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Bill excel sheet for small businesses

[Music] hi and welcome to the second part of the small business bookkeeping tutorial in the second part we're going to use Excel to create a custom invoice template so you can go to Google and you can go into probably excels library of documents and you can download a template and you can use that template to create an invoice it will be predefined for you and already create it but I think is worth you understanding how to create it yourself because then if you want adjust that template in any way the invoice itself you'll have a bit more control and understand how things are done so I think it's worth learning so what we would do is open up this folder and just have a quick recap of what we did in part one it is this tutorial it's quite important because these two parts really link quite closely together in the first part we created this spreadsheet and this Brigitte could have contained literally hundreds or even thousands of rows of invoices that we sent out to our clients in the first tutorial if you haven't watched that I'll put a link to it in the YouTube description but the greens just representing payments that have come in for invoices that we sent out the blue ones are outstanding and then we've got things like the country location we've got the amount that will charge the customer whether they're paid us or not payment references day's invoice numbers all this good stuff right so we use this this this spreadsheet to help populate the invoice that we're going to send to our customer so what we'll do is close this for now and we'll go to Excel and we'll create a new blank workbook and down here in sheet one I'm going to name this invoice template and we'll go to file save as it's going to save this into that same directory it was a slightly different names called part two in part two I'm going to create a file in Excel and I want to name that file 0:01 invoice let's do lowercase invoice template right I'm call it invoice zero one invoice template and just this call it version one of this template let's click Save and if I minimize this now we've got this new file called zero and region with track is called zero zero so as well as when we save these documents they'll be stacked in the right order a logical order that's what the zero one in zero zero represents right the stacking order so let's go back to excel and in excel we want to go to let's see we'll go to page layout and go to margins and in margins we want to do custom margin and in custom margin we want to set the top one to zero point one and we'll select this with our mouse and we'll press ctrl C to copy and paste it into the header of the right side the left side and the bottom but the four we're going to leave it at 0.8 so we're gonna put a footer in there with our company details and some other little bits that we may need let's click OK and you think nothing's really happening here right but if we go to let's see if we go to view and then click on page layout you see there's a thin border at the top this is fin margin here they like a little gap around the edge but towards the bottom we're gonna have a footer here and we'll be able to add some data into that hopefully it shouldn't be too difficult and we can have a custom for as well we might build that in the spreadsheet or we might build that into the photo section would check in a moment let's click on normal here normal and we'll click on home and we'll go to save right and what you'll notice I'm gonna zoom out you don't need to do this but I'm gonna hold down the ctrl key as you write out and these little dotted lines represent this one page and we're gonna do all of our work within the boundary of this one page but that will be our invoice template if I hold down the control key and zoom back in this might be a little bit more difficult for you to see but there's a dotted line down the side here you see this dotted line see this dotted line right here that goes all the way down and then it was a little continuously go up it'll get to a point where we should see let's zoom out a little bit here let's get down here here so at this point here there's almost like a cross junction here right and this this dotted line going across here represents the bottom of the page and the one going across the right-hand side represents the right edge of the page so we're gonna do all of our work within the realms of that boundary so let's cut let's click on this first cell and we're going to drag across one two three four five rows down and drive all the way across here and we're gonna highlight this part of the the spreadsheet and we're just going to color it any color preferably a light color like yellow yellow we'll be good colleagues a highlight right so we can see that this is going to be a header section and we're going to do all of our work on I headed within the realms of this this boundary or this yellow section and the first we want to do and if you've ever received an invoice normally in the top right hand corner you see a company name or address at least and maybe a contact number and then on the left hand side you might see the company logo so remember this is our invoice that we're creating for our own business so we report our own address our own contact phone number and our company logo within the realms of this yellow section so to do that what we'll do is click on insert here and as you're going for you should always click on the Save button I'll press control s right we'll click on insert and we want to insert a text box a text box so we'll click on that and we're just gonna drag so we're gonna left click here and drag across and draw out like a little box here something around this sort of size you can play around with this a little bit you can readjust it off the way so it's not too big not too small something around here and we're gonna click inside and we just going to I'm gonna make up an address I'm just going to do 60 for Glen Road and nothing strapford b4o so this is just fictitional I'm making it up I'm gonna do telephone I just make up a phone number here something like this and then I'm gonna click outside of this address right I'm going to click outside and then I'm gonna click on it one more time see the phone number disappeared let's just click on it so this means it's not quite tall enough to make it a little bit taller see now when we click that slide the phone number stays there yeah sometimes you've got adjust the height a little bit just a little a little bit just to make sure that phone I'm looking fit in there as well it's just adjusted a bit more let's bring that down slightly there we go so this will click outside and then click on it one more time and then we're gonna right click and go to format shape so we have format this white box we don't want it to be white we want it to be transparent so let's go to the fill option here and say no fill now it's transparent but it still has a border so let's go to the line and say no line and now when we left click outside it's transparent right that's what we want so let's click inside one more time and highlight this text with our mouse we can change the font size here maybe make it a bit smaller 10 points should be good and we're going to right align it right aligned now we've put a dress in there that's good to go and