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Freshbooks invoice generator for Logistics

hi folks this is conrad your host today on the advanced freshbooks webinar um so first and foremost on the dashboard uh we have the the main button the big green button our friend from this button you can hit create new and create just about everything in the account from a client an invoice you can make an expense and as well as recurring templates track other income from outside of fresh books you can make estimates and proposals to send to clients we can create a credit if you needed say if someone had overpaid you where you were just being really nice now you can create bills and of course vendors the overall page itself has a bunch of different reports on it and these charts sort of give a brief look so obviously the outstanding invoices report will show any outstanding invoices for the purposes of our webinar today i have stripped as much out of the account so we can start from fresh so there isn't currently anything in there but at the end of the webinar i'll come back here so you can see what it looks like when you have overdue invoices they'll be in red yellow is for outstanding so sent owing but not yet overdue and this chart will show you how many days it's overdue the total profit report takes over from your profit and loss report so it'll actually compare your income minus expenses or as you can see your sales less cost of goods sold less expenses for profit in my account i seem to have a ten thousand dollar expense somewhere and that's what's causing this we have our revenue streams so as you record income through invoices and other income and give it categories it'll pop up here and let you know where your revenue is coming from your spending as well what you're spending your expenses on based on the category within our system you can also create custom categories and then unbuild time so anytime you've tracked that needs to be billed out will be shown up here as well again with everything we're going to do in the account today we'll kind of fill this up and then i'll show you what it looks like when it's all colorful and has a lot of content in there for you so for today's presentation i always like to start with the client because that is the most base thing needed for everything to run in our system so there's a few ways to create clients as there are a few ways to do everything in our account but to create a client the easiest way as mentioned create new client as holly is here helping us today we're going to create this for holly and i don't know i'll be uncreative to you i guess i'll use name company will be freshbooks and i am going to provide an email address because it's necessary the one i like to use though is simply going to be freshbooks.com when creating a client uh there's quite a bit of control you don't have to enter in this information you're certainly welcome to and ninety percent of the businesses that we assist on a daily basis they have some form of this filled out you also get the client settings so if you feel that someone is going to need a nudge on a reminder for an invoice or you just as a general policy you want it there you can set up reminders you can set up to three and you can control if they happen after or before the due date and how many days prior to for my purposes i've just set them up very simply one two and three days after due date you're welcome to come in and type whatever you like you can also set up the charging of late fees so if an invoice goes unpaid you can enable late fees and they could be a percentage or flat rate amount and the percentage can be based off the total value of the invoice or the outstanding value again totally up to you and you can also dictate when or how many days after the due date those appear you do also have the option to control currency and language so if this client is going to be always building canadian dollars or euros or any other currency you might work in you can do that our default in the system is usd as well as the language being english although we do have quite a few other options and what these change is some of the headings within our system lastly is our invoice attachments so these allow you to attach a pdf copy of the invoice to the email that gets sent to your clients and again i'll show you where this goes but for our purposes today i will be enabling this and we're going to hit save so now that we've created the client of holly it will take us by default to our clients page and you can kind of see what this looks like so you can navigate here from the dashboard simply by clicking on clients easy peasy or when creating a client it'll take you here what will happen next is basically up to you so for our purposes i'm going to show you how to track time and expenses towards a client as well as a project so one thing to note on our clients page you'll have your recently active so this will show the top four or five clients that have had some level of activity because we've created holly that's our top one if you have made an invoice for your client if you've tracked time towards them edited the client done anything they will appear as the or recently active and once you have four or five clients then this fills up this will be the position for the most recent activity that was done for our purposes i'm also going to show you what this is so down here is the list of all clients obviously if you have more than what can be held up here you'll want to see all of them and from here you can actually do quite a bit so you can click on right here this bar anywhere and it'll take you into the client profile which i'll show you in just a second you can edit the client details you can archive your client or you can delete your client if needed please note your particular plan that you have in freshbooks will have a limited number of clients allowed light plan has five plus plan has 50 premium or premier has unlimited and then select as well as unlimited so if you're on light or plus you might want to watch how many clients you have if you hit your cap and you're done billing your client you can always delete that client that will remove them from the active roster and if needed you can always undelete them later by clicking on or deleted it'll bring up the list of all deleted clients and then you simply select the one you want and undelete so let's track some time and expenses towards holly so hypothetically holley's asked us to do a job and we want to make sure we can let them know what that's all about and what we can do for them so we're going to pop in here i'm going to click on this to open the client profile where i get an overview of said client in our relationship tab if i want to write notes and as mentioned we're going to do some work for holly so my go-to is the back deck so holly has