a reminder to to invoice and you can also do an unscheduled one but i really think the benefit of recurring invoice is when you schedule it you can also have it created in advance if you want to review it before it goes out i'm gonna have it create five days in advance so we can review and then the customer um i didn't i you know what let's let's add me let's add me why not you could always add a customer now my name is hannah but my business name is clara cfo group so that's why we're doing that all right and let's go with we're gonna go to hello at clara cfo that's how you can always get a hold of us and then the way that we're going to do this is we are going to automatically send an email and we're not going to print it and i might also have this include any unbilled charges that's something that you can do and the cool part about this is that um you know maybe if the landscapers had also included like a certain amount of mulch every single time or maybe some additional fertilizer or something like that they could charge it to the account and it could get added okay now that might not be for everybody let's leave it off for now and then the interval most recurring invoices are going to be kind of weekly or monthly i would imagine so let's go ahead and do monthly most of the ones i set up are monthly and um we bill on the fifth day of every month okay you can also do every other so let's say you do buy like every two weeks what is that by bi-weekly every two weeks on a monday starting you know you can put a specific date let's say it starts today that means the first time would be on the 28th and then it would end after you can do after how many occurrences or you can do this after you know have it go in perpetuity or you can have an ending date so this is really great depending on the type of contract you have if you have a six-month contract you can do it monthly for six months if you have a six-week contract you can do it weekly for that many times you know this is where it can really help you streamline and not lose any revenue you know you could potentially get into a position where you leave some money on the table by not billing properly or maybe not you know really thinking through everything or not starting your billing early enough so this is a really really really helpful tool to make sure you're capturing all of the revenue that's really due to you at the end of the day but we're going to go back to monthly and this is going to bill on the 5th of every month and we're gonna start it now let's start it now and then it's gonna end um at the end of the year okay and then the terms are there maybe um you want it to be due on receipt for example and you can go ahead ahead here and do let's do let's do some weekly gardening service okay maybe it's a weekly gardening service and you do four times a week at a rate of a hundred per time and that means that clara is going to get billed four hundred dollars a month and that invoice is going to go out every single month now and then you would just save the template okay and you can also add taxes to this too so if you know that this service for example has a local tax rate you can um you know make sure that you have the right tax in there that can be really complicated so having this be something you don't have to think about every single time is hugely helpful okay um so that is a recurring template you have some options here to customize based on your exam or your exact situation but i highly recommend using recurring invoices if you have any type of recurring income because it can be very very helpful to you so this is a sample company so we don't have payments turned on in this situation but if it was a real working account there would be an option here to turn on payments so if you turn on payments to either select ach or credit cards then you can check both of those boxes or if you only want to accept ach or only credit cards that's an option and then when that customer gets that there's an option for them to click a button that says set as recurring so if you want recurring payments you can walk them through that process so that because they have to authorize a recurring payment you can't just set them up for a recurring payment you can set them up on a recurring invoice but they have to opt in to a recurring payment okay so that's done on the customer side and it's seen on the invoice all right i don't have an example of that i can't show you that piece but that this is how you set up the recurring invoices all right well i hope oops and look i've already got an error here this says set up every two months so i'm going to go in and edit that and then i'm going to take out every month okay awesome okay every month these are always you can always edit these if you want to pause them you can you can skip one and you can delete or duplicate so it's really helpful all right you guys hope that helps here's another thing you can do with quickbooks online all right well again hope that was really helpful for you guys please let me know if there's any questions or anything i didn't cover in the comment section and if there's anything else that you're like hey i'd love to know how to do this or that in quickbooks online this series is coming to a close we're almost at the end of it so please let me know because i can still make videos if there is something that you'd really like to learn all right well thank you so much for being here and we'll see you soon bye