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Apple pages invoice template for Operations

hey everyone and welcome to MTS plus today I'll be showing you how to create an awesome looking invoice in numbers so let's get started open numbers and then select file and new numbers comes with a variety of templates we can select either a blank template templates related to personal finance business or education hovering the mouse over the template displays a preview the template we're going to customize today is the built-in invoice template this will preload all of the information that we require but we're going to tweak it and make it more suitable to our needs as you can see the template loads a lot of information that we'd need in an invoice before we continue it's a good idea to enable the print view this way we know if anything overlaps on the pages select view show print View and we'll be given a page outline so we know exactly how they look when they're printed let's take a quick look at the invoice we can see some contact information that we can add to the top including invoice number and project description below this we can add lines of information regarding any work or Services provided we have several colums for description quantity unit price and cost numbers even adds a tax option at the bottom and will automatically calculate a total amount of tax so I can customize the layout further I'm just going to remove the text box from the bottom I select this and simply click delete to get a general idea of how it currently looks if we were to print this invoice I'm going to use the print preview option you can do this by selecting file print it's a good idea to regularly do this whilst you're creating a new template or invoice that way you know exactly how it looks if it were to be printed now I'm going to move the description table further down the page as you move it around you will notice there are alignment grids that appear these are highlighted in blue and will allow you to keep the table centered or aligned left or right next I'm going to move the other table further down the page this will give me room to add some of our company information I'm going to delete the invoice header as it's simply a text box and we're going to replace this with something more Dynamic we'll be using the numbers inspector quite a lot in this tutorial so I'd recommend resizing the window and having it displayed at all times We'll add our company information so click on text box and a text box will appear within your document enter some information you can keep the text box aligned using the alignment grid that appears I've just resized the text box as I'm going to be adding some further information as you can see I'm adding a full address information to the text box this is our company information and we'll be displayed on every invoice we can customize the fonts using the tool bar or we can use the font menu and having it displayed at all times select format fonts show fonts with the font pet shown I'm going to adjust the text size and to make our company name stand out more I'm going to select just that line and make it bold text boxes are very versatile and we can add a web address which numbers will automatically convert into a clickable link this will also be available when we print this and save it as a PDF if you email invoices regularly they'll also be able to click on this link and open it in a web browser next we're going to add a table to include invoice numbers and payment terms select table and then plane a new table will appear in the invoice the table at the moment is far too big for what we need it for so I'm just going to resize it and make it a little smaller this will include removing some columns and rows next I'm going to enter invoice and we're going to enter a field to use for invoice numbers now we could just enter the invoice number every time we use it and manually change it however you may forget this or forget which number you need to use this would mean opening up previous invoices and seeing what their number is we're going to make it a little bit easier and have a stepper this means we can use an up or down button to adjust the number Select the cell where we've just added the invoice number and using the inspector on the right hand side of the screen here select the option that has the number 42 this allows us to format cells under cell format select stepper as you can see we can use a minimum a maximum and specify the increment set the maximum to a very large number make sure there is no decimals as we don't want any point numbers within our invoice number as you can see our invoice number has remained the same but there is an up and down button next to it this allows us to easily adjust it by one increment we don't need any additional columns so I'm just going to remove column C so now we're just left with a two column table here we can readjust ingly and make sure everything is nicely aligned next I'm going to add that all important date field using the inspector again we can format this cell to expect a date and time we don't need a time for an invoice so we can change that to non we can then change the date format to whatever we'd like I prefer using day month year now it doesn't matter how you enter the date as long as you enter it in an expected format as you can see I entered 12213 numbers automatically adjusted that to the 12th of December 2013 next we'll add another table field this time for payment terms depending on the clients that you're invoicing you may want the invoice to be payable on receipt or there may be some payment terms you've offered such as 7 days or 30 days rather than enter these manually we can come up with a dropdown menu allowing us to Simply select the option we need this avoids us forgetting the option or making a mistake when entering it again using the inspector change the cell format the one we're going to use is popup menu numbers places three options in there the numbers one two and three we're going to change these so remove them using the minus button and you can add new ones using the plus button enter the options pay on receipt 7 days 30 days once you've added these options you will now see a drop- down arrow of here next to the payment term cell here we can use either of these