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Free excel invoice for Nonprofit

how do you manage your company invoicing most people who run a small business will either do it all manually with no centralized repository of invoices will pay outrageous amounts of money for packages to perform what's essentially a pretty simple task so we've created a free tool to help you manage your invoices effectively you can download the tool for free at XL - macros or code at UK and I've got to go through the functionality now so when you open the tool the first thing you need to do is to enable macros there's lots of macros in the tool and they need to be enabled in order for the tool to work correctly once you've enabled macros then go into the setup sheet so there's some very simple setup which needs to be performed the very first time that you use the tool the first thing is around the invoice number and how its generated so an invoice number starts with a prefix and then contains a number and that number gets gradually incremented for every invoice you get you create so I want to call my invoices start them with the letters e m for Excel macro so I'm going to change this to e m and I want to start my number from number 1 what this means is that the first invoice that I create will be numbered e/m zero zero zero zero one and the second will be en 0 0 0 0 2 etc if I wanted to start off with en 0 0 1 0 0 then I would have 100 in there but I'm quite happy to start with 1 so the fat percentage is 20% I filled in my company information already just to save a bit of time on the video and I've already filled in the comments that I want to show at the bottom of my invoices but you will need to fill in these pieces of information so now I come back to the invoice sheet and the first thing I do is I create a new invoice and what the new invoice will do is it will create a new invoice number based on the format that I've just provided so I click this button and you can see that eeehm 0 0 0 0 1 is now pulled through as my invoice number so I should say that this button that I've just clicked is part of a custom ribbon that we've created for this tool which is called invoice is next to the home ribbon and before the insert ribbon and we've got a number of buttons within this invoice ribbon which have been created in order to make this invoice tool work correctly so I click new the invoice number pulled through and it's provided us today's date as the invoice date my company information has also pulled through if I would like at this stage I can edit this information so I could for instance change the font of my company name if I wanted to I could even add a company logo if I desired okay but I'm actually quite happy with the font so I'm going to leave it as it is what I am going to do is they create my first invoice so I'm going to add in some information about who I'm invoicing to so I'm just going to put in a fictional person into the invoice to and ship to columns I'm then going to add in some products that have been purchased from me so let's say we've they've bought the invoice tracker tool and the quantity is one they bought one of them and the cost is zero because it's free in fact I'm going to put in a cost because it doesn't make a very good demonstration if I show a free tool so that costs let's say a hundred and let's say they've bought one of the other tools which is the holiday vacation tracker tool or that tool is also free but let's say that one is 200 pounds okay now I'm only going to put in two lines for demonstration purposes so what I'll do to remove these other lines is to come into the invoice ribbon and I will use this button here which is to remove the line and you can see that when I click that button the line disappears down here so I'm going to remove these two lines as well and that makes my invoice look a lot neater you'll then notice that the the VATS has been calculated automatically total VAT code calculated down here the total including and excluding vats are pulling through correctly and I've got my comments at the bottom of the invoice so I'm quite happy with that invoice now and once I've given it a final check-over I click the finalize button and what the finalized button does is it locks down the invoice I cannot change this particular invoice number once I've clicked that finalized button and this gives me some control and certainty that I'm not changing invoices after I've sent them out to the customer so I've clicked the finalize button I've had a pop-up box asking me to confirm that I'm ready I'm gonna say yes it then gives me a confirmation that the invoice has been successfully finalized okay great once I finalized I can then create a PDF of this invoice so I'm going to create a PDF in this file here okay and that is then created a PDF just to demonstrate that I've created that PDF I'm going to I'm just going to create another one because that will put up the folder though I have saved it in and what's today's date today's date is this one so let me just oh I've just created the same one again that wasn't very clever okay so I'm gonna just right click on there and open it and you can see that the PDF has been created and I could attach that to an email and send it out to a customer okay so that's how to PDF I'm actually not gonna save this again because I've already saved it Oh cancel that's just telling me that I've cancelled so that's okay