asked us to build a nice back deck for them so that they can enjoy the sunshine so my first thing to show you guys is going to be a project uh so a project functions as almost like a client as well uh it's a client within a client it allows you to organize information and data without sort of having things spread out so from holley's client account here we're going to click on projects and then create there we go click on projects and then create or click on the plus button to create a new project from this view you can see that because i've created this within the client account of holley it's already assigned to them you can see the team members involved if you click on the plus sign you can add more i have myself and then we have the client of holly you can enable your client to see the project this will allow them to see basically what's getting tracked any notes stuff like that it's fairly rare but it is an option and so we need to enter a name for our project so back deck is my go-to we're going to add a description and i could choose to put an end date on the project or an hourly total it is entirely up to you how you want to set up your project this is more important when it comes into the different types of projects that we offer so to touch on that so we do hourly based projects where every expense every hour you track towards the project is billed out at the end of said project where the end date and hourly totals come into more play has to do with you tracking information for yourself as well as if you have a flat rate project if this project was flat rate i would dictate the total cost of the expense or of the project sorry uh and at the end of the project when i go to invoice it that is what the cost will be and every hour or expense i've tracked will simply go against the profitability of said project so that way you can know how lucrative it was for you we can also have services so by default in my account carpentry is a service that's added to every single project and i'll touch on this how to set that up in just a minute but you can always add more services so if we're building a back deck we need some carpentry we also need to dig fence posts and of course we're going to need to pour concrete so now that i have three services we can also look at other ways we can bill our clients so we can set billable rates to single hourly rate and this would mean every single hour no matter what we're doing we'll be tracked at the same rate whether it's a penny a million dollars whatever your rate is you can put it in here but everything you do no matter what that thing is will be that rate we could do team member rates so if you have multiple team members invited or contractors you can set up the different team rates based on who is doing the work and finally you could set up service rates so if carpentry is fifteen dollars an hour concrete pouring is ten dollars an hour and digging a hole is i'll say five bucks an hour um i can set those rates up here i can hit done and now every hour tracked towards those will be at that rate you can also set up your cost rate so if you have team members as you do have yourself you can set up how much you have to pay that person per hour where this comes in handy is if you're tracking how much you're paying out for the work to be done and how much you're charging your clients again profitability here um you can also set up a project-wide expense so any single expense that gets added to this project will have x number of markup on it it can be as little as point or one percent sorry or as high as a thousand right i suppose nine thousand nine hundred ninety nine uh totally up to you for the purposes of our demonstration today i'm not gonna worry about it because it's functionally doesn't add too much to what i'm showing you and how it's done but we've pretty much set up this project it is good to go so we're going to hit save so now what we're looking at is the project dashboard similar to the client profile but this is for the project itself we can see the hours logged currently none we can check out the profitability currently nothing's tracked no expenses hence no profit and we can go in see time tracking invoices expenses sorry estimates expenses services and reports all regarding what this project is going to entail so now that we've got this project set up we can start doing some work so first we're going to build a back deck for holly we've got to go out and spend some money we got to buy wood concrete shovels nails all that good stuff so i am going to show you the long way of doing this we could sit here hit expenses hit the green button create an expense but if we come over to our dashboard we can also hit create new and expense or from the expenses section hit new expense or hit this i want to make sure i show you folks a variety of options so i'm going to click it down here um all right so let's add a merchant so if i'm gonna go buy lumber and stuff my local store i believe it's a home depot depending on where you are you might have a very different hardware store that's just the one that's near me we've got the date of said expense i can backdate it if maybe you didn't track something yet you forgot whatever happens happens you can back date so we're just going to leave it for today though the grand total of my expense i'll say a hundred dollars i'm gonna add a category so our system has default parent categories and subcategories uh parent categories you'll most note they don't have any sort of odd marking other than the image the subcategories have this little l to show they're indented you can create custom categories as you can see here this is one of my custom ones i also have one here for rent lumber and wood to create it you would simply type in what you want because it already assists it's pulling it up for me but if i add in another character i could create another one when you do this it'll keep the name and it'll ask you to give it a parent category to put this under previously i've done supplies typically other expenses is the most popular but that's how you would do it and just click on save for our purposes i'm going to go ahead scroll down and click on would the description of the thing i'll just put two by fours and we're going to assign it to a client or project so this is sort of a key for organizing your information so because i only have one client you'll see internal and then you'll see my singular client and the project if i assign this to the client it will not appear in the project however if i send it to the project it will still appear within the client so because we're going more granular from client into project that's where i'll put it and now you might be thinking conrad you're still missing information though so if you have more detailed stuff you want to put in here you can still do that you can