depending on the font size you may need five rows you may need four rows I'm gonna stick with the five rows these five row is highlighted here right for our header section I might increase this only about five rows I might make this address a bit bigger in terms of its font size so we can play around and make sure everything is kind of the right size layer and what we want to do now is add add a logo on this side right before we do that we're going to highlight so we're gonna left click on number one drag hold down the left mouse button and drag down to the number row 5 so we'll highlight this whole row and we're going to go back to our feel tall and same ants and now we're going to remove that fill and then we're gonna click on the number 5 here let's click on number 5 so right here so a 5 and hold down the left mouse button drag all the way across and then we're going to go to the borders and say top border here and we'll click Save now we've kind of got these lines separating our header from the content that's going to go below and now we're going to add a logo really this is kind of listen let's give it a go right let's just see we might have to do a little bit of graphic work here but there's something probably beyond the scope of this tutorial but let's just show you how I would do it then you can speak to your graphic designer or ever design your logo what you can do this job yourself right will click portfolio and I'm gonna this is my own portfolio I'm gonna click on logo and I'm gonna pick a logo right so let's use this one here I'm gonna click on this one scroll down and we've got the logo here so I'm just going to drag this to the side and then on my desktop we've got this folder right here's this folder inside this folder I'm gonna create a new folder and I don't just drag images into this folder randomly I'm gonna Cris special special folder called assets anything that I need to use in my tracking invoice not any images anything like that probably only ever have one file in this asset right if we open it all we'll ever have in there is a our company logo so we drag this into here so now I've got a copy of the logo but his logo has got a bit of a problem he's got way too much white space at the top too right hand side the bottom and you know the left and right hand side so let's show you that as an error let's go it's not really an error but let's show you why it's a problem let's go to insert picture when we insert a picture and do that this slower so we'll go to insert here and picture and we'll go to desktop and we'll go to the folder that assets folder and we'll click on the logo and insert it it's gonna insert pretty big right it looks massive on the screen so we'll use the ctrl key and the mouse wheel to zoom out we'll click on these left-hand bottom section and drag to here right that's where we want the logo to be position in the top left hand corner but it's only going to be a small logo it's got all of this white space around it which is stopping us from resizing the logo to a preferable size so let's click on this and delete it let's save this and minimize it and we're gonna do a little bit of work in software there's an image editing software so cuz it's probably a belong to scope of this tutorial but I'm gonna show you how to do this anyway so you can learn something too in terms of what I'll do is I'll put a link to a YouTube description showing you how to download the software if you have Photoshop or some other graphic software what we're gonna do is crop the image so we're going to drag this into and we see the image in here we're going to use the crop tool here crop image I'm just going to draw a border around the the crop mark around this logo then we can click on the left hand side and just track it as minimum whitespace you need a tiny bit of white space but Matt right this is a little gap here you look up on this side and a little gap at the bottom would even drag that up a little bit and they look up on the right-hand side once I've got my crop selection anything white will be kept all of this greyed out area will be deleted right so I'll hit the enter key and now it's been cropped so we can go to file export let's go to export as and we want to save this as a JPEG file so select file type let's go to jpg it's going to save in the same directory but I'm gonna put it - cropped at the end - a double P cropped and just click export and he's going to ask me what is the compression I'm going to say all the way to 100 and click export and then I'll close down get software now we have two types of this graphic in here we have the original one which has what actually is the new one this is the original one right - the original file and here's our cropped version okay so now if we go back to excel and go to insert image or picture and select the crop - version and click insert we've got it nice and simply shaped here so that we can get it fitting much better now right we haven't got all that white space on the top they left the right-hand side now it's looking nice and you may see these like um these are cells behind and it may look a bit strange but if we go to file/save its go to file and save here then go to file let's see print this click on print preview from here print and now we can see the preview here right as you can see there's not all of those square boxes behind it really this logo could have been this text could be moved up a little bit but I think the logos in a good position but this text this is why it's worth looking at a print preview what you can do is um you can click on here and then use the mouse wheel to zoom in and out slightly just to see it a bit more clearly we're going to move this text up slightly but I think the line is flying and maybe the logo slightly smaller right so let's go back here and we'll make the logos like this a little bit we'll click on this text box and we want to drag it up just a little bit there's a little bit too close to the bond so something like around here would be good let me do that let's wrap this up a little bit let's drag this see let's try and get that up a little bit just try and drive it from the bottom up here drag it from the bottom then we can reposition it better at the top here I think something like this let's save it let's go to file print and I think that looks much better now right and we may adjust the font size here as well possibly later okay just a header part done took a little bit of time and effort but all good things it takes time and effort now you've got the ability to create 1 million different types of invoice templates for all your future companies you can make a logo you know how to do that you know how to put your dress in there so we've learned something which is important let's just save this and next thing we want to do is put an invoice number in here and we also want to put a date so I'm gonna leave Row 5 blank we ended up using four rows not 5 or the fifth we're always where we put the line above right so Row 5 and when I leave let's think about this right in fact what I'll do is um has the best way to the ok this is what we do we're gonna highlight row 6 highlight row 6 like this and we're gonna click merge and center here so that makes it into one big cell basically right think of it that way I see it there's no lines going through it it's like one big cell behaving like that so when we double