Effortlessly Create Business Invoice for Sales with airSlate SignNow

Create business invoice for Sales

welcome back to our channel it's Jane here from a voter business advisory I'm just wanting to jump on and share with you how to create and send invoices to your customers or clients so once again we're in a demo company and we've got our business dashboard now from here there are two options to get to invoices you can click on this plus tab up here and click on create new invoice or you can go to business and invoices or sales overview so just for this demo I'm going to do my favorite way which is to go to invoices so this one here gives you an overview of all the invoices that you've ever entered so you've got all drafts a waiting approval a waiting payment and all your invoices that have been paid and of course your repeating invoices which are the ones you set up that might send out automatically once a week once a month and so forth I'll go through setting up repeating invoices in another video uh so just for this demo we will create a new invoice so we can go just click on new invoice or if we do the drop down then you've got your repeating invoice option as well so we'll just go invoice so this brings up your new sales invoice screen now just to make a note we are in the classic invoicing option there is the option to switch to new invoicing here I'm not going to do that now I will go over that over the new invoicing option in another video so uh firstly we want to fill in the toolbox which is just going to be your customer or client if you've already set them up uh once you start typing their name it will come up under your contacts so I want to send it to ABC Furniture so we'll just click that of course if you haven't set up your contact it's a good idea to go to the contacts Tab and set them up as a contact with all their information such as email address and phone number uh if you are feeling lazy you can just type it straight into the two box but it will only populate their name so not recommended to do that I can get a bit messy when you do come to looking at your contacts uh so that automatically populates the date which is today's date uh so what you want to do then is fill out the due date so you can do that manually so for this exercise we could just click on the 13th of October which is a week later or you could do the 20th or you could go the following month so let's just go a week later I will make a note that within the contact you can actually customize the due dates for particular contacts so for ABC Furniture we could set their contact to say yes automatically invoice uh for a week later so a dual week later or due a month later uh there's also the other option if you want all of your invoices to be a week later you can go to the invoice settings I'll quickly show you where to access invoice settings so you just want to click on your company name and go settings I'm just going to open it in a new tab and you'll go invoice settings and it is default settings so here you can set the bills and sales so you would you would change the date of the sales um while we're in here uh you can this is where you set up the invoice numbers as well so if you've got a brand new fresh zero file you could change that to one or double zero one or triple zero one and it's just going to keep going progressively higher each new invoice you create and of course this these letters here can be altered as well a classic one would be inv for invoice all right and then let's go back to the demo of the sales invoice so you can see here that has automatically copulated the invoice number um you can edit that as well if you need to for any reason uh now the next box is a reference so most of the time I know for our business we leave that blank that is a perfect spot to put a purchase order number or uh a little note pertaining to what the invoice is or a job number if you you know you're renovating houses or building houses you can put the job number for that particular household property uh The Branding this is also changed in invoice settings and you can see your different branding themes here now I will go over that in another video but there are your those are your branding options and that's where you selected here by clicking on The Branding tab right now the next thing to note is this file button here so what that is is that you can you can attach files to the invoice so um we don't we don't normally use this but you can say attach a purchase order or let's say you renovated a house and you want to put photos in it you can attach photos to it so what you do is go upload just attach the the file and you can see here it's just sitting in there but that at the moment that's just for our own use so for our own reference to refer back to if you want the client to be able to see that file you just want to click on the Cog here and go include with invoice and then that moves up here to include with the invoice all right now of course add from file library is all the files that you've got within your xerophile library so just for now we're going to leave that to include it with the invoice now the next thing we can do is type in the description so we have um Consulting work I'm for ABC furniture one actually let's make this more proper the Consulting work per hour we've done one hour of Consulting work our price is 100 for an hour now that automatically has gone to our 200 Sales account and it has automatically populated the tax rate which is GST on income now it is gstn income because this demo company is registered for GST if you're not registered for GST that will I think be best excluded and you won't be able to charge GST on those invoices so that's obviously if your zero file is set up not to have GST all right so we can see we can select the region as well uh that might be good if you have yes service a particular side of the country or side of your suburb you can uh yeah select which area um you've serviced uh you can edit these as well so the total amount you can see has automatically pulled from the unit price and the quantity obviously if we change the quantity it's going to change the total amount at the end now you can see the total at the bottom is 110 so this is due to this box here being amounts of tax exclusive so you can change that to tax inclusive which is going to say give you the straight amount of 100. all right now I just want to explain to you why um this sales account when that it automatically selected that but you can change that um to any of these other Revenue items and when you change that it automatically inputs the tax rate as well so I'll just show you how that is automatically populated so if we go back to our second screen here and go accounting and chart of accounts it's just shorten that to the revenue you can see here that the 200 Sales account is GST on income so that's where the invoice gets that information from all right now we're just going to do another line I'm just going to show you this item what this means so if you're invoicing something on a regular basis you can import items as such so we can select one of these and it automatically fills out the description and the unit price obviously you can change the quantity and of course it automatically inputs the account as well right now to edit your items I'm just going to show you in the other tab it is under business and products and services all right so this is where you'll find all your items they're all in there right now you can obviously add a new item import from a file um and even export if you're wanting to do a stock take or something like that um yeah I won't go into too much detail but that from your invoicing area this is where it gets its information from all right once again perfect for if you're invoicing particular items on a regular basis it saves the work of having to type in the description every single time all right so a couple options here you can either save it as a draft oh so you could go save as draft save and submit for approval you don't need likely only do that if you don't have approved invoices on your user settings If your manager hasn't given that to you uh or we can go approve approve and add more invoices a proven print and so forth so let's just go approve because that's nine times out of ten that's what we do um all right now you can see that has automatically changed to awaiting payment right you've got the option here to receive a payment but we don't probably don't need to worry about that when we've just sent out the invoice let's go back to no let's show you how to email um the invoice so you can go email and that email will automatically pull from the contact information that you've set up this subject will automatically fill as per what you've got in your um email invoice settings and it will also automatically fill this message for you as well you can of course edit this if you need to type in something in particular um and of course you can edit the subject line as well so to edit this template if you ever need to do that we just want to go to invoice settings I should not apologize it's email settings we want to go to all right so we just want to click on edit and you can see here all your invoice settings so you can edit the sales invoice or you can create a new email template as well so that's where it gets the information um from to fill in this message and the subject line let's just get out of that you also have the option here to print a PDF all right so that's perfect if you want to save a copy onto your computer or you want to attach it in an email outside of xero so if you're going to print a PDF and then send it outside of xero you can say Mark as sent if you're planning on sending it later probably best to say leave as is easy right so um yeah of course you've got your invoice options here too make it a return into a repeating invoice avoid it copy it to another invoice edit add a credit note or share the invoice which is if you share that it is just a link that you can share via email to your customer all right so just for the demo we're going to go email and then send and then it's going to be Mark Ascent you can edit it here to include the PDF attachment as well or send yourself a copy right now let's go back to invoices and you can see now this one we've created here so once you've emailed that it will say sent uh and then you can see here where we've attached our extra file so yeah once that is paid and you reconciled that against the payment that's coming it'll obviously move to the paid tab and yeah that's it for yes sales invoices to your customers if you've got any questions uh feel free to comment on the channel and I'll try and get back to you or offer you yeah further information or links to particular websites that might be able to help you further uh if you did like this video please give it a thumbs up and be sure to subscribe to our channel for more updates on xero and anything extra that I've mentioned in this video thank you