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Create business invoice for Production

what is up everybody this is ronnie your go-to guru if you want to learn how to design with canva welcome back to the channel this is the place where you learn how to design with canva today we have a very special tutorial because i'm going to help you get paid by showing you how to design invoices with canva so you'll see it's pretty easy i think the complexity of this subject is really like what to include in your invoice what are the good practices what should i not do so i have a little bit of experience in voicing clients because diana and i have been running a non-profit organization that was creating all sorts of outcomes for different clients around the world and i've produced a good 100 invoices or so in my life so i have that experience and i'm willing to share that with you so without further ado let's jump into canva and let's create an invoice [Music] all right so this is the canva homepage and the first thing i want to show you is that it is super easy to search for invoice [Music] just type in invoice and canva will bring you to this part of the template library full of invoices so these are a great place to start but be aware that they are a little bit basic and they might be missing some information so it's good to use them as inspiration if that's your thing but i believe it's also interesting to read a little bit more online about what information should be on your invoice so let's open a few of them and see what they look like to see if we can find some commonalities between them so i'm gonna open this one which looks pretty clean and simple okay so we have an address i believe and the name of the company the address of the company the invoice number description of the services and we have the amount the tax we'll talk about the tax and payment information so this is actually pretty complete so this could work but what i want to do is to also customize this invoice for your specific business so in my case i've worked with this non-profit called fairtrade connection right so i want to show you how our invoices kind of look like i have a folder here and in my folder invoices fairtrade connection 2019 you see all my invoices kind of look the same so this is good because you have this consistency we have the company logo here so i'm going to open one of these invoices this is what our typical invoices look like we have three different section we have the header here we have the grayed out part here with kind of like the description of what we were selling and here at the bottom all sorts of payment information and also client information you can move these sections around but this is how we were making it so a few things i want to say about invoices this tutorial is mostly about the theory of invoice how to make them because canva has so many templates i believe the design part is not gonna be the issue but really like the information that needs to be on your invoice so the first thing i want to say is why do you need an invoice well very simply if you want to get paid you will need to send your customer an invoice this is mandatory for different reasons first one because you need to send the exact information the exact price the product description the total amount of this service or product to your customers so that their accountant or themselves if they are a small enterprise can proceed and make the payment so if you want to get paid you need to send that invoice the second reason is that your government depending on where you are this might be different but i believe i am right by saying that in most countries it is a legal requirement for tax purposes so different countries have different taxes that will be added to a service or a product that one can purchase or sell these taxes could be called gst or they could be called vat or different names but that's basically a tax collected by your state on top of goods or services that are being sold and there are different rules so by all means you have to be careful for example with fair trade connection we were based in belgium but invoicing clients all over the world so this tax in belgium is called the v80 which is typically 21 of the amount of the product or service is only due when you're selling to another belgian company or belgium client but when we were selling to a vietnamese client for example this tax didn't apply so make sure you understand this and i am by no mean an expert for accounting or a tax advisor or anything like that but what i can tell you is that if you're selling to a client outside of your own country these taxes may vary so do your research it is also kind of like a record of the transactions for your business so that will be if you have a legal business a registered business that would be a way for you at the end of the year to kind of order your accounts and make sure everything is in order for your company's accountancy all right so that is answering the question what's an invoice and why is it important now let's dive into what should be on your invoice [Music] well the first thing is the title itself the name invoice should appear big and bold and that's why on canvas template it's right here is like super big invoice so why is that well because the client who received this piece of paper needs to understand what it is you know so this is the invoice and then you have the reference of this invoice and this reference should be kind of like a series so the first one that you send will be something like i don't know we were using ftc for fair trade connection then the year so 2019 here and then zero zero one so that would be the first invoice for fair trade connection in the year 2019 so this is kind of like a sequence number that will indicate this is invoice number one two three etc of the year so that is a second piece of information that should be on your invoice the third one is the date of the emission of this invoice so that's what you have here november 22nd 2019. this is important because it will affect the conditions and the due date so the due date is when the payment is due right so usually you have 30 days to pay the invoice some companies might have a 90-day policy but it is better to include that on your invoice i can see here that i didn't do it because i trusted the client enough so that they would pay us as soon as they receive the invoice that was kind of like the agreement that we had via email but if you don't have such an agreement i would recommend you write a due date on your invoice as well so simply say due date then if you'd say let's say 30 days which is standard you calculate the date so here november 22nd due date at 30 days would be december 21st now one thing about this document is it legally binding like is it a contract that you are sending your customer what happens if they don't pay well this is the tricky part because this document in most countries is not going to be legally binding otherwise it would be so easy to create as many invoices as you want and send them to people and then they would think they are obligated to pay right so what is actually legally binding is if you have a contract with this client with the specific person prior to sending the invoice obviously it's even prior to actually doing the work so the invoice in most cases and i'm no lawyer so don't take my word for granted but the invoice most likely won't be a binding document this is just a reminder that you have to pay so make sure you have a proper legit contract when you start working or when you start a working relationship or if you work via different websites that take care of all this administrative stuff then good for you this is even easier but otherwise if you're working by yourself with a client make sure you have some sort of contract for the least email exchanges where all the terms and conditions of the work and the payment and everything will be written down but best would be a proper contract but that's another topic all right so let's get back to our invoice here the last thing we have on the