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Bulk invoicing for Nonprofit

and this just delete my whole video guys a big problem most small businesses have is procrastination now when it comes to sending out invoices to your customers this can be a problem the reason why is because this is your bloodline money in is what allows your business to grow money out causes your business to fail this tool that I'm about to expose you guys to is going to help eliminate that procrastination when it comes to sending out invoices and helping your customers it actually helped us generate over three hundred thousand dollars in the last two years and it's super simple super easy to use and the software that I'm talking about is wave apps for you guys that don't know what this software is there's an array of videos on YouTube that explain this software but basically it's an administrative accounting tool that allows you to send invoices pay your bills run payroll bookkeeping and just track all of your reports and your data all within one application now prior to using this I was using Excel spreadsheets Excel spreadsheets were the worst things because I I was always having to create new spreadsheets add different line items and continuously replicate the same thing over and over and over again well this eliminates that tedious activity because everything is saved within the software so I'm not going to talk so much we're going to jump over to the computer and I'm gonna show you guys exactly what I'm talking about let's go alright guys now that we're at the computer let's get into the actual software itself but first and foremost before you guys we get into this make sure you like And subscribe because I actually pulled a rib out of place I dislocated a rib it's so hard to breathe it hurts like hell so if you're watching this uh go ahead and like subscribe to the channel leave your comment so that this explodes and gets out to a larger audience just because I'm in pain and I'm doing this for you guys all right but um let's get straight into it so here we're in the wave app system this is the tool that I use prior to using this system I was using Excel spreadsheet um Excel it's so hard to use well I wouldn't say it's so hard to use at the time it was the only thing that I knew um But as time progressed I realized that Excel wasn't really the most effective way of sending out invoices especially because everything was was manual right so once the spreadsheet was created you didn't have to continuously recreate the spreadsheet but adding those line items into that spreadsheet to send out to a client was extremely manual and it would take 30 to an hour at a time per uh invoice depending on the projects that the client needed so doing some digging of course you have QuickBooks but QuickBooks is a system that you have to pay for right now if your business isn't generating a substantial amount of money per year um that can eat away at your profit it could eat away at your Revenue right so finding something that we're works for you as your business's Current stand stance is effective and it's necessary so that's where we stumbled across this system wave apps right so if we go into some of the features right so actually let's go into pricing you'll see invoicing is absolutely free accounting is absolutely free banking is also free with this system now of course they do charge um a credit card processing fee when it comes to amags Visa cards MasterCards all of that there there is payroll fees so if you want to use this system for payroll you can do so um we use ADP but if you want to use this you can absolutely do so advisors I've never uh used this feature here or looked into this book keeping support I do have a an accountant that takes care of that for me so this is unnecessary for us but you can see I mean invoicing is completely free accounting is Free banking is free and then of course these features here uh payroll is a monthly fee payments is per use so if you send out an invoice and someone pays using the system then they charge it but they won't charge you just to send out the invoice um we accept all formats of payments whether it's through this system uh Zell cash app vimo wire transfer we accept all of those but of course we tell clients that you know we prefer to use certain electronic payment systems based based off of the fact that they don't charge those fees up front and we can pay for it on the back end when it comes time to pay our taxes all right so now that we kind of looked at this you guys can dig through this um if you want to later on and I'll have a link down below for you guys to sign up for this if you guys are interested in learning about this the sign up is free there's nothing that they charge you um I really don't even think there's an affiliate program so the link is just a link to this website to use it this video is no way sponsored by waves this is just literally what we've been using for the past two years and it works for us so as we sign in here you know I'm already signed in but the first thing that we're going to do right is look at this dashboard so the dashboard will show you your cash flow so all the invoices you sent out cash that came in your outflow that went out so if you're using their bookkeeping feature it'll show you the outflow because we don't use it you won't see that here on our dashboard but it'll show you our profits and losses overdue invoices payables and owing so the lat for the things that are coming due in the next 30 days 60 days 90 days uh 90 days plus it'll show you all of that there show you the income that came in the expenses the net income it'll break all of this down in these easy to read easy to follow reports so you have all of this just at your fingertips within the software and it's completely free there's nothing that you're paying for when it comes to this now where we spend the most of our time is within sales and payments so we don't look at purchases accounting banking payroll we don't really look at all of this I outside of reports the bulk of our time I'd say about 90 percent of our time is focused in sales and payments because this is where we look at our products we make changes to our products and we also send out