attach a receipt so if you have taken a picture of a receipt you've got from your store where you've bought in your materials you can easily go in and hit attach a nice window pops out and you can go in and add in anything you like however i'm going to click on advanced expense settings which takes us to this window so now you can see the client or project i've assigned it to i can mark it as billable so i can bill them for it i can include the receipt image on the invoice so if i upload the image here by checking this off it'll actually appear on the invoice as well and i could add a markup if i wanted again for my purposes today i'm not worried about it but just know that if you do it does not appear on the invoice it won't show 100 plus markup it simply shows the total after markup you can also make it a recurring expense if this is something you want to track monthly like a phone bill you can make a recurring expense again we can change the currency it is a cost of goods sold because we're going to charge it to our client and so we're just about done the last thing i'd like to point out is taxes so you might notice that i've entered a grand total first and now i'm adding taxes i have a number of here that have pre-created you'll have to create your own in your system because every state city country has their own sets of taxes so we can't possibly monitor all of them so we allow you to create what you need as you need it for ourselves here in canada it's 13 it's what i'm familiar with so i'm going to click 13 and hit apply and you'll now notice 13 of 100 is 1150 hence my subtotal is 88.50 we've built this system this way because when you get your receipt at the end of the day you don't have the grand total at the bottom you can add that first to make life easy and then go up and add taxes as necessary so now that we've assigned it to our client we've made it billable i'm going to go ahead and hit save so now we're on the expenses page and you can see our most recently updated we can see the expense from the list then we even see the status so invoices expenses time tracked all that stuff will have statuses this one because it is something we can bill it shows unbillable once it's put on to an invoice as i'll show you later it will become billable and if it is something that is not billable we haven't allowed that that status just won't appear and similar statuses exist for everything else which i'll cover as we go so because we've tracked this in expenses i did want to show you what it looks like in a project so we're going to pop over to our project we're going to click on said project and now on profitability we can see we have some costs we've also got the profit now you might notice i've tracked a hundred dollars yet my cost is 88.50 the reason for that is in our system taxes aren't something that you deal with like you appreciate you have to file taxes and all that stuff but taxes are something you pay to the government it's not actually your profit even when someone pays an invoice to you if there's tax on it that chunk is for the government not yourself so it will not factor into certain reports like the profit and loss as well as over here on our profitability report but we can come in and check out expenses and there it is so next we've got to take some time to work on the deck we have to build it so we're going to come over to time tracking we could do this in here click time tracking make a new entry or start a timer but we're gonna check out the time tracking page so this page as a whole gives you a lot of information because i've already worked in it my system defaults now to all yours when it first loads may be on the day-ish the day view basically the day view gives you just that control of this singular day i can create new entries for time so i can again assign a client or project i can add a service i can track how much time i tracked so say 5.5 hours now you might be asking yourself well you type that in funny yes 5.5 is five and a half hours that works you can also write it in as five oh there we go five hours and 30 minutes um you can also write if i'm not nope my apologies those are the two ways um i just like to know or to note that for you folks out there if you happen to be lawyers or something or in a field where billing down to the minute matters you can actually time this out and i believe one minute is 0.0167 yeah so you can actually bill right down to the minute and on your invoices it'll reflect as a four digit number like point you know four digits so you can be that exact if needed or you can just round up whatever works for you again for our purposes five and a half hours for me this is who's tracking it it says your name because that's how i've set up the company today's date works for me and you can put in your notes nice and easy for me i'm going to mark this time as billable and we're going to hit save and that's all you got to do as mentioned unbillable status and for this project because the project was yellow all the hours are going to be yellow as well so that's the day view you can flip between it's very easy to do um you can also check who's logged hours again if you have multiple team members you'll have more appear here but you can check all team members at once or just your own timesheet we also have a weekly view um so on this view it's handy for if you have to go in and enter a lot of time so i can sit here and now that i've set up carpentry for the backdeck project i can put in four hours here three hours and 15 minutes there maybe 15 minutes here and so on as long as i hit save those all get entered and then on this way of looking at it if i need to do a different project or service i just hit new row i select my project or service click the check mark and now i can add in more time very easy just remember hit save so our next view over is my personal favorite it's monthly because it gives you the most control um so from this monthly view i can click on any given day i can see what is currently on it i can add an entry i can zip over to this one i can see everything and i can choose to mark as billable i can add notes this gives you more control the individual entries as opposed to say weekly view which only lets you enter the amount of hours so one last view i'll show you before we get into a little more nitty gritty about time tracking is the all view so in the all view here we can check out the whole month we can zip back between various months and we can come down and see all time entries now because i just went through on that weekly view and punched in a bunch we have a ton of stuff you folks can see here again i can click on and edit at any time and that way it's easy to use one thing i like to showcase as well is the timer so i've done everything so far by manually entering it clicking it adding in how many hours i need i