click inside a mouse cursor is centered and we're gonna just use you can do whatever you want but I'm just gonna type in invoice all in capital letters select it and make it bold and then click outside now that's the word that represents what this document is it's an invoice you should write it there somewhere right and maybe we'll make it a slightly larger font let's make it last 16 let's make it stick out right so people know now is an invoice there's no mistaking it and the next thing we'll do is on this side here should we do it here I think he should be fine right we've got one two three four that's just yeah let's do it here I think here's a good position so I'm gonna left click here and drag across four cells and I'm going to merge them as well in fact let's click just drop down and see what else we got in here we can click merge cells here merge and center should be fine we click merge and sent up and then we're going to left the line in here click left alone and then we'll double click inside of here and we're going to type in invoice will do like this invoice still a lower case like this properly invoice number two dots and then I know what that last invoice number was in that original spreadsheet right it was so we're gonna put like a placeholder here but we're just gonna put DCP 2019 zero zero zero one that's the first invoice that would ever generate that is this invoice number in the tutorial part one we created that invoice number I'm gonna click on this and I'm gonna go to the borders and I'm gonna say it to outside border here so it's going to draw a box around it like this and now I want to go to the right hand side and I'm gonna drag in four like this and I'm gonna do merge and center but this time I'm going to right align it right aligned here I'm gonna double click inside I'm going to type in date and I'm going to type in the first the first 2219 because that was the date we used for the first invoice let's click back on here again let's go to the borders or in fact the last option that you select will be pre-selected in this boxes you know to click drop down and go to outside borders you can just click on the little button next to it and that will draw a border around outside let's click Save let's go to file print and now we can see our invoice and we can see our invoice number and the date on this side right we're starting to bulls and structuring a spree in our spreadsheet especially invoice template so what else do we want to do we need to tell we need to stay on this invoice who are we going to be invoicing so that's quite important right what good is an invoice if it doesn't say who the invoice is to so let's highlight these cells here and we'll merge them together and merge and sent up and we to highlight one two three four crooks and then one two three four down like this maybe we do I see one two three four let's do five down five yeah so we've got four cross and five down and we'll click merge and center as well so really we've got two sections here we've got a top section and a bottom section and when you repeat that on the other side so we go four cross on row nine like this merge and sent up and then we do the same here so identical on both sides version Center in this top section we're gonna the top part here we're going to left the line and in this top one here we're also going to left the line and in this one we're going to type in the company name now I can't remember off my top of the head so let's call it company name place holder right so I'll call it company name placeholder and in here we're going to put in the billing address so it's a couple of ways to do that let me just double in fact let's do it this is probably a slightly better way to do this so let's go to insert and let's go to text box and let's draw a text box in here this is how I would normally do it so we draw a little text box and you can like adjust this or resize it normally I'll have it flush to the left hand side here something like this and then we're just going to put in a fictitional placeholder dress right so let's call it a 99 place holder Road remember this is a template and we're going to replicate this template many many times to make many many invoices afterwards right we just put a placeholder address in there for now 99 place for the road let's call this trap food for the area let's just make up a postcode and that's pretty much what we need but sometimes you need a bit more space because someone might have a slightly different type of address right it might have gold in the house 99 blah blah blah Road or whatever it might be at our house or whatever it's called Yale they have a building named so we leave an extra row there for that building them but this is okay for now and what we're going to do is click on this click on this this text box press ctrl C to copy it and then press ctrl V to paste it and we're going to drag the same copy but to the opposite side over here not this and normally what I would do is reduce the width of it it doesn't need to be that wide in theory with only one slight mistake here but we can fix that quite easily let's really would gap here on both sides down the side here really what we should have done before we copied it we should have right clicked when to form a shape and turn off the fill and turn off the line and if when we've copied and pasted it wouldn't have that right but we click here on this one we just click here and click here to remove the the the border in the background color so now it'll be transparent white sitting in this section so on this top one we're going to highlight it and we're going to do the border outside and then we'll click here and we'll also do border outside so now both of these sections have a border we do this one here border outside and we do this one here border outside so you're probably asking me why do we have a company name here and no company name here why do I have an address here and why do we have any address here in this one we're going to write ship to ship ship too and then you can type in the company name here again company name place holder out like this and then you can put you can leave this address here but just for argument's icon we try and change it to 77 so in my business I run a digital company so literally 100 percent of the work I do I never have to package anything or ship it to the customer if they want a logo I send it via email if they want a website I'll put it on my web server all right there is no shipping if they wanted a banner advert is no shipping it gets sent via email so if you're running a business where your shipping physical products maybe your printing company and you're printing out business cards and you need to send the business cards to the customer the customer might say to you bill me at this address but ship it to this address so they might have to different locations right this might be the head office where you're billing them to that could be based in Birmingham somewhere but they want you to ship the product to a London address so billing and shipping are two different things right building on this side shipping to this side in my particular business I leave this empty so in my business the company name here is a name not applicable and the address section is actually left blank I actually leave it blank but for argument's sake I'm going to leave this information in