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Create invoice for freelance work for NPOs

hey dragonlings welcome back to my channel my name is skye and i typically write paranormal romance under the name sd heges in today's video we're going to be taking a look at how i create invoices with paypal for my freelance clients this video was a special request from a friend of mine who asked me how to make invoices i had to explain that i have never created an invoice in a program like microsoft word or even excel i know that in the future i would like to learn how to create those but at this time i just don't because i accept all my payments through paypal and it's just much easier to send an invoice through paypal as well since that is where i accept payments so we're going to just take a quick look at how i create my invoices i do freelance formatting i have on a rare occasion done some transcription and either way i've sent any invoices for whatever work i've done through paypal of course in order to make a paypal invoice you do already need to have a paypal account set up that moment when you film an entire video and you're keeping an eye on your audio so that you can make sure that you've got the audio filming correctly but you don't double check your video footage to make sure it is filming correctly and you're not even recording yeah i may have done that take two let's try this again once you're logged into your account all you have to do is go to the top right corner of the page where it has this blue outline of a circle white circle with three blue dots in it it says more you click on that it will bring a drop down menu you're going all the way to the bottom to one of the last two you're going to the second to last that says create an invoice because that's what we're trying to do we're trying to create an invoice when this page loads it automatically starts me with my default freelance formatting template this is one i created last year it actually has all of my formatting related services listed on it and i just add and remove what i do or don't need as i go when i send it out to clients but for the purpose of this video we're actually going to create a brand new template we have the option we go over to my templates to do it by amount only hours and quantity we're going to skip all of that you're welcome to do that if you would like to depending on how you charge for your services but what i'm going to do is actually scroll on down to create a new template and we're going to start from scratch you can actually see the one i did start from scratch on for the original video that i wasn't recording but let's try this again all right as you can see we have a blank template here that we're going to fill in the top portion obviously is going to be the information about the invoice itself you can add a company logo if you actually have one your business information is going to be your name your business name if you have a business or if you're just doing it under your own name just put your name your contact information phone number email website that kind of information all that's going to be under business information i'm not even going to bother opening that it should be self-explanatory just click the edit button and make sure it matches what you want to say over to the right of that there is the frequency you can click this drop down menu and choose how often you want this to be sent out i always personally choose only once because of the fact that my templates have everything and anything on them and i just edit each one based on the client's needs but you can also do it weekly monthly yearly quarterly or you can customize it depending on your client maybe you have a client that keeps coming back for more work done and you have a specific template for that particular client so you might want to do a custom one it just varies to me the only ones is just easier the invoice number and the date will automatically fill in as you use the template it will start at zero zero zero one i believe and increase by one every time you make a new invoice using that template the reference number is something i really don't understand i never use it it says such as pio number i'm guessing that's supposed to be like a p.o box number again i'm not quite certain what that's referring to if you know what this is for feel free to let me know put it down in the comment section i'm actually kind of curious and i've never really looked into it and it doesn't have one of those little informational eyes next to it like the frequency and due date do the due date is the next thing you can choose whether or not there is a due date and if so when it is from the drop down menu the next thing is one of the more important items after all of your regular information is looked put in the type of service you're doing you have the option of doing shippable goods pick up or drop off goods digital goods or service rendered because the fact that i do formatting i always choose digital goods so we're going to go ahead and click that as if that's what we're doing bill 2 and cc i always leave blank because of the fact that i use the same template over and over again to many different clients but if you're making a specific template for a particular client you're welcome to add their email address in here or their name if you've already added them as a customer so that you can just have that same template ready to send to that particular person over and over again this is where you actually put your services under customize you can choose to do it based on quantity hours amount or you can add and remove details depending on what you're looking at you have the option of adding tax detailed description you can actually take that out if you don't want it there item discount whether or not the item can be discounted a date other details like the subtotal for the subtotal the invoice deca discount the shipping the amount cost the custom amount that you're doing then there's always advanced tax options that you can add in i live in the us so i always use us dollars for the monetary service but if you live in another country they've got a whole bunch on this list that you can choose from if you live in canada you can choose to have it in cad canadian dollars i'm pretty certain it's actually just cid versus cad but i've always said cad i don't know sorry the next is where you actually put your services in item name in the past i've just done something like ebook formatting the description is optional i personally as a client i like seeing what i'm paying for in as much details as possible so i try to do the same thing for my client i let them know what i'm going to be using program wise to format their manuscript in this case i'm probably going to use vellum and you can add as much detail as you want you can i've seen some people this is more my experience with cover designers that have labeled them their package they have specific packages with various items in it if that makes sense so they'll have like a bronze a silver and gold or uh again i said i see this a lot with cover artists they offer like ebook by itself ebook and paperback ebook paperback and audiobook all that plus social media graphics like they have different packages and for something like that you can do maybe and then in the description you could kind of label it so let's say the bronze package is just ebook formatting in this case or maybe like they're having a silver package and it will include ebook formatting and man uh paperback formatting but we'll get to that in just a