invoices and estimates so the first section I want to show you guys is products and services so Within products and services you'll see this is everything that we ever tracked within this software it tracks everything for us it keeps it as a line item and we can make changes to all of these items so it doesn't matter what it is what we were working on we can absolutely see every last product that was here it'll give us the amount that we charge as well as an item and then the description of that product and then we have the ability to make edits to the description to the name of the product or the price and you'll see once we go into invoices how you can't edit the the names of the products you can edit the description so for instance if it was a Pergola right that someone wanted but they didn't want Cedarwood they wanted to use I don't know sepelia or something like that we can change that here or we can change that within invoices but pergola 16 by 14.5 foot if it was let's say a 20 by 20 we would have to make that change here by clicking edit and then making that change directly to the name we can make the description changes if we need to change the prices and all that they're within here and then save it and then once we go into invoices all of these changes will be seen within invoices right but you'll see here I mean all of these items are just listed so compared to using an Excel spreadsheet where everything is manual if someone wants to accent wall you literally have to copy and paste those line items if you have them saved somewhere else into that Excel spreadsheet if they wanted some more projects you would have to go find the the prices and all that there for those products to put them into your invoice and then dish it off which is it's timely it takes a lot of time but within here everything is saved so if you're sending an invoice for an accent wall you just type in accent wall it pops up for you you can send that out if you're doing something for a bar you can type R and send it out if it's a brand new product that you're creating then you would have to go through the flow of figuring out all the materials needed for that project but for us we tend to stick within three to about five different products when it comes to our product line we look at accent walls built-ins so cabinets floating shelves we do some cutting board custom cutting boards for realtors and then tables whether it's in a river table or just like a walnut desk we focus on those products right so all of that is listed here under products and services when you guys sign up for this you'll be able to like mess around with this and see your products and services and make changes so you can familiarize yourself with the software but let's go into invoices so now that we're in invoices you'll see that up here at the top it'll tell us what to overdue um what's due in the next 30 days the average time to get paid now this is going to be a little skewed for us because we really don't use this system to collect payments often if it's convenient for our customer then we tell them yeah go ahead and use it but we use our other preferred uh formats of payments right so you'll have all of that information you'll have your customers information here as far as like the amounts due and things of that nature right but right up top here where it says create invoices where we're gonna go so once we come here you have you can see how easy and simple this software is to just plug and play there's no uh learning curve that comes with this it's it's literally drop down and everything is self-explanatory so here where it says quote you can change that to estimate if you wanted to read estimate summary let's say that we're doing a action wall in a bedroom we'll type it master bedroom accent wall and then what's cool about this is you can actually add your business logo to make this look even more professional right so we've added this business logo about two years ago we left it there don't make any changes so whenever our invoices go out it goes out with this business logo we have the titled information our business name all of that there we can add our business address if we want to and contact details if necessary but most of our clients they already get it via email so it's not something that is necessary at that given point in time and then when we come down to this section here you're looking at your invoice numbers um so we're on invoice 220 the invoice date you can change your payment due date so let's say you're booking for April and you want to ensure that you collect payment 30 days in advance then you'll put March 1st as a payment due date and it'll send a notification out to your clients um on this day to let them know that they need to pay to get on calendar for April and then when it comes to customers this is where your find all your customer details so if you're dealing with a business let's just say um [Music] Hobby Lobby right you would just put Hobby Lobby as the business or the customer but for this example we're going to put John Doe as a person that we're working with so John Doe's email John Doe test gmail.com right phone number 777-77-7777 because John Doe is lucky right and then his first name is John last name Doe and we'll save that so now your customer's information is saved within this invoice so when it comes time to email this out it's it's automative okay there's nothing else that you need to do when it comes to your customer so now when we get to our line items this is where you see all of those products from the products and services tab all of these items are here so any changes you make here on products and services will show up here in your invoicing tab so let's just say because we're doing an accent wall we'll type in accent wall and every accent wall line item that we've ever created will show up here so living room accent wall modern accent wall labor only modern wainscoting accent wall we'll focus on this one modern accent wall bedroom so we'll go ahead and click on that and then you'll see here in the description or first you'll see as the item name you can't edit it you can only do that on the products and services but here in the description if you bless you that hurt oh that