here because your business might be shipping physical product if you're not shipping physical product all I do is just put any here and I select this and delete it and that's how my invoice looks like for my business right there is no shipping address and there is no shipping location it's just the company name and the address here and I send out invoice to them and then I send them the work that I've completed whether that's a leaflet design or whatever it might be a newsletter design for example right so hopefully that makes more sense this is a couple of things in here that we should really add and we're gonna highlight this row down here and we're going to merge in center as well and we're gonna highlight this section here and we're gonna merge and center as well we'll click on this one add a border to it and we'll click on this one and add a border to will click back on this one and we're going to lift the liner and we'll double click inside here and we type in CEO and this is the company that you're singing this invoice to their telephone number so 208 I'm gonna make this up so why do I put the telephone number there couple of reasons and you should really put a telephone number if the shipping if this address is for a different company I didn't put this piece back in here so we can see if I I just cut and paste this button for 77 in there so when you're shipping this to this company it's worth having a phone number for that particular business why because this might be a different office in a different location which has a completely different phone number and you might call up this this side of the address or this side of the company to find out if they receive the product you might call up this side of the business to find out if they're if they're late on payment you need to chase them right there's no point in calling these guys you ship the product to them they've received it they're happy but it's these people that you need to chase for payment or this part of the business that you're billing these two you need to chase for payment so hopefully that makes sense sometimes you might want to put in a fax number here I don't know anyone on the planet that uses a fax if you're using a fax then maybe sometimes legal companies have to fax things rather than sending them via emails there's a lot of reasons to have a fax number let's put it in there because you'll never use it I think in 15 years of business I've never put a fax number in here but we'll add it there just in case you're a legal company you want to design an invoice or you may just want to put a fax number in there right so same as a telephone number above but let's do a shortcut let's click on the telephone number press control-c to copy click on this cell here and then press control V to paste click here and press control V to paste you can copy and paste a formatted area into another area and now it's already formatted for you so all you've gotta do is click double click inside this cell highlight this and try to turn it into fax just typing fax here double click inside here and do fax and to be fair there's no point in putting a phone number in there or a fax number there's a 99.99% of the time you're never gonna put one in there so there's no point in putting in the master template because every time you do an invoice you're gonna have to delete it this is why I don't bother putting in a phone number here for my business and I don't bother putting an address in here and I'll put ship to n/a that's my master template but I'm going to do it every time I make a copy of this I don't have to keep deleting this stuff right but for your business you may want it to be there but even if you're going to be using this stuff here I don't think it's worth having anything in there it's probably better that it's blank so when you go and click in there you can just cut and paste what you want rather than having to delete it first and then paste right it says one less thing to do okay hopefully that makes sense let's scroll down let's zoom a little bit we can see our template being built right and we still got a lot of space down here to work with so let's work with that space to build out the rest of our invoice template so what I'll do is click on this world 18 let's ring right back in you see it's a bit clearer so I'm gonna rotate in this particular cell here and what I want to do let's see I'm going to highlight these three rows here they go she do for let's see for one yeah we can't even do five here I think we can get away with five I said yeah let's do five so 1 2 3 4 5 here and we're gonna merge and center and then 1 2 here we're going to merge and sent out 1 2 here we're going to merge and send up and then these 2 here we're going to merge and center then we're gonna highlight this whole row and we're going to we're actually going to leave it centered we're gonna leave it centered and let's see so what we want to do is highlight all of these and then do outside border and in fact we're gonna see I've done the wrong one so it's this one rotating highlight all of them and do the outside border you can see in fact we need to highlight all of them and we need to do not do outside although we need to do all the borders here all the borders this one this one and that way it will create each section and put a border around each section in this first section is double-click and we're going to type in product description and then we'll press the tab key and we'll hit the tab key that will move us to the next section and we're gonna press f2 that allows us to edit it and we're going to type in QA and see our quantity and we'll press tab again and then we'll press f2 on our keyboard I will type in unit price and then press tab then press f2 and type in net here so using some shortcuts that stops you from having to use the Mazon if you can get used to using EXO and just using the keyboard and the mouse at minimum you'll get your stuff done a lot lot quicker right and what I wanted now is click on this one and let's see let's click on it and paste it down so we're gonna paint we're gonna click on this one top here and paste it down to row 19 and we're gonna copy this one and paste it down one hope you this one paste it down copy this one so press ctrl C and then press ctrl V to paste it so we got two of the same so let's select this inside so double click inside this cell and delete this double click highlight it and delete this double click this one highlight and delete and double click inside here highlight and delete so we've got one blank blank row now we're gonna select that whole blank row this will be our first row of data we're gonna click on row 20 and paste we're going to click on row 21 22 23 24 I'm just pressing ctrl V to paste right ctrl C to copy and ctrl V to paste I'm going to keep pasting down here probably down to about let's see how many we've gotten to just count them I've got 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 16 should be enough let's do maybe extreme as you how much space will taking 16 I think that's gonna be enough right let's actually do it 16 17 18 so 18 should be enough you can add more rows if you fit your business is going to need more line items right in the spreadsheet so now we can start doing data entry but before we do that let's do a little bit of design work here so what we do is select this row here