Discover the Ultimate Free Invoice System for Businesses

Free invoice system for businesses

are you looking for a free open source invoicing system for your business hi in this video we'll discover invoice ninja a free open source platform to create codes invoices and accept payments from your customers it is an ideal solution for freelancer and small businesses before discovering its core features let's check the options available to and use it there are multiple options available to use invoice ninja the first one is to use other Cloud version from invoice ninja it has a free tier which includes some limits but maybe it's good for you then it becomes either 100 per year or 10 dollars per month or you can also use the self-hosted version there are different installation you can do by downloading it or using Docker and the one that we will use together is El SEO compared to the cloud version the main advantage we have is that we won't have any limits we will only pay for the hosting if you want to it with just go to our website ls.io hit login then hit deploy my first service search for invoice ninja select choose your cloud provider I will choose scale away choose your region I'm good with friends your service plan I will take the default one and your level of support I will also stick to the free one and hit create service I received an email telling me that my instance is ready click here to get the password in lso dashboard I can copy the password by clicking here and open my instance with this link now I can connect using my email address and the password that is in my clipboard and hit login with email we have a light onboarding when we arrive company name lsto we can choose the dark or light tab first name and last name language English currency you can select between the different currency and save then it asks you if you want to upload your logo I will do it open it's uploading and we have our logo we can save it now we are in company details we can set our information like our v80 number our website our email address from our size industry add our address so it will be automatically filled into our invoice let's add it and Save and you can attach some documents to your company so it's available to everyone Anytime by default we'll end it into the settings you see it's quite dense you don't need to fill everything before starting creating clients or invoices but it's good to start by enter settings so everything that you will do later will be correctly done for example based on your country you can have tax rates if you are in the European Union for example that you can enable it by default for everything so you won't have to set it up for each line into your invoices configur rates um oh I need to save it before configure rates create one local vat the rate will say 20 percent which is false for Ireland and we have it set now if we go back to text setting default tax rate local v80 and save okay now let's look at clients and create our first client let's name IT company a we can add an ID for our Erp for example a v80 number the website but what is good is everything is optional so you are not blocked and you can fill it anytime let's hit save now we have that client we can create either an invoice for that client or a code so let's create the quote we can set at the date until when it's valid the number that if we add a discount let's say 12 months of Hosting best server ever let's say it's 100 per month so it said it's 12 months 1200 in total but automatically because I set the tax rate now it's applied by default and we have the correct total here if we scroll down we have a preview of the invoice that is of the quotes or it's not an invoice yet it's automatically generated but we can adjust the settings so it looks different but it's nice to have a real-time preview of it let's save it we have different options available I like sending an email for your clients schedule it view the PDF well we already have a preview down but if you want to to download it or ever what you can do is Mark it sent if you send it an another mean to approve it and you can convert it to either an invoice or to a project a great feature enabled by default is the client portal let's open it we landed on the client portal for company a so it only has access to its own invoices and quotes but it's perfect to share it to your customers so if you build them recurringly so it's very practical to have them at this disposal if they need to download the past invoice they have it here and they don't need to ask you anytime they they want a document let's try to convert it into an invoice let's save it says converted let's go into invoice to see if we have it now okay we see it's in a draft statue how do we update it edit what makes it a draft maybe is because it's not like I mark it as sound okay so I change it from draft to send okay let's save it once they have it they received it and they paid you you can go to Mark as paid either it was done through the client bottle which would be automatic if they pay you just directly on your bank account you can mark it as paid and now on the top left you can see your invoice is paid and you can follow it here in your invoices list you have different filters to see only the active ones only the one that are either draft or sent or and paid so you can just ask your customers to pay you because in our invoice we added a line which is um 12th month of Hosting if we go into products now it automatically created a product named 12 months of Hosting so if we need it again for either the same client or for another one we can pick it in the product list and have the price and description automatically set this is a very useful feature there are also many features that are not in every classical invoice system like recurring invoices so instead of creating your invoice each month each year you can create a recurring invoice and then you are an autopilot you just have it to apply and if something changes with your client you update it but in the long run you're not doing the same task every month or every year or another cool aspect they have is the tasks so instead of billing and calculating your time spent on task in another software and going to your invoice platform you can add them directly into our tasks in invoice ninja and at the time you spend on every task the start time and time let's say three hours later so it automatically calculate the duration or you can use the start time and the duration okay I hit save I need to add the rate of my hours so let's say I'm 90 dollar per per hour I hit save and I have two options either to invoice in the task or create an invoice from it or add to an existing invoice so I don't have one currently available like in draft mode so I can create an invoice from it and it will automatically set the time you can see here it's HTML it works well here in the way it's displayed in the description and automatically it said the rate and also the total of the line and the number of hours you can see here there's a distinction between products and tasks affected to the invoice and again the subtotal is increased by the tax to have the total balance and you have the preview of your invoice it's a very practical there are a ton of features like that that are practical for small businesses even medium-sized businesses can benefit from invoice Ninja for Freelancers it's also pure gold let's have a look at reports it's not the best good looking data visualization platform but it can help you I get some metrics on your invoice on your payments and you can export it to maybe use into metabase or any other platform to really see what's going on into your business there is also an app available in the Mac App Store invoice ninja then hit open it works for both hosted version which is the invoice ninja cloud or self audit which is the version we are currently using so it's same you set your your email your password and then you just need to add the URL of your instance let's paste it here and login with email and now we are connected we have the same interface but it's a Mac OS app if you prefer to use an app rather than your browser thank you for watching we hope you will give a try to invoice ninja please hit the like button if you like the video it helps our content be more visible to other open source lovers don't forget to subscribe for more free open source platform overviews like this video here