options now we need to resize the column so that we get the full information in again as you change the table you may need to reorientate some of the other options such as the text box moving along slightly I've adjusted the table and changed some of the fonts with regards to color and font weight I've also done away with the original table we had that included some of the client's information such as purchase order number and contact info we're going to recreate this but use something that's more suitable to our needs insert another table again we'll use the plane option we're going to add a field for contact info but we're going to use it in a similar way to the payment terms where we have a drop- down option selecting the first cell and then the options for sell format we're going to use popup menu again now a limitation of the popup menu is that when you're entering text within the inspector it will only accept single line Fields this this means if you try and press enter if you wanted to do a multi-line value say an address for example we can't do that the reason for this is we can't use multi-lines when we press enter in the inspector however numbers will actually accept multi-line values such as addresses the way to do this is to use a bit of a cheat we're going to open up text edit create a new text document and we're just going to type out the name and address of the cont contact if you need to mark it for the attention of anyone specific you can add this at the first line as well once we've completed our address select all of the text and then copy it go back to numbers change the popup menu delete the contents and then paste now if we adjust the width of the column and the height of the row we can see a multi-line value we're only going to use this table for client contact information so we can remove all but the first row and all but the First Column next head back to text edit and then add some more addresses again we're going to use this trick of entering them in text edit first copying them and then pasting them back into numbers so we simply create a new popup menu item and copy and paste the remaining addresses you can add any contact information whenever you invoice a new client they will then appear in the popup menu allowing you to easily select them when you create recurring invoices you may prefer organizing them by company name and removing the FAO field at the top this is entirely your choice if you find yourself dealing with many clients and this list becoming quite full it will take up a lot of space on the screen and at that point you may need to switch to a more dedicated invoicing service now we've completed our client table let's adjust the font size and color I'm going to move the top table that we created before with the invoice number and date and payment terms and align it with our client information this will also free up some room on the top left if we'd like to include a logo the alignment Grid in numbers is very clever and it will allow us to align to tables that are nearby rather than just align to the entire page next I'm going to customize the description table this is because the invoicing that I'll be doing we'll be using an hourly rate we're going to lead the table largely untouched so here we're going to enter a description of a particular piece of work we've done the number of hours that we spend doing it and the hourly rate as you can see the cost is automatically generated and at the bottom the subtotal and tax are calculated to provide us with the grand total if we add more work which I've done on this second line the totals all increase automatically here in the UK sales tax is 20 % I don't need to adjust anything else just change the number numbers automatically calculates this and updates the totals automatically before saving or printing it's a good idea to remove all these empty Fields as they're just taking up needless space we can select them all and select delete selected rows from the drop down menu when we hover over the rows option as we've not finished I'm going to undo that and keep them there for now as you can see our invoice is almost complete we need to include some information about how our clients can pay us to do this we'll just add a text box at the bottom providing some information regarding payment availability I'm going to include some generic Bank information however because we can save these as PDFs and the links will be created like we did earlier when we added our company web address we could include a link to a PayPal account so if you wanted to generate an invoice but have them pay via Paypal you could use your PayPal account to create a simple link that your clients can click on and then pay by credit or debit card alternatively if you use any other online Merchants such as stripe you'll be able to create a link to a payment page that you can use and that's our template nearly complete let's see what it looks like so far select file and print we're going to have a look at a proper PDF preview so we're going to click on PDF open PDF in preview and this is what our invoice will look like as a PDF or when it's printed as you can see it's looking really smart we've got all the information we need and everything's nicely laid out and aligned now we don't want to keep having to modify templates again and again instead we can save this as a template select file save as template and you'll see that iWork has its own templates folder change the export as name to the template name of your choice then hit save now whenever you want to create an invoice simply select file new from template chooser and you'll see an option now on the left hand side called my templates in here are any templates that you save before saving a template I'd recommend removing any information such as the hourly rates that I've put in there and any other information that may be related to a specific client keep your template as generic as possible that way there's less to change every time you use it and that's it you'll now be able to create some great looking invoices within numbers we don't need any specialized invoice software we can do it all just within the application thanks for watching this tutorial on Mac touch plus if you have any comments or feedback leave them in the comment section below