we'll go through the backgrounds all here the background color and say it's black and then we'll click on the font color and set it to white so now we've got black and white like this it's a little skull change you can do other things like that in here if you want I just normally just do it here only and we need to finish this off right so what we would do now is highlight these two here and merge and center will highlight these two here merge and center and we'll highlight finally these two here and merge and center we need to do the same on this side here select these to merge sent up these to merge and center these to merge and center in this first one or let's um select all three of these a left click on the top one here drag down to here and you're going to write a line and inside of here we're going to do total costs spell it correctly tota or total cost hit the enter key it's going to move down one and in fact we only need two of these right so we need charge we don't actually need this one so two sometimes when you merge things you may want to unmerge them still unload them let's click on it and go to here and unmerge and we'll click on this one and go to here and select unmerge and it just brings the cells back to their quick formatting we're going to select these two and make them bold so that is the total cost that the total charges we're gonna select these two here go to the border tort and save all borders and for now we're just going to leave this data empty right this is going to be our total cost in this will be a total charge let's think about this really because this is a long battle ball this is there's no v80 calculations in here really we don't need both of these we just need a total charge one right so let's select these two here this like this one here and let's demerger it so let's do unmerge and we're gonna go to the borders and say no border right turn off turn it off so no border and then we can select this one copy press control c to copy and go up and press control V to paste select this one and delete it let's hit the Delete key will click here and go to unmerge and then on this one we need to click back here and say all borders again all borders like this so what exactly has that done let's go to our like print preview so let's go to print and now you can see that the layout inside of here you can see that right so this basically allows us to put line items in here we have a unit quantity we have a unit cost and then a grant all and then we have a total charge down here that will calculate all of these so I'm going to try and use some formulas in here to do some of the work for us let's go back and let's finish off down the bottom here and this this next part is kind of optional you don't have to actually have to do this but I would advise you do it this is what I do my business it works well for me so what I'm going to do is let's see one two three four we know about five here so one two three four five we're going to grab all the way across here and we're going to go to merge and center variance in here and we want to use our textbox tall again so let's go to insert let's find the textbox tall and we're going to drag a section in here we may need to add one more row I'm not sure yet all check off and we'll be okay so in here we're going to say payment CB I'm just going to write this payments will be made the following Bank out and then two dots like this just practice that so we can get that all in there and then in here you normally put your bank details in Chase Bank and this will say a bank or she's gonna make Bank name up right been called Bobo whatever bank days I don't know but we just made up and they would do account name so this logo up here Jilla Pino Mexican restaurant that's the name of the brand of the company but that may not necessarily be the name with a bank account right that could be like this could be a business but underneath a big organization but we'll put in here as a sample we just put in a I'm gonna make this up I'm gonna call it jelly bean or risk let's get rid of the word let me write so just people jelly but you know raise risk than if a restaurant says J dope you know Mexican restaurant so we might just call it something like Jade opening on mix mixer is that's the name of the account right in win winning when you make a payment need to know the cat in fact you don't really need to know the account name so we're putting it there at all but really you need to have that the bank name that you don't even need that you actually need just the account number in the short code in the UK that's really all you need right so we put in um I like to go six seven make up an account number this I'll hit enter and then do sort code smell me of that some digits like this you can see the problem this text box isn't big enough but also our this these five wasn't enough so let's click here and drag up so you just click here and drag up one that's going to highlight this whole section let's do merge and center again and then click merge and center one more time now that that box is bigger which allows us to click on this text box and drag it down so that we can see everything now and we might drag it up a little bit click on the top and drag this and just reposition it slightly so this will right click on this text box go to format shape go to no Phil no Phil and no line and then close this then click on the main text field in the background and go to borders and outside borders now we've got all of our payment information nine times out of ten customer is not going to pay what they can't pay you if they don't know how where to pay you right and you could pull this information in the in the email that you send to them so you can say please find it find attach my my invoice please make your payment to the following bank account you can have to every single time you send an invoice to a customer so why don't we just put that information in the invoice and you never need to do it again the only time you will ever need to change this is if you change bank account right that's it drop done so one important thing which I think we should always show the customer is let's see let's do payment let's try I'm just going to click here and type in let's see how much space it takes you don't need to do this payment and so two two boxes sometimes I'll type things in to find out how much space it's going to take right so let's select this and delete it and we'll click here and select these two and merge and center and then we'll click here and select the rest of it the other ones and click merge and center and then we're going to slip both of these in fact we'll slip the left one first it's this cells here and we'll right align it and we'll select the these cells here and we'll left align them and then in this one here we're going to double click and type in payment terms again this two don't need to do but I will strongly recommend you do that told a client what is your payment terms so we'll click here and we're just going to type in 14 days just type in lowercase right 14 days from invoice date we'll click on this and in fact what we'll do let's see yeah let's actually just click on this will go to make the background black and we'll make the text white like this let's say this we almost done that let's click file let's see what it's looking like let's go to print and now we can