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Cleaning invoice pdf for organizations

all right so in this section I want to show you how to send an invoice to your customer what is an invoice is simply a bill right so when you receive a bill from you know the light company they're sending you an invoice right so this is basically what you're sending to your customers as invoices so they can pay all right so I'm going to take myself off the screen and we're going to go ahead and get into it so as you can see I'm logged into my cleanbiz network CRM and I'm going to click on payments right here in this left-hand corner all right so what you click on the invoices tab yours is probably going to be blank here because you won't you haven't sent any invoices yet so it's two types of invoices that you can send you can click on new here to send one and what you can do is click on either Ace in a new invoice so that just be one single invoice or B create a new recurring invoice so that would be a good idea to create a recurring invoice if you just sign with a new commercial cleaning customer and you want it to send them an invoice every month on the first or the fifth or whatever day that you want to build your customer all right so I'll walk you through both but right now I also want to point out that you also want to click integrate payment Gateway and so what this will do is allow you to get paid electronically so if customers want to pay you via E-Check or with a debit card uh you know anyway online they will be able to do so using either you can either connect your stripe account I highly recommend that you create a stripe account or you can go through authorize.net or nmi or even PayPal all right but I will say Financial stripe account so that way you can receive payments online now if you don't you don't need to connect uh receive payments online you're interested then don't worry about it because you can still send invoices manual and they'll just be PDF uh invoices and when you send them over your customer can mail you your check which is it is uh common in the commercial cleaning space all right so I'm going now if you're in the residential I would highly recommend connecting Stripes so you can receive digital payments all right because you know residential customers will use their credit card all right so let's go back to all invoices I'm going to create a new invoice we'll do a standard invoice first so just create one new invoice all right now here is your standard logo I just put this logo here as a uh you know it's a dummy one but you can click remove here and just select a different file if you got one so I'm going to just put this uh logo here instead all right and then I'm going to come down I'm going to put build two so this will be the customer that you have in your system so if you already have a customer in your system you can connect it uh select it if you don't you can add a new client so we'll click add a new client we'll put the name so if this was a residential obviously you will put the first and last name or maybe you could even put like the Simmons residents something like that we'll put an email there so I'll put a throwaway email there all right so we got all of that information there and then right here it does allow you to add a company name so if you were doing uh commercial then you would have definitely want to add a company name here so instead I might put uh let's just say McDonald's Corp and then right here where they had the person's name instead you can either put your point of contact or you can put accounts payable all right then you want to change the invoice number so I never like to start off with like a low number to begin with I don't want to make it obvious that uh you know we're brand new in business so I might put CBN instant prefix and then start with seven and then go 0 121 or something like that then every every invoice after that would just go up from 21 to 22 to 23 but I don't never like to start off with one just because I don't want people to know you know how new of a company that we are all right so this will be the issue date so you definitely want to update that so you can't pick a date that's later than today's date for whatever reason I'm not sure why but so you want to put the issue there let's just say the issue date was the first so to do the date is the first of September all right and we can come down here and we want to add an item now so add an item you can select the product if you already have one so you might probably already have commercial cleaning service uh imported because I added it for you most of you guys anyway on your account and then you can select a common price for that so I'll click save and so that's just one I have saved actually but you can always change that and just override it all right so what we'll do is we'll change it to because it sells five thousand dollars for this particular invoice and then we'll ask click off of that you can add tax so if you know that you have uh to collect sales tax in your area then you want to add tax in the payments go so go to payments and then go to tax settings but for now I'm gonna assume that you don't have to work you're not required to charge sales tax in your area all right you can add either description if you want to so you can just say routine cleaning services for I think I said yeah I did services for the month uh July all right then next we will come down here if you need to add a discount anything which I don't see why you would and then here you can add some um you know some final notes and so I probably will put something like this I just had to say so I'll just put maybe like uh the payment again reiterate when the payment is due so I will put payment is due on the first September 1st change it up I'll make separate lines blah and then right there thank you for your business so if you if you're going to uh do accept checks then just make sure you put the address where they can send checks to you already have it up here as well but you can always reiterate it down there and I was thinking for their business then I would click off I will come up to save and then if you're ready to send it you can go ahead and send the invoice over all right so click Send and then we will be will be done so that's how you create one standard invoice all right now I'm gonna go back and show you how to do a recurring invoice and you can see this invoice right here was saved as a draft because I didn't actually send it I didn't want to send it I just wanted to use it as an example to show you how to create an invoice right now let's just say you have a new recurring customer and you want to create a new recurring invoice so click on recurring templates all right and now you're going to click new click new uh recurring template all right they're going to ask you how often so you can put monthly if you want to send it on the first of every month you can put the first so you want to put a date and then the first of every one month all right all right then start date you can put a first all right and then you can say it never ends right or you can have it in by the lab a year from that day all right so if you know that you do annual increases every year and you may not remember to do the increase so for whatever reason maybe just a one-year term and you're going to stop completely whatever it is you can put it in date or we can just put never alright then send in I will put never until it's time for you to actually cancel anything change if you can come and update it at that point all right so send invoice blank days in advance so I probably will send it 30 days in advance okay so apparently the most days in advance that you could send the invoices out it seems to be at least 28 days so I would just put 28 days here and then send out the invoice 28 days in advance so you want to build to the customer so let's just pick a customer here put the company name all right we can change that company name accounts payable all right we already got everything there and then what else we want to do we want to add a service right so we'll go ahead and go to commercial cleaning service I can leave that there and just override the price over here so we'll say past five thousand dollars every single month you can put a description routine cleaning or routine monthly cleaning services all right we won't even put monthly because in that make it sounds like you're only coming once a month just routine cleaning services or janitorial services all right and I wouldn't be as detailed to say which month why because this is a recurring invoice and it's going to change every month right then we'll add our notes at the bottom we can just kind of tweak this a bit so we'll just say uh payment is due on the date above payments can be mailed to blah blah blah and then thank you for your business so let's go ahead and click save here so let's try scheduling it and then we'll do this in let's see we'll send a email to ourselves we'll put it in test mode all right and then so right here just make sure it's not the actual customer's email because it will still send it to them even though they won't be able to make the payment all right then also enable auto payment so if you already have the customer's payment on file then you can enable that if you want this to be alive uh uh invoice but if you don't want it to be live then take that off all right because it's going to automatically charge the customer's card immediately if you keep that on all right and then just make sure you have that there and then go ahead and click uh schedule and once you've sent you schedule your recurring invoice to send you can see it'll show up right here under your current uh templates here and this is the one that we already scheduled it out to be sent out every month all right so that's how you would send an invoice using the cleanbiz network CRM