Achieve Efficiency with Our Delivery Receipt Template Excel for Legal

Delivery receipt template excel for Legal

Oh welcome to the third video in the tour of the all-in-one tracking spreadsheet I'm Julie Griffin coming at you from Gilbert Arizona and I'm here now in this video to show you how to use the third tab of your all-in-one tracking spreadsheet which is the invoice template so if you're down here maybe you've already done your session income and tracking and your expenses we've already gone through those in a separate video so watch that if you haven't already and here we are down at the third tab can you see it down here where we're going to look at the invoice template now why have an invoice template some clients are going to ask you for a receipt or an invoice for their session and it's great to have something that looks super professional that's also easy for you to generate for them so I have developed this I use this in my business as well because I don't like to pay for fancy client management systems that generate invoices for me I just I like to do things myself so I'm hoping that you'll give this a try and that this is super helpful for you so looking at this let me make it a little bit bigger everything to the right of this red line is for office use only and over here I have a bunch of instructions for you so I hope you'll read those but since I'm giving you a tour I'm gonna go over them right now as well the first thing that you're gonna do is after you've saved this somewhere and you're going to insert your own logo or type your business name up here in the top left hand corner oops that's a typo it's the left hand corner that's the right hand corner but anyway you're gonna delete this checksum hit delete and then I'm going to insert my logo or if you don't have a PNG of your logo that's okay to just type your business name and make it a font that you like I'm going to go insert picture picture from file and I'm already here in my PNG folder I'm going to do my charcoal hit insert and it's a little big so I'm gonna hold the shift key and make this smaller and just put that right there don't worry about the lines going through it because when this print those lines are not going to print right the next thing you're going to do is you're going to put all of your own actual information here we have your address your email address your website and phone number so you're going to want to do that in your own template and then save it so that you can use it in the future now you're gonna go down here to digital's and services and um sorry let me turn off my text messaging stop okay sorry about that um I am going to where were we we're gonna go down here to digital's and services and change this to reflect what you do in your business I charge extra for special request editing I charge extra for direct to client shipping I charge extra for USB drives you can simply delete this whole section if you want or you can just put in what you do in these line items and the fee you can do the same for prints and products or if you don't actually provide prints and products that's not something that you do in your business or not something that you do yet you can delete this whole section as well I just like to have it in there so that people who are doing these things like I do have a place to account for it on their invoice so um the next thing you're going to do is if you want to you can change colors and fonts let's say I use montserrat and open sans condensed for my business so I would maybe highlight the whole thing by clicking in the top left hand corner and I would go maybe to see monserrate hit enter see how does that look oh yeah that looks pretty good and then maybe for like these Souls I'm hold the command key and do all these big ones um maybe I want to do another font from my brand maybe I'll do Nixie one that's my other font so oh wow this is starting to look more like more like me so you can make it look more like you you can change colors and all that fun stuff but now on to how to actually use the spreadsheet there's a lot of formulas that are already in this spreadsheet and I hope that's useful to you the things that you're going to want to populate each time are going to be the date and if you didn't know this already here's a little pro tip anytime that you want a number in a cell of a spreadsheet whether you're on Microsoft Excel Apple numbers or Google Docs you're going to type a apostrophe and apostrophe before that number before you um I'm sorry I lost my train of thought there you're gonna type in apostrophe anytime that you want that number to be treated as text instead of as a number so I like to do that for the date I'm going to type let's see let's say it was January 21st 2020 then I'm going to give it a reference number you can do your reference numbers however you want I like to do mine the year the month I'm gonna do s for session and then I do underscore and I do the clients last name and then don't mess with these because these are gonna be automatically populated from the rest of the sheet then I'm gonna put in my clients information the newson family and the session date which we'll say was January 21st 2020 and then down here I'm going to describe the session type and what is included so maybe I'm going to type family session includes approximately 45 to 60 minutes includes approximately 50 high-resolution digital image files with print release includes one complimentary print item to be selected within 30 days of calorie delivery okay this is just a sample of a type of session you can put whatever you do reflecting your business model here and here in this so then I'm gonna put my feet here and then number yes thank you then I have my feet quantity one and it's gonna automatically put that in here session fee total is 600 everything else is zero let's say that the family already told me that they want USB drives I'm gonna put quantity one and that's automatically gonna populate that now I have all my line items filled out you could delete this section if you wanted to since there's no prints or you could just leave it as TBD or empty because that number is zero so doesn't matter now I have a subtotal which is going to be a sum of the three category totals then I have my taxed which we talked about when I gave you a tour of the first tab on this spreadsheet and that's gonna give me the invoice amount now this invoice amount is automatically going to populate up here at the very top these numbers are the same and then down here if they paid a retainer for their session and you are subtracting that or if they've already made a payment and you're giving them a receipt you would - that or you would subtract that here so I charge a one hundred dollar retainer for this type of session I would put minus 100 and then the amount due is going to populate up here as well so we can see the invoice total and the amount due are different numbers because they've already paid $100 toward their session then down here I have all of my payment options checked electronic banking apps credit or debit card via PayPal you're gonna want to update that this section with your information as well um your who you want them to make to check to where you want them to mail it what email address if you are accepting electronic banking payments or your PayPal link or any other method of payment that you accept stripe or maybe have a link on your website or something like that so let's say that the newson family actually already paid for their session and they want a receipt because they like to keep receipts for everything they already paid everything I would just simply type here that they paid the total due which would be - 6 6 to 9 7 I would change this to not say retainer - payment received and hit enter and now I might change this to say session receipt instead of session invoice and we see the invoice total is the total amount and then the amount due is zero because they already paid and now they have a nice receipt then the way that I'm going to provide this to my client which I think is the best part is I'm going to save this as a PDF now I've already done the hard part for you with the print formatting so now all you need to do is go file save as you're gonna put it wherever you're gonna put it ok ready go maybe you give a receipts folder ok then we're gonna call this the reference number that we put at the top of the invoice so for this one it was 20 20 the month was a 1 s for session underscore newson and I'm gonna go underscore receipt then down here in my file format instead of workbook I'm gonna select PDF sheet is correct I'm going to hit save and it should open hold on maybe it's not opening go to stop receipts find this folder okay there it is in the folder I created and here I have a beautiful PDF but I can simply attach to an email to my client and it's gonna look super professional and they have the receipt that they requested and everything about how I run my business is included here as well so um it might take a couple times practicing but I hope that the way I have this set up with all the formulas and the simple save as PDF format is going to be super helpful to you in the instances where you need to provide a professional-looking receipt or invoice to any of your paying clients if you have any questions at all feel free to email me at Julie Griffin photography at gmail.com or via my website Julie Griffin photography.com have a great day