see our invoice looking pretty good right be aware what is this zoom page here so we can see it a bit more clearly these are looking pretty good we've got a little bit a space left at the bottom the area she is looking quite good I quite like this might have been use it for my own business so look in that group so let's close this save this and sometimes it's worth having a section we're getting quite close to the bottom here right there's one thing that I want to try and do to see how much space we're going to let's see if this will work if it doesn't work with math to do this at the bottom here let's go to let me try and work out it is I think we'll go to we'll go to see page layout go to margins go to custom margins and then go to header and four and let's see footer let's see custom far left side Center in Center we want to type in here two dots and then we're going to type in a company's gonna make this up right in the UK when you register probably that everywhere else on the planet you have to have a company number when you register official business limit a company you have a company number and then we'll put a space there and pretty much that's all we need for this this particular invoice we just need a company number if you're VAT registered you'll put your v18 number there possibly as well you might put your registered address I think we need a registered address as well right trading the dress and registered address the two different things so I'm going to hit this spacebar key I'm gonna put a dash there and hit the spacebar key again one more time I'm gonna put in registered by the registered address and I'm gonna make this out so it's different from the one in the top of the template our original company address let's just call it a 14 Road comma let's do it offroad s6i g1 still in cups three and our I think that's about it right let's try this click OK and let's click ok so you won't see that on the 4 here but if we go back to let's see let's try it this way it's got a view and then page layout no actually see in here now when you see that that footer in here you are let's see if we can see let's click back on normal here normal and we might have to go to file print and then you see the company number down here right company number registered address falling over London SES blah blah blah you might put your V 18 number if you're VAT registered we're going to look at that in part 4 of this tutorial you remember in the first part I said we'll focus on designing the invoice tracker this second part which is what we're doing now we're going to create the invoice template the third part we're gonna look at tracking your expenditure in your business and in the fourth part which is kind of optional depending on your business we'll look at really designing these templates and the system slightly to sue v80 registered businesses so regardless whether your battery just it or not you should follow all of these tutorials and in in part 4 we can look at how to fix the VA t side of the business if you're VAT registered right so let's click the backspace here we've got plenty of action we've got a bit of space to work with and this part again is optional you may want to put this in there may not so what we'll do is highlight two rows like this and in fact we'll do four rows like this right for like this and we'll do we'll go back to home we'll click on merge in the centre and we're just going to draw a border around it is it outside ugly and let's click Save just check that go to print and then we can see this box down here at the bottom this box is for you after you print out the document you can write notes in there you can type notes in there so let's go back and put a text box so you can actually type into this now if you double left-click these BOTS I'm gonna line it just it's just not right up so to save us some time let's be in fact yeah that's not save time just do it right let's go click insert let's click text box and let's drag a text box in here just try and get it kind of a line to the same tux box text box above and maybe when we click in here we'll put let's just put its arm or text text and let's select that and let's make it a slightly smaller size maybe about this size right because you want to type some notes in there those are notes gonna be about anything but I'm gonna delete this I'm going to right click go to format shape and go to no fill and no lines click sorry no border lines and click outside so that text box is now visible see if you don't put anything in it it won't be shown it would just be an empty box but you might put things in there like you know something maybe to do with getting a discount so imagine you send these invoices our customers so next time you buy a product from us typing this specific code in our website and you can have a discount you put that in the invoice you probably you wouldn't put that in here right these are more general notes you're going to do things like discount codes you really send it as a separate document insider that the package that you're sending well the email that you're sending send that off saying it make you look good basically right then look good in here but you can make a nice piece of artwork with that special offer in there right in here you can type in other things I'm not really sure what you're going to tie it but these are that for additional notes possibly up let's go to save it's got a file let's just check it one more time print I'm pretty happy with this it's not the most beautiful invoice but invoices are not about being amazingly look amazing they're about more functionality for me anyway I just want to get the information in there get it in there as quickly as possible generate the invoice as quickly as possible and send it to the customer as quickly as possible it doesn't need to look fantastic it just needs to print needs to be in and it needs to get to the end resort as quickly as possible so let's get to that end result this I'm gonna zoom out a little bit just to make my life a little bit easier something like this right hopefully you still see this quite clearly and let's create our first invoice so this is the invoice template let's close this let's open up this folder and we want to create our first invoice now right so we've got archive here so the first thing I'll do is click on this invoice template right click on it and drag it into the archive and click copy here so that's a permanent copy of our invoice tracker and our invoice template we've got an archive going on in here maybe yeah this should be fine actually just having it in here like this right let's go back let's just minimize this stuff it's distracting okay so we want to create a new folder now and that new folder is going to be called e03 invoice invoices just this quality zero free invoices or you can call it zero three cent invoices if you want but it means you are free invoices is okay and we're gonna take this zero one template and drag it into zero three invoices here like this and what we want to do is make a copy of this but before we make a copy we need to open up our invoice tracker so really the invoice tracker and is invoice template in this folder gonna work together maybe best of friends let's see how they work out so inside this spreadsheet although we've we filled out this first row of data and we make the when we made it green and