hurt come on let's keep going but here for one by two by three or one by two by eight wood trim we're gonna change it to one by three by eight wood Trend uh we're gonna use brad nails caulking adhesive paint and primer painters tape rollers drop cloth all of that there and down at the bottom we always have this loaded disclaimer where it says price includes prep work materials labor and touch up um just so the client is aware that this price includes all that and they're not just paying for us to do an and they need to go find a painter to finish the product so what I like about this tool right is the fact that it eliminates any math that you need to do so let's say the client's wall is 19.5 feet long right an hour linear foot rate is 200 so 19.5 feet and the price per linear foot is 200 it's going to calculate that to let me know the amount that that client is going to be charged right so it literally does not matter what I changed this too it's going to change that amount okay and if I want to add sales tax I can simply do that here the sales tax rate let's say six percent um GA sales tax because we're here in Georgia I should save that ga tax let's see if that works so we put ga tax and it'll add the taxed amount to this invoice with and it will calculate everything for us without us having to do anything and what's great about this is when it comes to the end of the year it'll pull a report of the sales tax that are we collected from our clients so you're not having to do this math at the end of the year all right um we don't charge this to our customers we eat that sales tax costs and we take care of it at the end of the year but consult with your Tax Advisor on the sales tax of your state of your region to figure out if you need to charge it or if you don't need to charge it all right guys so once you've created all this here right if there's a discount for instance let's say they want to sweepstakes or you know they were referred by someone and you are offering a discount you can add that discount here so let's say customer referral thank you right and then if it's a percentage amount let's just say it is 10 percent so it'll take that 10 amount off the subtotal minus the sales tax right and then it'll give you the final amount down here so you literally have to do no math whatsoever using this tool and this is completely free free it does you can do as many invoices as you want and there's no price that is charged to you or Bill to you for using this tool so once you've created all this here if there's a note or term you want to add down below feel free to do so this is what goes out in all of our our invoices thank you for considering what would work loc for your home renovation projects we look forward to serving you that's just what's there uh require customer to agree to terms and services before paying by credit card this is if you have your terms and services down here um it's just a disclaimer that makes them accept the terms and conditions and then you can send off uh the invoice and they can make the payment but what we do is after they receive this if they agree to it we work with them to find the date that we're going to start the project and and then we send them a contract that has all the detailed information that they sign off on and we sign off on all right so once you've had all that there you can add some type of thank you note to your footer you click save and continue [Music] and then from here it says this is a drive you can further take action once approved so basically you'll just look over it make sure everything looks good nothing is wrong all right and then we approve the draft if you need to edit it you click edit draft and you can make the edits and the changes and then here it just shows you invoice one more time so you can see it you got your business logo looking professional estimate master bedroom accent wall shows you all of this key information that is listed here it has the discount listed as well everything looks professional right and it's scheduled reminders after due date so you can add reminders but here you can have it on due date three days after seven days after 14 days after and you can also add specific dates that you want to list right and you click send invoice and then from here it's going to send it from our email address to their email address you can also add somebody else's email address so let's say if it's a um a husband and a wife and they both want the invoice you can add the wise email as well as a husband's email and then for the subject line we always put invoice or estimate from what would work we just type a little message so good morning John attached is your estimate for the accent wall project let's put that there and you can send a copy to myself meaning you could send a copy to your email to make sure that you know it was sent and you received it and then what we always do is attach it as a PDF so instead of it being a line item within the email it's attached as a PDF separately so if the client needs to print it out if we need to print it out we can print out the invoice instead of printing out a whole email uh conversation the sense so once you do that there you click Send and then it sends it out to the customer and then after the email is sent we always reach out to the client just to let them know that the invoice will send because if it's the first line of communication sometimes it ends up in the spam folder so we always tell them hey check your spam folder if you don't see it in your main mailbox but this is the software that we use in a uh in a nutshell of course we didn't cover all of the great details of this software there's so much more that this is capable of doing but what we use it for and what we found success using this software for it works perfectly fine for our business if you guys are interested in this software if you guys want me to cover anything else within the software leave it down below let me know what else you guys would like to see and if you like this type of content definitely drop it down below so that I know that okay business administration con administrative content works for you guys so I'm Anil from Woody Woody work I appreciate you guys tuning in until the next one peace