can also set a timer so i can come in here hit start timer add my client or project again my service some notes and i can tuck that away and do other stuff so while i took that away we're going to check out some settings so currently within time tracking you can click on more actions time tracking settings sorry about that had a little cough uh and from here we can flip it from duration to start at end time so if you prefer for time tracking purposes to enter you know work started at nine o'clock work ended at five o'clock or whatever your vocation might need you can do that and simply hit save and now that it's saved if we go back you'll see the five and a half hours and it's given a start and stop time for these entries specifically because i entered them with our duration it defaults to simply midnight or sorry uh noon not midnight you can easily edit this just click on it erase and start typing so if you're intent on having start and stop times i would recommend first flip this over to start and end and hit save so now that we have a minute or so on our tracker because it needs a minute minimum we can go in and hit log time and look at that we've got it here because it tracked more than a minute and a half it rounds up to two minutes it doesn't we don't yet in the system have the ability to track the accuracy of seconds um but also i don't believe we bill out in seconds either uh so it works out well um absolutely i can sit here and amend these times if i need or i can resume timer so you might notice it has restarted my account now but it still remembers two minutes so for the purpose of showing you this we're going to add on five and i'm going to log time and now it's logged in that extra bit for me and that's basically the keys to time tracking uh one thing i do like to demonstrate is if you're working on chrome like myself uh you can go ahead and get this extension so if you go to your your chrome just google freshbooks chrome extension you'll have the time tracker this will allow you to sign in just like you do with your account and then you can go in actually and basically have access to ad entries or start timers and that way if you're doing research or whatever online you don't actually have to think about all of the uh you know being logged in you just have this additionally i can't show you this but on your phone you could download our freshbooks app do the exact same thing from there so we've tracked time we've tracked expenses uh it's time to check out getting paid because we all like getting paid don't we so we are going to pop back over to the project and you can already see here we've got tracked hours we have you know uh it's starting to rack up how much time things are worth for us based on those service rates i set and it's very easy to from here again edit anything you need but also make invoices so we've got time tracked we've got expenses it's time to get paid oh i do see some questions have come in awesome and holly is on it thank you holly uh so let's get paid so we've got time tracking we've got expenses we're going to go ahead and hit more actions and generate invoice again this is an extremely granular approach to this so when i click this it's going to pop up this lovely window one of my favorite things so this is asking us to review unbilled time and expenses for the client of freshbooks it shows the company name we have the date range which we can change if we want personally i don't think it's ever necessary to change it because of how our system displays information which you can if you only want to build one month at a time or something like that so for all time because we are in this project it's showing this project we can choose what expenses so only unbilled expenses assigned to selected projects back deck or no expenses at all and for time entry format we're going to hit show preview so the detailed time entry format will show you the service the project it's a part of the person who did it the date that it was done on and the amount of hours as well as the rate and that's what it'll actually show you you do have the ability to control the details included so you can remove the service the person who did it the notes and if you do it'll slim it down and show less information as you go or if you want to show something like that you could do so as well totally within your control another thing i like to show is these different settings so there's detail which shows everything there's groups which will put them together by service so carpentry was done on the backtick project by your name between these dates this many hours this amount there's that minute i tracked and then simple basically just says here's the whole project here's everything that was tracked all the hours done so i'm going to do grouped just because i think it looks clean and we're going to hit add to invoice so now as you can see we've got our three different services we provided the time tracked and our single expense for home depot for 100 bucks as mentioned you could have added an image here and it would appear down here for you and if you want you can still click on this and add more attachments if you have some sort of contract you want to add in there maybe some nice pictures whatever makes you happy you can add it on there so now that we've got this invoice set up we can really sort of take a look so we're billing it to holly we've got the issue date as today we can change that if we like you've got the due date as system default after 30 days you can change that at will to 15 days or whatever you like you can click a custom date in which you can just pick when it's due or you can pick on date of issue if you want to be paid right away i'll keep the default of 30 days just so you can see what what it looks like within our systems later you can also change the invoice number as you can see my invoice number for testing is set up is conrad uh three is this one it does serialize so because my invoice number has the number here if i make another invoice it will be invoice4 then five and six and so on um our system default is this so if you have a brand new account this is what you'll see and as you make more and more invoices it'll just keep adding numbers and tracking for you uh please note when changing around the invoice numbers if you've already used one even if you've deleted the invoice because it is all ultimately kept you will not be able to use it again so just bear that in mind we also have the option for reference numbers so if you want to add on a specific pio number for this work you could do or maybe something like that and this way on the invoices page you'll be able to pull this up a little easier for just demonstration sake i'll put in cowboy you can change your company information right on here if you want to add more details um and we can add taxes so this