explain the reasons why we did that in the previous tutorial the actual invoice we never really made it I was just if you remember I said we got to kind of use our imagination that we've actually made this invoice but now we actually want to go and make this in place so what we would do is we need a few bits of information form here we need the invoice number we need the date and we need the the company name so what we will do I'm going to try and memorize this right it's foot it's pretty easy to remember that first of the first 2019 DCP 2019 zero one and it's both your limited right so the first thing I'll do is go into here I'm gonna click on this invoice template right click drag it down once and copy here and then I'm going to click on that copy this is the copy right I'm going to press click on it press f2 to rename it the first thing into I'm going to do is put in the the invoice number so that will be DCP in fact let me just do one double check like because let me just see how I'm doing it in my own system just to make sure I'm telling you the right way to do this you tell me one second to check no matter get this way so in fact we're gonna do this slightly differently yeah so let's do just do this do it exactly the same way I do it right now so what I do is I um I do this press f2 to rename this I do inv because I want to know that this is actually going to be an invoice right if whenever I look at this phone now I need to know what this document is it's going to be an invoice and then it's zero zero zero one that's the invoice number they import the digit part of the invoice number that's most important to me and then is zero one for the first day of the month it's a zero one for the first month and then it's 2019 for the year then it's space - space and then it's the company name which was bozo limited right so that becomes my invoice for this company so if we let's just double check that that is actually correct so if we look at this we can cross-reference it here yeah normally I'm doing is I'm just cutting pasting cut and pasting this across but I'm trying to explain as I go along so it may look a bit long-winded but try to explain as much as possible right so this invoice template always stays there I never edited I don't need to edit it I just make copies of it and if I over invoice this Bojo limit again I'll make a copy of this one and it really I did that one because it would save me a lot of time we're gonna do a few of these invoices we'll probably do the first four and I'll show you how you can copy and make mini invoices quite quickly alright so invoices zero zero zero one is this number here it's zero zero zero one day right that's what I'm interested in and this is the date which is just that date there but without the dashes so I know I can understand that here and then Bojo limit is the name here so I've typed it all in quickly let's open this up now I'm fortunate enough to have dual screen monitors on my when I'm doing my work I have actually two monitors on my desktop so I couldn't cut and paste things quite easily so but we can we can type most of this in anyway we know what most of is there's invoice number DCP 2019 zero zero one so that's already correct anyway the date is already correct the company name if you're being lazy you can cut and paste this in but Bolger limit is not that difficult to type in write the address I'm just going to type in ninety nine red road I'm making this up right so this address is completely fictitional and we do like a fifteen or do you still just on that 4ql and then the phone number will change that slightly to something different so all of the information about the customer is in there now don't we need to do anything else all I need to do is describe the product the quantity and unit price and the net price so the products that we sold to them was three times logos so let's double click in here press highlight it with our mouse press ctrl C to copy and then we're going to paste data your pasting isn't the same size as a section do you want to place it anyway okay can't do that okay so when we double click inside in here and copy this copy it I think we need to double click in here and paste it yeah with the double click and paste all right there's one problem here these descriptions I want them all left the line so let's highlight all of these ones here and left the line them just these ones here so we've got three times company logo design so you've got two options here you can write through x company logo design and then put the quantity here then the unit price but it would make more sense that you get rid of these three times here and just put a logo design and now it is the quantities three right so you get three times of the logo and that cost a hundred and forty five let's see so I think that a hundred and forty five isn't going to be right but let's just try and divide that by three comes 2/3 again 145 divided by 3 is 4 48:33 so let's round up to a hundred and fifty let's just say that we charge them here 145 but we charge em 150 I'm just trying to make the math a little bit easier here right so 3 times 50 and then the unit price if we click if we double click inside here we're going to write a little formula to help us write so we double click inside here we'll type in the equal sign and we'll click on this cell here let's click on this cell and we'll put in the multiplication which is shift and number 8 that is actually the multiplication sign and we'll click here and then we'll hit the enter key so 3 times 50 is 150 and that would just do the math for us right it's just basically doing the math or you could just type in hundred 50 there to be fair and then the total charge is what we can do is click here do Auto sum and then you'll highlight all of this and hit enter it's 150 the reason why I'm doing it this way is when I come to it and imagine if we did two jobs with this company and we need to put two different things in this invoice let's just say we did something like news that our design right I'm going to put that in the same invoice we could do quantity equals 1 all right now let's do quantity equals 2 to demonstrate it right and then the unit price was 20 I say it's 75 pounds right so 2 times 75 is 150 again right but this time instead of typing it in we just gonna drag down just drag down the formula so we click there and drag down remember that autofill was doing before and could we did the auto sum the total charges being calculated automatically as well so that's how you can go and fill in the spreadsheet quite quickly now this invoice is ready to go so let's save this let's go to the file let's go to save as and in this drop-down we'll select PDF here PDF and click Save let's close this and we'll close down this let's minimize this now we've got two copies of disparate this invoice we've got a PDF version and we've got an Excel version the Excel version I never sent it any customers you never send it to any customers you only ever send them the PDF version so here you can see the layer and the design let's set this to a hundred you can see a native resolution that's the layer and that's the design with the spreadsheet I know it doesn't look like an amazing invoice but I like my things to be functional right I want them to just be quick and easy for me to fill in the data that's what my goal list is to get the get this to