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Cake bill format for Support

in this video i'm going to show you the paperwork side of my cake business [Music] hi it's carolyn i'm back with another video and if this is your first time here welcome to my channel and if this is your if this is where i already said that but if you want to see the different tips and tricks and the ways that i make and decorate cakes then hit the subscribe button and the bell notification so you can get notified whenever i release a new video so like i said in the intro i i just filmed it so this is my attempt at trying to show you the paperwork side of my cake business i have had a couple people ask me how i keep track of everything and i just wanted to film a video for you i start by showing you my order form i made this up a couple years ago and i have it in an excel document i might be able to put it in a pdf i will try to put this below somehow so you guys can use this if you'd like obviously removing the carolyn's cakes logo and putting your own there but i'm going to walk you through the process of how i take down orders and also how i log my sales and my deductions from my receipts so if you want to see the fun paperwork side of the cake business then just keep on watching okay i try to do some preparation to make sure that people's names and and prices and business wasn't out there so i have a pc and i use i think the windows 10 is the operating system on here that's me looking at the sunrise in mexico it's with the favorite one of my favorite pictures i ever took but anyway so i have a file here called cake documents and i use microsoft word and excel so i have in here all the document my most uh frequently used documents so when i send out emails i send out these attachments payment information flavors you know contracts like all the stuff that i keep in an easily accessible folder and i have i keep track of my sales 2020 sales 2020 deductions and i'll go over all that so i just want to show you what i do when i get an order and how i keep them in my book so i have this book here i just got two two of these three ring binders i keep two of them because this one i have this one i have for the following year so i'm taking 2021 orders in here already and this is my 2020 book and then once 2020 is over this will be my 2022 book so anyway they have these dividers in here by month which is really nice and i have in here these main pages and then the order forms behind the main page the purpose of this main page is to just give me an overview of what my week is going to look like i always book between monday to sunday that is what my week is i usually try not to take cakes on monday and tuesday because it's a little it's a little much but this is how i book so it goes by the week basically but with it ending on the weekend on sunday so i write down the day of the week the date the person's name where they contacted me which is very important i get messages on facebook instagram my email my instagram cake account my facebook cake account and i need to know where i can go find the original message so i always put a little notation there and the highlighting here means that they paid their deposit and the cake is secure okay this will all make sense as we go through so now as i'm taking orders what happens is i'll do it i'll do a sample order here so i have my order forms that i keep in the back of my book say i just checked my email i got to order for november 21st which i always tape calendars here so i can easily see what day of the week it is because people usually email and say i need an order for [Music] november 20th so now i know it's a friday right so let's just say saturday november 21st so i after they pay the deposit i fill out the order form so if i'm looking at the email i will just say i'll fill out the form by saying customer name and then we'll just say sample sample smith so i fill out the name here then the phone number and i don't always put the email address or the mailing address there but i wanted to i wanted to add that to the order form just in case i would ever need that information the due date i'm going to say saturday november 21st i always write what day of the week it is so i know so quoted price that will be in the email that's just for s's and giggles just say that it's 250 and the deposit is 50 now whenever i collect the deposit i always make a notation of where they sent the deposit from because i collect deposits through apple pay paypal cash app venmo check can be mailed to me you know there's so many different ways and if i need to go back and reference and find where where the deposit came from i can see on here so i just usually use an abbreviation so if it was cash app i will just write ca for cash app and then the date that they sent the deposit 11 1 20. just for an example 11 120. now if people order a cake within 10 days of the due date i require payment in full all of my cakes must be paid in full 10 days prior to pick up that's one of my rules i learned the lesson the hard way and so that down here is the line for when they pay the balance so then on this sheet once i have this order here i will write saturday 11 21 and then the name sample smith okay another important notation not only do i want to know where