is a rather important bit i like to touch on so when you click add tax whatever taxes you have in the system appear again you'll notice my gst is here for canada i can hit add another tax and it will let me create one please note i haven't yet created this so i can delete it once you've created a tax however it cannot be undeleted um you don't have to use it you can edit what that tax is associated with like the invoices items and expenses but it cannot be deleted um you can change them though but i'll hit add and if i want every item that have it i can hit apply taxes to all line items and apply so now say holly's been an awesome person to work with and i want to give holly a little discount so we've got our subtotal we've got our taxes the amount due right now is this i'm going to hit add a discount and i'll give holly a 10 discount just because now if in your line of work you also maybe you do estimates and things like that which we touch on in another webinar um you may be able to mock this up for whatever work you're doing and you may request a deposit so you might want funds upfront to be able to buy materials or just as an insurance that they're going to go through with the work you can hit request a deposit you can select a percentage of the total or a flat rate amount totally up to you and add deposit what will happen is this will then ask them to pay the deposit basically asap and then the rest will be due later on you can also add a payment schedule so if this was a really big invoice you can add up to 12 different payments this our system it needs a minimum of at least two and it can work on a percentage or flat basis but either way it will show you how much is left and you have to make sure that it always equals a hundred percent and you can also dictate when those payments are due so we'll hit add to schedule so that they pay us on the sixth of april and the 7th of april first one's 30 days after today or my apologies sorry these are weeks out or a week out and uh the next day um on the invoice we also have notes and terms so if you want to write something for this particular invoice but it will not be hanging around for every other invoice so it's specific for holly and her back deck for our example you can write it in here if you wanted something to stick around for every invoice going forward until you change it you could write it in your terms section a lot of the time i see something like thank you for your business or you know you could put you know please pick make payment to and then your company name or whatever you might need for someone to write you a check and you could save it there so another thing uh the last thing rather uh invoices i'll touch on uh for building one is the menu here so this menu we've actually seen the four freshbooks menu is the client menu where we have those controls you can edit them here from the client profile or at time of creation in the settings section for the invoice however we can control whether or not we have online payments so if you're going to enable online payments within freshbooks um you can do it right from here if you click yes without it set up it'll walk you over through that and i'll show that next but once it's enabled you can choose to accept credit card accept ach or both or none totally up to you depending on what you feel is best and you can allow partial payments if you like you can also customize the invoice style so the style you're looking at now is our simple style it was well the name is kind of got it all it's simplistic very cut and dry right to the chase easy to read we have our modern style a little more nice you can put a bigger banner here for your company as opposed to just a smaller logo which can be present here you can see it sort of in our demo or we have our classic style which is based off of freshbooks classic so if you're a user of freshbooks classic and like that system you're welcome to use this as well or if you just like the way it looks that works too within the style as well as you can see we choose colors so we can go purple color i like we can go red blue green gray or you have the entirety of the chroma key at your fingertips you can just click and drag as wanted and pick a different color like i said totally up to you i just like purple and then if you wanted you can also make this template or this invoice a recurring template so what this would involve because we've added time to it would be basically every month on the selected date any time track in the last month or last period that we're setting up the recurring template for would get added to the recurring template and build it to our clients for our purposes i'm just going to hit save on this because this gets a little complex and i want to show you this cut and try before i make something like a recurring template so we have covered everything on the invoice again you can add attachments here you can add your logo you can change the invoice number issue date due date and we have a reference cowboy so i'm going to hit save so now it takes us back to the project because that's where it's made so because i hit save this is a draft invoice it hasn't actually gone anywhere what i could do is open up the invoice again hit more actions and send by email while you're creating the invoice you could hit send to as well both work and what will happen is it'll automatically populate the email i've associated with the client if i like i can add another email here just like that and this would go to the second person just be aware that this email address because i've typed it here will not be saved towards the client you can though make contacts within it if you like you can also change the subject or body of the email as you see fit what you're looking at here is our our default and these blue fields are referring to something so the company name is what you provide in the settings so it'll be whatever your company name is it'll be the invoice number in this case conrad 3 the invoice amount of the total as well as the due date and again here's where because we've enabled this in the client creation we can attach that pdf copy and we can even preview what this will look like it's very nice so now i'm going to hit send invoice and now we can see sent the invoice was created today and i sent the invoice to the client for that amount on that date so i am going to pop back to our invoices page and again recently active so we now have the sent status instead of draft so cent is nice and yellow if they make a partial payment it will show partial so let's do that so from the invoice itself again i'll open it up because i want to show you folks a variety of ways i'm going to hit right here we're going to say they gave us 50 bucks cash perfect and i can send an email notification to let them know perfect so now you see it says partial back