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Freshbooks invoice template for non-profit organizations

hello everyone Welcome to our tutorial videos on freshbooks cloud accounting today's video we're going to show you how to create and send your first invoice in fresh books so we're going to click on the invoices tab you then want to make sure you're sitting on the subtab invoices and on the right hand side we want to click on the green new invoice button we then need to enter your client details so we're just going to click on the down arrow and we're going to select new client however all freshbooks needs is an email address and an organization name so for this demonstration those are the two required fields that I'm going to enter please make sure that you enter all the required Fields before you email of any invoices to your clients one way to look professional is to make sure that all the requ required fields are entered so I'm just going to go ahead and enter the email address the organization name once all the required fields are entered you're going to come down to the bottom and you're going to click on the Green Save client button you'll notice now it says new invoice and our client is landscaping design on the far right hand side you want to make sure that your invoice number is correct you have the correct date and if you do use any numbers or you're giving your client a discount these are the two fields that you need to enter you then have an area that says online payment and this is an easy way for your clients to pay you via PayPal or even use the freshbooks online payment the reason why I like the freshbooks payment method is freshbooks would automatically import all my payment transaction fees as expenses into freshbooks and this would basically just save you so much time also you can view the status of your payment directly on your account dashboard thirdly if you know what if you have any issues all you got to do is just call the freshbook support team directly and you'll get support right away now you want to go ahead and create your invoice you'll notice now you have an area that says task and then you have time entry rates and hours what I'd like to do is for this invoice we actually going to use the task and we also going to use items so coming down on the left hand side I'm going to click on the down triangle to the right and I'm going to select add an item you'll notice now once I've selected item I have something called unit cost and quantity so I'm just going to explain the difference to you so let's just say for example you are hosting an event for a client and you need to buy things like wine glasses flowers tablecloths those are example of items you would create your item you'd put put in your unit cost and the quantity now for my landscaping design I need to go and create some items the first thing I'm going to do is I'm just going to click on the Dr down triangle and I'm going to go new item and I went and I purchased some lemon trees and all you need to do is you just press your tab key and I'm just going to put um lemon trees for back area press Tab and they cost me $150 and I purchased three and all I need to do now as well is I want to put in the tax so I'm going to click on HST and make sure now that you click on the Green Save item button there you go you have your first item let's decide now that we did some potted plants so once again I'm going to click on the down triangle and I'm going to go new item and I'm going to go potted plants I don't need a description and actually they cost me um $15 each and I bought 12 once again I'm just going to do the HST and just so you're way when you use these items again the HST will automatically come up for you just going to press Tab and save you'll notice how your invoice is starting to build you have a subtotal and you have your taxes now you need to go in and you need to charge for your time so that would be a task so I think I already have landscaping and I do so I'm just going to select landscaping and just so you know if I scroll down it's exactly the same as item I can just select new task and I'm just going to put my I'm just going to put um landscaping design services and my rate was $65 and I spent 12 hours once again we want the tax and you'll notice as well every time I move my mouse I get a little red X and if I move my mouse on there that's how easy it is in fresh books if you need to go and delete a line there we go there's our subtotal and we have our taxes and we have our balance then we have two fields we have terms and notes visible to clients if you want to go in and enter any notes this is where you would do it so I'm actually going to put um a very nice message in and for the terms I'm going to put please pay your invoice within 30 days coming down you have an area where it says save as draft and this sometimes can be useful if you're not sure if you need to add anything else to your invoice voice so what you could actually do is it allows you to preview and edit and email when you're ready what I'm going to do now is I'm just going to click Send by email if you want you can actually add another message in and I'm just going to go ahead and click on the green send button we get a nice message back from freshbook saying your invoice has been sent and you have a couple of options you can go ahead and you can preview your invoice if you want you can actually download a PDF or go ahead and create another another invoice so let's go ahead and preview our invoice if I move my mouse on send it will say your client has been notified when they log in the invoice will be visible for printing and payment and just so you know I'm actually going to show you what it looks like on your client's end cuz it's also going to look a little bit different when it comes to their menus and their headers so let's take a look and see what your client so this is what your client will receive in the Inbox and will'll say say to them click the link below so all they're going to do is they're going to click on the email and it will bring them to an invoice that looks almost like the one that you have from fresh books but you'll notice that the menu and the headers are different now your client can go ahead and pay now there's also a forward button dispute they can print a PDF or they can go ahead and print now I really like this forward button because have you ever had a client that you know what you're waiting for payment they delaying you because they're saying oh you know what it's got to actually go to the finance department or to our accountant so now all your client has to do is simply click on the forward button and then enter the recipient's name and Away you go now another nice feature about fresh books invoicing system it says it shows an invoice autobiography so if I go down to the bottom there we go and what I like about this is next time a client tells you that they have not received your invoice all you have to do is just take a look at the invoice autobiography why because fresh books tracks a precise moment an invoice gets viewed along with the entire history listed below thank you for taking the time for watching this video please contact us if you'd like to know more about our fresh books training and also take a look at all our other videos we have posted