the deposit came from but i want to remember where i am talking to them uh what's the word what avenue that i'm speaking with them through if it is text if it's my email if it's instagram if it's my cake instagram if it's facebook so up here in this corner i usually make a little notation i g k i g k which means instagram carolyn's cakes account if it was my regular instagram there would be no k there it would just be ig if it was facebook it would just say fb right i hope this is making sense if someone texts me which i hate taking text orders but if someone texts me i'll just say text you know so there i just like to know so i can quick see oh sample smith i have to you know where i have to write them back where did they get to me oh i got to go to instagram to reply to them so then i write that on this main sheet for the week as well igk for instagram cakes now after they send a deposit my boyfriend makes fun of me because i highlight i like to highlight everything so deposits get highlighted in purple so i always highlight once they send the deposit so it's easy for me to look at this sheet and say oh they did send the deposit and i also highlight on the main sheet because sometimes people inquire about a cake and they don't send a deposit so i'm not going to count them you know if someone what do i want to say this is a quick glance of my week so if i'm paging through my book and someone says i need a cake for december 5th i'm going to try to cover the names um i can look and see one two three four five i have six deposits already and one person who didn't send a deposit because they are not highlighted so it's an easy way just to take an overview a quick overview of the week without having to page through all of the order forms so then this is baking information that i keep down here this is just something that i do um just works for me so say they're getting a cake to feed 25 people i just say under servings 25 people and then the pan size what what pans i'm using to bake it the flavors the fillings that they want and usually the icing color i write because i have to ice the cakes and i want to know what color i have to ice them so let's just say that is going gonna be a five inch round and a seven inch round cake five r and seven are flavor chocolate for the five inch vanilla for the seven inch filling i'll just do the same chocolate for the five inch i'll say cookies and cream for the seven inch icing color once i know the design that i'm doing i'll know what color to ice the cake and we could just say white and light blue just for an example so i can just take a look at this and know okay i have to bake five inch and seven inch well this is going to be two five inches and two seven inches because there are two um two cakes per tier i hope that makes sense if you if you see my other videos my filling videos you'll understand i can link that as well so now i can see for this cake it's 250 serves 25 people they already paid a 50 deposit and i'm making 5 inch chocolate and 7 inch vanilla tears with chocolate and cookies and cream filling okay then down here decorating information i'll just write um mickey mouse and then the mickey mouse theme if they want like a 2d fondant mickey the name um let's say mike and mike will be three and they want red black yellow and white so just information that you're going to need for your cake uh general information so you could just take a glance at this instead of always having to go back and check the email i'm sure a lot of you do it that way but i just like to know and sometimes i'll even sketch out over here a little quick you know mickey ears on the top and mike here and then a little mickey laying on his side this is my my quick little sketch so i can kind of have an idea of what i'm gonna do for this cake and then i keep my three hole punch here punch holes in it and i can file it behind this page and that goes in my orders for the week so that i can look back at this page and see this is not an order this is just my sample order but i have one two three four five six seven eight cakes this week they have all paid they're actually all paid in full because it's within 10 days okay so when sample smith pays the balance i will write in here 200 maybe they pay through venmo and i use v just as an abbreviation and then payment date 11 11 20. once they're paid in full me being my crazy ocd i highlight the quoted price in yellow so just so i can easily flip through and see okay they pay the deposit they're paid in full and i have all the information i need one more spot at the bottom i have a pickup or delivery so if someone wants a pickup i will circle pick up and then they're going they want to come saturday and i just say like 10 a.m i usually give pick up times so i'll just write it down on here or if they want delivery i'll circle delivery and write the address i meant to write main street i i wrote one two three mann street but whatever um so you know there's there's a lot of different information that i collect on here and it just uh i've been doing it this way forever i created this a little while ago like years ago when i'm ready to start my orders for the week i go to the week flip that front page and take out all of the order forms then i like to count and make sure i have all the order forms