on our invoices page it'll say partial as well if it goes overdue it can also it'll turn red and nice and angry for us so actually i'm gonna edit this to yesterday and now you'll see it's overdue and finally i can come up here and click more actions and add payment which functions the exact same as down here or again education for you fine folks i'm going to hover over this we're going to click on the add payment button the date paid in full by check for the remaining balance our system will always try and and hope that you've been paid the full amount um and that way it's just nice and easy and we can click on save and now it's paid wonderful so now we can bounce back to our project just because this has become the hub for everything and we can see all that time is billed expenses are billed invoice is paid we have the hours logged which is great so we can show us everything we aren't over budget at all nothing left to bill and we hit profitability and it looks like actually we're not doing so great uh we've spent more on this than we've made unfortunately but that is how it can show you the function of it how it all works you can obviously see all this stuff as well from the invoice page expenses and time tracking additionally from the client page as mentioned projects are sort of like clients within clients so if we click on the client themselves we'll click on the invoice then we can see the invoice from that project it tells us the project right here and the status we can come over to expenses and again tells us the project the status and the time tracked so it's all very for straightforward it wants to give you a lot of information all of a sudden and that way you have access to it no matter what you do one thing i will show you is the long way for creating the invoice so for time tracking i'm going to add an entry just for our test say 10 hours for this project and billable perfect we're going to log that time all right so we're going to pop back to the dashboard we're going to click create new invoice i'm going to click on add a client we're going to add our singular client and now we're going to click add a line item so this golden bar appears for exactly what we did previously we're going to import unbilled time expenses and projects so now because i'm doing this from the dashboard and i've selected a client it's giving me access to everything i've tracked towards that client so again date range can be chosen i can select the project if you have multiple projects this will not or you'll select all will appear because it'll assume you want to bill out everything but you can go in and choose individual projects if you like we can go all unbilled expenses for this client there isn't any others but that's the default and again we've got our time we just tracked so we're going to add to invoice and that's basically how it would go it's very straightforward and we can even make this one recurring my apologies folks so we're going to remove this we've selected our client which is the minimum we'll hit make recurring so when it comes to the recurring template it's based off of the issue date so today's date we are going to add a line item and for our purposes i am going to hit the import unbilled time and expenses you'll notice this is sort of gone because the date range will be set based on the recurring schedule for the template and how do we want to display it detail grouped or simple and again it gives us the control to add or remove what we like i'll put grouped all unbuilt time and expenses perfect hit save so on the 31st of every month due on the same day we can always change the next issue date if we'd like but on the 31st of the month on a monthly basis weekly yearly custom whatever you want to set it up to for how often is this going to happen infinitely or a chosen amount of times we will send an invoice automatically or create a draft and send manually that way you have a chance to edit it or review if you prefer i'll put send invoice automatically so you see what it looks like we then have allow or accept online payments allow clients to save credit cards to make automatic payments if you check this off what will happen is they'll have to enter their payment details every single time for a recurring template if you enable it when they enter their details the first time they'll be an option to save their card if they save it going forward every recurring template will automatically charge out the amount they don't actually have to think about it they'll get an email showing the invoice as paid the total amount it's just easy it's quick that way you don't have to think about it they don't have to think about it so we'll hit done and again the same types of settings are available just like every other invoice the style um the you can re-edit the schedule if you like the ability to have online payments and of course the client settings but for our purposes just want to show you this i'll hit save and again the email auto generates subject and body i'll hit save so here's our recurring templates oh oops don't need that i'm gonna go to invoices and this is the invoice that was created so you can see it's created because it says recurring right here and if i click on that it'll take me to that template it'll also have that serialized number i mentioned so because it was conrad 3 now it's conrad 4 it has been sent and it added on the track time for that time period so the next one my april end of april i don't trust another day the end of april invoice will contain any hours tracked from april 1st to the end of april and it functions the exact same way so you can add a payment your client can make a payment all that good stuff first and foremost you might notice at the top here we have a notice now little bell lets us know what's going on so if you have stuff left to do our system wants to let you know so you can download the app you can complete online payment setup which for my purposes i've half done to show you some stuff but you can verify your business and tell them basically where to deposit your funds this is wepay or freshbooks payments but this will show you your most recent notices whether it was something sent something paid so we're going to click on the little gear icon or you can click on your initials and we'll go to settings so within here you can see the settings the name on the account the email associated with it you can change those things you can change your company information as well as set a standard rate you can change your logo and themes and your email notifications what gets sent to you we also have billing and upgrade so because mine's on a trial basis just for demonstration and testing and purposes it shows this if you're still on a trial you'll see this as well um if you are on a regular plan your plan will pop up you'll be able to edit said