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Freshbooks free invoice template for Personnel

hey folks it's kate here i'm here to do a quick video about how to do bulk actions in freshbooks so there's quite a few different places where you can make changes to many transactions all at once and i'm going to walk through them here the main point i want to make is typically in freshbooks whenever you see a little checkbox you may also see a tiny little gray button that's not very obvious once you start clicking those boxes a tiny gray button that says bulk action so that's what you're always going to be looking for we're going to dive into several i'm going to start with the expenses section and then i'm going to go down the left side of a freshbooks account and hit those to walk through the different book edit items in those categories so if you need to jump ahead you can look at the timestamps below and figure out how to do bulk edits for clients invoices payments estimates time tracking i'm going to get all the left side menu is what we're going to dive into all right so let's get started [Music] all right i'm in the freshbooks demo account i am coming to the expenses section the reason why i'm starting with the expenses section is because i think one of the most important reports you can run is the expense of my expenses by merchant report and this is how you would be able to clean that up so i think you should run the expenses by merchant report at least every month and keep your merchants merchant list very clean and if you need a tutorial on how to find that ex how to do that expenses by merchant report i have one then i'll have it pop up right here or or it'll be linked below but we're in the expenses tab and here's a great example of perhaps something that we need to edit to clean up all at once so like i said whenever there's a check box if you click it you will have this bulk action item again it's not very obvious it's kind of kind of gray and not not super obvious so we can click that though and it became available once i started clicking multiple boxes i picked this because it looks like this demo account has uber canada eats and then it also has ubereats so we can change the merchant on this uh if we start typing uber we maybe want to label all of our ubereats as uber space eats and then we can change that [Music] now let's say that we wanted to put all of these ubereats let's say as a different category you can change the category maybe this is like employee benefits we could change all of those at once and it'll change here down below change the category what else can we change you can assign all of these to a client or project mark is a bill payment lots of different things so that's that couple of other things to do this really quickly i'm going to uncheck this actually the best way is probably to come here and then to unclick if you want to sort like say you're going to make a bunch of changes to your vendor you can sort by name and that might help you figure out things that start with the same letter like uber would have all been together and so it would have brought all the ubereats from you know months and months all right let us keep going what else do you want to talk about that report okay i think that's pretty much it for the expenses it's my favorite one to do bulk actions for so let's start going through this left hand side clients clicking here clicking here bulk actions archive or delete you can also edit a client from in here not a lot let's move along all right i'm here in the invoices tab now over here at invoices so a couple things i wanted to point out so a couple these are drafts you can see over here on the left so let's click a couple of these say we need to send them click three now we can come to bulk actions we can click send by email we can click mark ascent typically in freshbooks you don't have to be scared i'm going to click marcus sent and i'm going to get a warning so that just gives you that extra reassurance then yes double check i want to do this you'll get these warnings so if i did send by email there's another warning is there there too i'm going to point out this ad payment feature here um in the invoices tab so if we add payment this is a pretty quick way to add a bunch of payments so a workflow that you could possibly use is have on one screen your bank account and maybe you've been making deposits or you use a different type of payment processor or whatever and then you want to double check like okay which of these invoices have been paid i've taken money outside of freshbooks but it has been deposited so have your bank account open look for those deposits see who's paid you and what's been deposited and add your payments here i'm going to cancel out of this right we already did expenses estimates in the estimates tab perhaps you send several and they don't become accepted you could click on that click on these and archive or delete them that would help with just keeping this list clean all right and before we can get our way through the rest of this menu on the left i just want to say if you appreciate this content i would surely appreciate a subscribe thumbs up or maybe asking a question or comment below if you've got one it helps me as i build this freshbooks youtube channel and you're watching this because you're already probably a freshbooks user but if you know anyone who needs to use freshbooks and you like it and want to recommend it i can get anyone a 90 day free trial of freshbooks with my account referral link so i love to share that information as well so please connect them to me if they want to test out freshbooks free for 90 days all right now let's get back to our tutorial all right so now we're in time tracking all right in time tracking we've got a couple things let's click these unbilled ones there were four unbilled and you can put mark as build if i if i remove this one and this is all for the abc company i can come up to bulk actions and i can generate an invoice so let me click on that it gives you prompts here to create an invoice based on those items you'll still be able to edit the invoice afterwards but once you click add to invoice those items get already populated so it's a great way efficient way to do that and there's different toggle buttons that you can select to make it look different i'm going to cancel this cancel this the last thing i'll pulled out pulling out is this apply to retainer i was able to click two build options here to these two green ones and apply to retainer and you'll get a warning if you want to apply those to a retainer coming over here now to projects not a ton if you select multiple projects you will get a chance to archive or delete them and then i'll point out that if you one useful thing i can see selecting one and go to actions and click duplicate now that would be for someone who has sort of like a standard template of services that you offer or if you're going to offer this particular client the same package then you'd be able to duplicate that project in this way um so two different ways to think about it either billing it like recreating it for the same client or for a different client and then you can go in and edit that new project that you created but it'll transfer over a lot of those details that were hidden in the project all right i tried to blow through this fast because i want you to get on with your work i just want to let you know that i have a community of people who are doing their own bookkeeping on fresh books but have have me in their back pocket we meet weekly and we have a private community and you can ask me any question and if i don't know the answer i commit to getting it so if you are interested in that there's a link below where you can sign up for the fresh bookkeeping network we have a great time and if you have any we need more information about that let me know and i will um try to explain it to you we can jump on a quick call there's a way to contact me in the description below as well and see if that would be a good fit or if you're ready to fully outsource your bookkeeping i can help with that too my name is kate josephine johnson i'm the owner of heritage business services and i help businesses build their business legacy [Music] you