so i have one two three four five six seven eight nine including including the sample so i'm counting one eight nine orders that way i'm not gonna forget one okay so now i can take these order forms in the kitchen and get ready to bake i know i need 12 vanilla cupcakes five inch red velvet seven inch confetti six inch chocolate you know so i i know everything that i'm gonna bake now here's where it's going to get a little confusing and i hope that i explain this correctly so at the beginning in the end of the year it can get a little messy because you are collecting money for cakes in one year that you're gonna make the next so at the end in november and december usually i'm collecting money for cakes in january and february of next year even though i'm making the cakes in 2021 i collected the money in 2020 so i have to claim that as income in 2020 okay so this is my 2021 book right whenever i get a deposit from the previous year i don't want to show people's names i highlight it in pink so i know that this is money that was claimed the previous year i'm not going to claim this money in 2021 because the pink is claimed in 2020. so i can see on jen's order form jen paid me fifty dollars in venmo october 16 2020. highlighted in pink it's going to be claimed in 2020 even though i'm making the cake in 2021. i can even go up to april i already got a deposit for april 17 2021. brittany it's highlighted here in pink i can see that she sent me a 50 deposit through venmo on september 16 2020 so at the end of the year i'm going to add up all of the deposits that are highlighted all the payments that are highlighted in pink for 2021 and i'm gonna go to this spreadsheet and enter that 2021 deposits collected say it's 1200 after i count everything so i know that these deposits are going to be claimed this year this is where it gets confusing at the beginning and the end of the year when you're taking money and it's for other cakes so when i track sales i use excel and i have on here i i cleared everything just because i don't want people's information out there but i have a couple different columns in here i have the month the day the client's name how much the cake was how they paid me and how much i'm claiming on this year's taxes so if this will make sense january which was months ago because right now is november beginning of january for example i write mike jones price of his cake was 200 he paid me venmo the previous year so this was already counted in last year's taxes so in 2021 i'm claiming zero from this cake but it was two hundred dollars it's just uh it's a way for me to keep track of how much i'm making per month versus how much i'm cleaning and i don't even know if that's necessary but it just lets me know okay i made a cake that was 200 you know whatever i could look over here and see made a thousand dollars here but i only claimed 500 okay so i don't know if that's necessary step to take but it's just the way i like to be organized at the end of this week after i make all of these cakes i am going to log all the information so for aubry i'm gonna put november 17th i will put aubry's name and then let's just say it was fifty dollars and i will say she paid me venmo so i'll say fifty dollars venmo eleven six twenty and i collected the fifty dollars this year so i will be claiming fifty dollars in taxes this year on to the next one sade was november 20th let's just say her cake is 250. she sent me a cash app deposit so say 50 cash app on october 6 and then the balance was say 200 for example and that's through cash app on november 9th it was all paid in 2020 so in 2020 i'm claiming 200 plus 50. okay so anytime that i add anything in these columns here it's going to increase this price here if you have used excel you understand how this works so then i enter again so for mike his cake was on the 20th mike and let's just say the total was 300 50 in cash app that was november 4th the balance 250 um cash up november 10th 300 being claimed okay which increases that to 600. so this is a nice way to keep track of all of your sales and i would just go through enter all of them and then i file these in a folder um that has i've actually i actually file them alphabetically so i can easily find the order forms if i have to reference them so yeah after they're entered in here and then they will go in a bin and i will file them i also have on here cake deductions so you want to keep track of the things that you purchase for your business all of your receipts so here in my deductions spreadsheet i have a couple different columns supplies ingredients travel education entertainment office expenses advertising poland yoga is just for i'm a poland yoga pull fitness and yoga instructor so anything that i spend for that i just have a column here and my monthly total so this is what happens when i go shopping i went to the restaurant store and i got flour and sugar the other day the total was 34.96 this is november 12 2020 because i'm a freak with my highlighter i highlight the total here 3496 when i enter it in the system if i ever look at a receipt and see that it's not highlighted i know i didn't enter it that's why highlighting makes sense but so it's 34.96 flour and sugar would go under ingredients so i am in november because this was november 12 and i'm