plan add team members all that good stuff within the cost of your plan we can also go to online payment settings so as mentioned i've started this already so i've enabled this we also work with stripe and paypal if you like you just hit connect with and you'll be able to start setting those accounts up if you have an existing paypal account that is a personal account please note if you try and connect it it will force it to flip over to a business account because it's required and once you've set up one of your payment gateways you'll have account settings in all transactions this all transactions tab will be your best friend i promise you um so it's empty for me but for yourself if you have it already set up you can go check it out it'll show you all your payments you've processed through one of our various gateways as well as the current amount to be paid out and when it's to be paid out you'll see estimated deposit date we also have bank connections so i manually created an expense earlier you may have a lot of expenses you want to track in our system and that might take a long time to do manually so we have three different banking import partners we work with this one is plaid or sorry this one is yodlee it's not written in any particular spot it's just from experience i know it if we hop over to our support page you can see plaid salt edge and yachtly yardley as well as what they look like so because mine looks like this i know it's yadli so if you happen to bank with one of these banks cool you can click on it if you don't see your bank as i don't you hit find your bank you confirm you're not a robot and now you can set the name of your bank oh there you go so that's my bank so i would click on that i would then put in my username and password hit submit and then it will go through the process of sending me two-step verification or anything like that that is set up to protect my account once i've connected it it'll show me the bank accounts i have available it'll look like that i can choose whether or not to have them import i can choose only one or multiple whatever you might need i can give them nicknames and then once i'm done i hit import and then finally our system will allow up to 90 days prior to be imported so if you're doing it now you could probably get january 1st in or depending on the days of the month second or third but that's how you would do it all i ask is once you hit done give it 10 minutes let it sit you can open up another tab and do other work but the tab in which this exists let it sit uh after 10 minutes you're good to go you can then navigate away and within 24 hours your expenses will start being brought in our system will try and automatically categorize your expenses as you can see like i put that one there custom for the expenses brought in by your bank connection our system will try and put something in there you can easily edit it and you can even teach it if it's using a wrong one you can teach it the correct one additionally you'll see here this says under the date the source is my name or your name um if it's a bank connection it'll actually have the name of the bank account whether that's business credit card uh amex platinum like whatever the card name is it'll appear there that way you know where it came from so we also have apps and integrations so if you want to connect freshbooks with something else like squarespace um if you want to send invoices by physical mail we have mail form if you want to do payroll and stuff which is very popular for people who work with teams you can connect with gusto you can connect with gmail and it'll create clients and invoices based off your gmail contacts there is a whole bunch i highly recommend you hit view integrations it'll take you to our viewing our integrations shop which shows you a whole bunch please note by shop i don't mean you have to pay for the use of the integration each integration might have a cost like i believe gusto has one but for instance the gmail connection there's no cost to it it's just setting it up and downloading it so this is kind of like your app store if you see or rather if you do not see an app that you want to integrate in the app store here check out zapier or integromat so these two programs their whole thing is to connect one program to another that don't already have a connection built that's what they're for i believe there's a cost for zapier but it'll help you connect basically anything you want with freshbooks and they'll show you how to do it i mean you can always contact them about creating custom ones that do not yet exist or applying to have software built everything i have a quick sip of water so we also have our emails and templates so when you pop over here these will allow you to set up the defaults for what a new invoice looks like so you can actually dictate a new template right here if you like all you have to do is change it up and hit save you can do the same thing with recurring invoices automatic recurring template notifications online payment notifications all that good stuff then you can add an email signature if you like to your account now we come back to items and services so earlier i didn't really touch on this so services are things that we track time towards such as carpentry concrete concrete pouring or digging like you saw me do with time tracking if we add an item to an invoice directly so you make a new invoice you hit add line item and you just type it'll be considered an item it's not something you track time towards it is merely something you purchase this could be a physical object piece of lumber computer chip it could also be just your time or your fee for your work there is a lot we can do with this so within services we can look at carpentry here which i've fully filled out so we have the name of carpentry the description the rate the taxes that it is billable please note because it is marked billable in the items and services window it is enabled to be billable elsewhere you can at the specific entry make it unbillable if you like if you do not make this billable you will not have the option elsewhere to make it billable so i recommend leaving this as such unless you have a service something like internal maintenance that you're never going to charge a client for you can also check off the automatically add service to a project so this means that every time a new project is created this service will appear just like it did with mine and obviously you can edit this at your will you can also create new service and create a totally new one but that's how services work and then we have items very similar so we can create the item name we can give it a description we can give it a rate and a tax and then we can track the inventory of the item so if it's physical aiden that you might sell we have our simple system here where you can