I'm happy with that okay I can also print it I won't demonstrate that now but it will do exactly the same thing so I can just print it out I can then FAC see if wish if I wish to or I may want to send it in the post to the customer I may want to put it in my own folder for my records that's fine okay so once I've created an invoice I can create another one or what I can do is I can come into my archive and what my archive does is it shows me all of the invoices I've created now if I'm if I wanted to invoice Joe Bloggs again for maybe a different product that he's purchased then I can actually click in here and I can go to the clone invoice button and this is a really useful shortcut in order to create invoices quicker to customers that maybe we're regularly invoicing so I've great click the clone invoice button and that's told me yes we've created an invoice it's been successful and we've allocated this invoice number to it I can then see the cloned invoice here I can actually make changes to this invoice until I click the finalize button so clearly I don't want to create the same exactly the same invoice twice so maybe I'll say I'm actually I've sold in version two now and maybe I've sold them in version 3 of this the prices are now slightly cheaper because it's just an upgrade and then I'm ready to finalize again and I'm going to finalize this one and like before I can PDF print etc if I come back to my archive what I can then see is two invoices that have been created one and two and as I click on them they will be highlighting in this view I can also use these buttons here to go to the next invoice or the previous invoice and if I go beyond the end then it will tell me I can't go any further it's also quite neat as that as I click on the first one or the second one then the Associated invoice in here will also be updating so if I come in here and I click invoice 2 then when I come back into the invoice view then invoice number 2 is now highlighted I can also use these next and previous buttons when I'm in the invoice view sorry I'm on number 2 so I need to go previous next previous next and you can see the invoice number here changing as I iterate between the invoices so that's really everything about creating invoices I can create a new one now if I would like and if I click new then all of these information here about who we're invoicing who were shipping to all of the products all of that information will then default back to the standard blank template however my invoice number is still incrementing as normal and my company information is still pulling through correctly if I wanted to say I had a thousand invoices and I wanted to find one in particular I can use this find invoice button I can type in the invoice number I want to find and it will then take me back to that finalized invoice it's worth saying though once you have finalized an invoice I can't make any changes to it it's all fully protected and locked down so you need to make sure that you are happy with the invoice before you finalize ok just some other functionality to be aware of so let's just say am zero zero zero two has now paid I can actually come in here select that invoice and I can record a payment against it so this tells me there's three hundred pounds to pay on that invoice I'm going to record three hundred pounds against it and then within this sheet here it will tell me that the amount is three hundred they've paid three hundred there's nothing left to pay and actually I can close down that invoice by clicking this button here so let me now click that button you can see the status is currently active I'm sure I would like to close the invoice I will click yes that then confirms that I've closed it and the status changes to closed maybe this first invoice was created in error in which case I haven't recorded any money against it I can cancel that invoice now and that will change that status to canceled even though I've closed this invoice I can still clone the invoice and create a new one based off it if I would like so each time I'm doing making any changes to any of these invoices but all is automatically saving for me to ensure that even if I shut down now then the latest changes that I've made will be retained for the next time I open the file so that's all of the functionality contained with this in within the invoice tracker and create a tool now we think the tool is pretty useful it's not too complex to use but it has all of the main functionality that you may wish from a invoice invoicing tool we really hope you find the tool useful please go ahead and download it from Excel - macros code at UK it is entirely free there is absolutely no strings attached this is the training video for it we hope you find the tool useful if you do find it useful I would ask please could you subscribe to our channel this will mean that you'll be notified of any more free tools that we make available in the future also give the video a thumbs up if you liked it but if there's any functionality that you would like to see in the future in this invoice tracker tool or any of our tools then please just leave a comment below the video or on our web page and just tell us the enhancements that you would like and we will promise to continue to evolve the tool in the future depending on people's comments and and what functionality people want to see so thanks for watching I'm going to end the video now bye bye