going to enter 34.96 when i hit enter it's going to increase the price here and increase the total of my deduction and then i can file this put that in a bin for it to be filed later then i see this one i actually just found this receipt this is from september 23rd so i'm gonna go back to september and i got cupcake containers so it's 36 i'm sorry 3917 was the total so i'm going to highlight 3917 cupcake containers our supplies i'm going to go to the supply column under september and enter 3917. so you can see my total deductions for september is a thousand dollars for october it was 900 and dollars and 53 cents you know in november so far it's 480 so you can see how i i take all my receipts i i keep receipts for everything that i purchase so if i go to target and i get some powdered sugar you know i keep the receipt i will highlight it and then go to whatever month that i purchased it find the corresponding column so office expenses 199 is that new edible printer system that i got so when i got it i printed out a receipt online i highlighted the 199 dollars so i knew that i entered it in the system and then i filed the paperwork now i will show you how i file my paperwork so now i know it's a little ghetto i have these little boxes on my floor here where i keep all my stuff when i move eventually i will have like a big office space but for now i just keep it in these little containers here so for my receipts i keep folders that go by month january february march 2020 you say in here so i will file the receipts by month this is the november receipt so i'm going to go to november 2020 and file that in there this is the september one it's going to go to september and put that in there so all the receipts that are in here correspond with all of the numbers that i entered into the deduction spreadsheet and then for the order forms i will file them by last name so i have i have folders here a b c d e f g h i you know so i just go to let's say aubry is her last name so i'll go to the a folder and then just go through until i find you know alphabetically and file it there and then for sade so that's that's her last name i'll go to the s's i always file by last name and find it alphabetically and stick it in there so say that aubry orders from me i can um if she orders from me again she'll say hey you know what i love those cupcakes that i got last time i want those again i want the same flavor she doesn't remember what flavor they were i can look i can go to a for aubry find her order form and see okay she got vanilla cupcakes with cookies and cream filling this is why i have last year's cakes in this folder back behind here and i can go through if someone orders a cake for this year um and they say it happens a lot where people say i i want the same flavor i can just quick run up here find them in here and see that okay she got lemon with raspberry filling and you know it's just easy to reference like that so there you go there's me trying to explain the best that i can of how i keep track of my orders and my sales and my deductions and all the fun things that come along with running a business i know it could have been a little confusing as i was explaining things so if you have any questions um just leave them below and i will try to answer them the best that i can really hope this is making sense everything makes sense in my head as i'm talking and then sometimes i watch my video back i'm like what the hell am i talking about but anyway so you just want to make sure that you keep good records it's very important i know i'm a little ocd with my highlighters and my my you know weird ways of keeping track but this is what works for me and it works for me i hope it'll work for you i just want to say like you just want to make sure that you are logging your sales you are logging the money that you take in during that current year even as if it's for another cake for the next year or the previous year so any money that you get in 2020 you're claiming in 2020 even if you make the cake in 2021 same thing for deductions you just want to keep your receipts and make sure you log your deductions i i think it's a good system my boyfriend makes fun of me because i'm so like with all of this but the november receipt it gets highlighted it's on the november deduction and then it's in the november folder i mean come on like it makes sense right like it's just a whole system i think you may have to find what works for you but as long as you are keeping track of your sales and your deductions for the year then you should be pretty good so i really can't think of anything else to say about this i'm sure i missed something and i know i'm gonna edit this video and be like oh forgot to say fill in the blank whatever but if you have any questions like i said before leave them below and i will get back to you as soon as i can i usually check my youtube messages in the morning before i start working for the day and please like this video if you liked it it really helps out my channel hit the subscribe button if you haven't already and you want to see more videos like this and you can follow me on social media i am on facebook and instagram and i have my website i will link all of that below thank you so much for watching the video and i will see you on the next one [Music]