second i'll add some more in just a second to show you what i mean the next is the quantity especially if you're doing shiftable goods if you are trying to send someone say a painting and you're sending them four paintings you can change the quantity to how many paintings they're receiving the next thing of course is the price per quantity so if you're only sending one do the price for one for my basic formatting with just ebook in vellum i do thirty dollars now next you have the option of doing tax i personally add seven dollar seven percent tax in because tax in my state is seven percent you can add a different tax if you want or you can choose to have no tax at all i personally add seven percent tax in with all of my invoices paypal does drop pull off paypal does pull a fee i don't remember if it's on the client's end or the invoice sender's end i can't remember but it's like two percent or something to that effect again i can't remember exactly paypal draws their fees they like being paid as well so otherwise i just do the tax because i really don't want to have to deal with the irs saying where's my money at i make sure i have that money set aside for them basically is what it comes down to the amount will be your price times your quantity and then you can choose to either get rid of this line or add more lines depending on what you have for your services i'm going to go ahead and add another service in real quick just so you can see what it would possibly look like okay as you can see i went ahead and just added a couple other specs in here that can kind of show you what i'm talking about i went ahead and did three times packages each with different levels of formatting and then i also did custom chapter headings and as you can see it added in my tax it added in my amounts and did the amount times the quantity i'm going to go ahead and change this chapter heading quantity maybe it's it has only 15 chapters but they did custom headings for each chapter so i'm going to go ahead and add that in so this changes the amount and that's when we go to the next section down here where it calculates our subtotal now our subtotal is going to be all of these amounts added up together of course then there's the discount you can choose to add a discount maybe you have a deal going where if they purchase a gold package they get chapter headings for free so you're going to give them a dollar amount discount by the total of the chapter headings next thing if you are doing shipping goods especially find out how much handling shipping and handling is going to be and go ahead and enter your shipping amount here let's just pretend i'm going to be shipping some items and it's going to be 7.99 for me to ship these items go ahead and add that once you add that in of course you can choose whether or not you have tax on the shipping i wouldn't even worry about it because my shipping cost would be with tax added in honestly and then of course this is where it does the tax percentage and it adds everything together to give you your total amount that you would be charging your client the next section is these two options down here where you can allow you for partial payment maybe your client has to pay some down now and then they can pay the rest off at a later date that's up to you i know that when i purchase covers i always have to have a certain percentage down of the total cost and then i can pay the rest when i receive that cover again this depends on the cover artist you're working with but you could do something like that for whatever services you offer as well the next thing i always suggest is allow your customers to add a tip if you do good enough work people are going to tip you sometimes because you are offering a service it's just like being at a restaurant and having to tip your waiter or waitress i personally always allow the customer to add a tip you don't have to the next thing is a note to the recipient a note that you are sending off to the person who is going to receive this invoice i'm going to go ahead and fill this in real quick as well as my terms and conditions i have a standard terms and conditions for serviceable goods i actually googled it and i just tweaked it until it matched my needs and i put it in there but i'm just going to do something random to add in here for the sake of this video just so you can see once we save the template and preview it what it's going to look like all right i went ahead and just added some quick terms and conditions this was just something i came up with off the top of my head based on what kind of services i was offering and again same thing with the note 2 recipient just something based on what i was offering your next option would be to save the template when you click save template it allows you to name it and then you can save it you can also have the option of making your default template remember at the beginning when you saw the freelance formatting template that's because that's my default template so whenever i click create an invoice it's automatically going to show me that whichever template you create if you click this make this default that's the one it's going to show you i'm going to go ahead and cancel this because i do not want to save this as a template but i do want to show you this next thing after you have saved this as a template it will go ahead and let you continue editing it if you want but it will no longer say save template in this corner it will just give you the option to preview it or send it so let's go ahead and preview what your client will see based on the information you have here so when you preview the template this is what your client will see and you have the option of either save well again if you save the template it won't say save template it'll be saved it will say send and you can choose to either send it via paypal or as a link that you share yourself or you can edit it say you did something wrong like in this case i have both the bronze the silver and the gold package all listed here i would delete two of these before i sent it to a client so i could edit it of course but this is exactly what your clients to see when they when you send it something i would possibly do if i was going to do a discount like this i would have another tag line added in here under the subtotal amount that would say what the discount was for because right now yes this says i'm getting discounting 225 and yes i can look at this but say that there's something that also costs 225 on here i would like a little description of what's being discounted such as the fact that chapter headings free with gold package kind of thing just so that it doesn't confuse customers again this is what your customer's going to see it's got all your information on it it's got the invoice number and you can choose to then edit it or save it as you send it once you've saved it i'm going to go ahead and edit it so you can see what i mean we're going to go ahead and take off this bronze package and then we're going to preview it again now the final amount changed because we took off that bronze package and it just says silver and gold package and the chapter heading so that is how i create my invoices in paypal i hope this was helpful for you if you like this video go ahead and hit that thumbs up button and let me know down in the comments below whether or not you make your invoices for any freelance services you offer in paypal or if you use another program and let me know how you like using it anyways i will see you guys all in my next video bye dragon links [Music] [Music] you