enter in how many of you have and as that item enters more and more invoices that amount will get reduced to ultimately zero um until basically you you would need to come in and enter it once you have more stock but that's how items work um and as always just like with clients just like with invoices we have archived and deleted so if you delete a service that you actually need back you can always undelete it later by coming in here clicking on whatever you might need and undeleting it it's that easy we also have the payroll setup which links nicely to gusto just to make life easy and then we have obviously you can log out our payments page allows you to see payments on invoices and add them to there if you like you can also edit payments as needed um if you do online payments and you need to say do a refund when the payment appears here if it's online it'll have a blue border instead of green and you'll be able to come over here and beside the pencil you'll see a counter clockwise arrow you can click on it and that'll let you do your refunding so as i mentioned earlier you might have team members employees or contractors so yourself will show up here as the owner with your billable and cost rates or they're going to hit invite so when you're inviting someone on our plus plan and up an accountant is free the accounted account shows and has less in it than the main account they basically get access to reports accounting and expenses i always like to default to this page here because this is actually what shows them how to get started if you add them and what you can do and this is the list of things they can do for you again you can easily access this by going to support.freshbooks.com and if you type in as an accountant or just accountant it'll pull up and you can access this very easily contractors can track time and expenses towards projects and clients you assign them to and they can send you invoices for their time so you can pay them and then you can create an expense from that employees again kind of similar they can track time and expenses towards projects that you've assigned them to but they only see their own information so they don't see other people's hours or any information you're entering managers have a little more control than employees they can access your accounts they do not see financial reports expenses or the dashboard but they see things like invoices clients if you make them a project manager they have basically full control of the project and then admin basically an admin is an owner except they cannot cancel the account change payment details uh so to add a team member it's really easy you'll hit your desired version say a contractor you'll give it a name i'm not very creative uh and an email address and hit continue so this is our defaults again you can go ahead and change any of the statement that you like you hit send invitation and they will receive then an invitation to be brought onto the project and this will allow you to dictate what project you want them on if you have more projects you'll be able to scroll through and see them or you can just invite them to all totally up to you but you can assign them to those projects and that's how you add people to your team within the scope of a project if you want them to be able to do work on it they're going to edit said project and because i've assigned them to it they're already here but you can click on team members and then you can add them just make sure they're checked off hit update team members and save it's all you gotta do um so we have truth be told pretty much touched on everything uh for today's webinar um i also recommend checking out reports uh these five reports here are the most popular the invoice details report shows you everything about reports and with filters you can get a lot of specific information out of it expense reports does the same thing but for expenses account accounts aging shows you who owes you money and by how much profit and loss very straightforward shows you sales minus expenses for profit uh minus your taxes and that's where the sales tax summary comes in so these five reports tend to be the the big ones that i always recommend people look at we have a lot more available to you but that's at your discretion you also have the accounting tab um so once you have a bank connected you'll be able to do bank reconciliation which is basically the process of making sure the entries and freshbooks match those within your bank account and that way you know all your reports are accurate um your accountant will be able to do this if you add them as a team member and then we have specific accounting reports here such as profit and loss and others that are more detailed or you can even check out the chart of accounts should you wish uh it is rather complex um truth be told if you are not an accountant i don't recommend diving into it uh you are welcome to do so at your own discretion however uh and then lastly our very bottom tab we have our add-ons which is a mix of things like adding team members choosing different plans adding online payments gusto payroll stuff and bookkeeping features through bench we have a lot of availability at your fingertips depending on what your specific needs are for your business thank you there folks have a last quick sip of water uh and truth be told we have covered everything in the account that i want to make sure we show you today so folks if ever you have more questions more in-depth stuff that you're not sure about whatever you might need all you have to do click on your initials or click the little gear come down to help when you click on help this window will appear so if you have a specific question you want answered you can click on ask us and that'll send support an email um you can contact us directly by emailing support freshbooks.com but we'll get that and that way you can reach out to us we can also you can view the help center which is support freshbooks.com super handy spot you can search by keywords and access pretty much all of our documentation and last but not least if you have more questions that you can't quite figure out or you just want to talk to somebody we're happy to help click on call us it'll give you a local phone number so in my area this is the number and it'll give you a support key so this support key is a unique code to you it changes every 10 to 15 minutes and basically when you provide that to us we can bring up your account you're verified by it we jump right in and we can start helping you with your specific issue and that way the process is easy for you so again if you need to contact us click on your initials or the gear hit help call us and we'll be able to or you can reach out to us easily by providing us the support key that does conclude the presentation for today folks thank you so much for coming in