the customer as quickly as possible that's my goal the one thing we can probably do what I might do is just actually delete this PDF file will open up this this spreadsheet the one that we just was editing and what we might do which will make sense is highlight all of this these cells here will right-click and we'll go to format cell and we set them to currency and we do that for these total charge as well just right click on it format cell and set that to a currency so now it's got the values and sometimes you may want to make this bold for example right save it and what I would do now you can see we've done quite a lot of changes to this and we made a copy of our original template right our original file here where's it gone let's minimize this so we copied this and made quite a few amendments to the template in this invoice here so what I would do is go to file save as and we'll save it as a PDF okay we want that anyway okay let's close this now we've got our PDF and then this invoice template I'm going to press click on it press f2 and then press ctrl C to copy and then I'll click on it and actually delete it and then I'll click on this one right click drag down copy here and then press f2 and then paste this here and make this my invoice template now cuz I made some amendments in here so our mouths will have them in the master template as well and I'll click on that master template press ctrl C to copy it go back to my arc and press ctrl-v to paste and replace it replace this archived one right so although it's got some company information in there that doesn't really matter to be fair this is a like a good cut and paste job now that you can do afterwards so let's make one let's make a few more these quite quickly I'm going to show you how to do them quite quickly now so let's do this gold gross I'm going to select this copy this name and it was the second of the first and the second invoice right so what I'll do is I'll click on I'll click on this one will click on bozo the bozo one is probably easy to work with right so I'm going to drag this I'll click on it right then this let's do that one more time I'm going to right click drag down copy here just close that let's do that one more time I'm going a bit too quick here so just click on it once right click on it drag it down and copy here and then I'm gonna press f2 I'm gonna delete the word copy and delete the word bugs are limited and press control V to have gold Grove limited written there I know that it was on the second or the first and I know it's invoice number two so when I hit enter automatically that will be one but the one below there is your ones right so that's why we put the invoice number first because all your invoices now will be in chronological order in Xero one at the very top if you've got in boys nine hundred would be right at the bottom it just happens to be the invoice number two so it's it's in this in this in this position here that's why it getting these invoice numbers in this format is quite quite a good feature all right let's double click on this that will open it up we can delete this row cuz I know those are you one item in there normally what you do is just click in here and press control V to paste because you've got the name within your memory right and then just change this to a to change this to a two or you might change it to a different date depending on the date and it says logo design here I know that's wrong so we go back to the spreadsheet and it was website design so we just we can just double click press control a to select all control C to copy let's go back to here press control V to paste it won't let me pay so remember I saw a double click highlight this and then press control V to paste and then we'll just look at a spreadsheet by the way I'm pressing control and pertwee I'm pressing alt and tab alt tab alt tab on my keyboard allows me to bounce between these two very very quickly so I can reference what's in here it was 1,450 pounds so it's quantity one 1450 hit enter enter it will calculate the net price and it will give you the subtotal here let's go to file let's go to the file save as let's do that one more time let's click Save here let's go to file save as drop down here PDF file save it close it done let's do the next one is gold Grove again so all we do is we will click on this yeah we'll just click on this one we'll drug drag down and press copy here then we'll press f2 and if you can have this spreadsheet this this just cancel that if you can have this spreadsheet or that row I am visible while you're doing this copy and paste it would help you a lot right so in here we can get rid of the word copy and we want to change this to is still on this second day but it's invoiced at 0 3 right same day you could have put this all into one invoice to refer because it's the same company on the same day but you may just want to build them separately because they may want to pay one invoice now and maybe one later for example it's business card design so if I pan so let's click in there this is that invoice number 3 let's turn this into a number 3 so sometimes you may forget what invoice number you're doing and stuff at what company you're billing and stuff like this right you get bit confused while you're doing this data entry so if you look up here the file name helps you a lot it's invoice 0 0 3 so we just put 3 in here this date is already in there it's the second of the first right so it's already the second of us that's job job done the company name the company name is correct already did that means all of this information is correct we copied it it was for business card he designed and that was 475 pounds that's that invoice done let's just double check it's 75 pounds of business card design let's save this file save as PDF file let's save that close it and we're gonna do one more for this Bojo and then that will be pretty much this tutorial done so let's do this one a bit quicker I'm gonna copy the word leaflet design I know it's invoice for and it's on the second the same day and it's for this bozo limit right so what I can do is click on this boyo limited right click drag it down copy it here press f2 company name delete all this copy business at the back company name is already corrected so all I've got to do is change the date to 0-2 and because I can still see the spreadsheet in a background I know it's a zero fourteen voice let's change up to zero for now it sits at the bottom of the list of spreadsheet or list of these invoice spreadsheets here let's double click on it it's going to open we know that we don't need this we know that the invoice number is number four even if you forget just look at the top here zero for the date is zero to the company name because we copied it from an original one that's all quit all of this information is correct the only thing I've forgotten is what it was leaflet design so let's copy that 75-pound this paste is here type in lump sort of quantity 175 pounds here it is here's sent your file quit let's save this file save as PDF file save it and then close this now all of these ones here have invoices real weather fictitional but in reality those would have been real invoices are sent to the client so every time I put something into the spreadsheet I will go and do that job and generate the invoice but this is the first thing I do I put the raw informatio