side here is the logo and the branding of our company right so here this fair trade connection i have my logo here and that's what i have in my top section if we focus on the middle section i'm going to show you like how graphically this has been created the gray part here is simply a rectangle so press my r key and i'm gonna re-adjust this part right here to make it at the dimension i want something like that it was of course grey okay so that was the first part and then the second element that you can see here this little thingy right here looks like a triangle is actually an accent line so there are different kinds of accent lines that are interesting the one i was using is this one right here so i'm going to make sure i'm on the page and click on this like this little guy right here just make it as big as you wish like so and i use the color white so it looks like it is a cool little separation between the two and you can group them so that when you move it around you still have this cool effect here on top of this block all right so that's pretty much what i had to separate here i had some basic lines so when i created this invoice template i had to create the lines in different ways but today to create a line just use the l key on your keyboard then you'll have all the options to create lines so it's super easy to create your lines yeah that's pretty much what i have here nothing really complex just wanted to show you this little part right here because that's the only one that's kind of like fancy in this design so let me delete this and come back to my middle section i'm gonna zoom in so the middle section is typically the description of the purchase or the items or services that have been provided it's important that you have this description because when you send that to your client you want to avoid friction as much as possible because you want to get paid as fast as possible so if they recognize immediately oh yeah i remember that's the set of photos we bought from ronnie in fairtrade connection there's not going to be any debate oh what is this why do we receive this what is fair trade connection no they know exactly what it is so here because we know this customer very well we made the description relatively short but you can use as much detail as you want here of course don't write like a foreign paragraph but you could say 10 photo about the fair trade artisans in africa whatever we have covered you can add more detail so that's the description you can add your price usually it is price per unit let's see how they did it on this invoice right here so usually you have quantity price per unit in total so that is if you sell like products or quantities of services of hours for example you could have quantity price per hour and your total if you're selling freelance graphic design for example but for me i made it super simple because we had bundles we had packages so that's typically what you will have here what's interesting to see is that you will have then your cost let me show you from this other one so you would have your total cost so that will be the addition the sum of all the products or services that you're being selling here that will be your cost here or your total on this invoice 200 and then you will add your tax individually so that's why it is a like in most countries an obligation by your government you need to split this is the amount and this is the tax on top of the amount so here it says reverse charge because i was selling from one country to another and in my specific case there was no tax applying but really check this carefully if we go back to the other version here we have a tax of 4.8 so you usually express the tax in terms of percentage so in belgium again like v80 is pretty high it's like 21 so make sure you know your tax rate and include this as a percentage right here and then you have your amount which is basically your total plus the tax and you will have a new amount here and that amount is what is actually due by the purchaser right by your client all right so you can also add some information sometime your invoice has been paid already you can have been paid in cash it could have been paid via a website like in this case it's been paid via our website but the customer also wanted an invoice for their accountant so what i did i created the invoice but since it was already paid i just mentioned it here it was paid via the website if you look at another invoice right here you just have the amount okay and then you have payment information for this one prefer to use mine because it's a little bit more detailed so usually you will have the details of your company so the title the name of the company if it has an ltd or whatever you need to indicate these abbreviations as well okay contact person so that they remember who they have interacted with so if there is any problem they can get in touch so i like to include a contact person as myself then the legal address of your organization of course this is a one 15 happy street 92 21 round town belgium so that's basically your business's full address or your organization's full address then usually you will have an enterprise number a company number or tax number some sort of business identification number and that is super important to include in your invoice because it's again a legal requirement that you put this on your invoice so this number may vary from country to country depending on how your country identifies businesses but if you create a business don't worry you will be given this unique number all right and then of course how do you get the money so you have to kind of add your bank details not all invoices do that i like to do it because then it makes it easier if you are being paid by a bank wire otherwise it could be digital payment gateways like paypal or payoneer or whatever but just include the details of how can you get paid otherwise it might generate some new email conversations and delay that moment of when you're getting paid remember the aim of this game is to get paid as quick as possible all right so bank details your bank name your account number the bank number etc etc every bank will have a different system every country will have a different system then i like to say thank you that's just me i'm polite dude i like to say thank you and people send me money it just seems right and then some information about the client so the client the contact person so that if it's a big company at least we have the name of the person i have interacted with so if there is any question by the accountant about this specific invoice they know who to go talk to so here is the diana munoz and then a little bit of information about the client so we have the client's address so lovely diana incorporated that's the name of their company their address and their unique business number or vat number if it's a european client all right so that is what i wanted to show you in this video not so much about design but i know a lot of you are building businesses are starting their businesses and it might be a little bit impressive to create an invoice like when it's the first time i remember my first invoice i was like oh what am i doing am i doing something wrong no i don't want you to feel like that i want you to feel empowered to charge for your services because you deserve that money you've worked hard to get it so this is how you can create a simple invoice again there are lots of templates in canva so go ahead and use them but make sure the information i mentioned in this tutorial is actually on your invoice it will avoid you not getting paid getting questions etc etc this model this amount of information has worked for me in 20 different countries so i think if you follow these sections of the invoice you'll be safe all right i hope this was useful this wraps up the tutorial we have two tutorials like these per week one of mine one of diana's so if you like them hit the like button that will help us but also subscribe to the channel so you never miss them thank you for watching i will see you in the next video