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Generate invoice from excel data for Real Estate

foreign Paul vachesky here and welcome to the channel hey I just wanted to announce that I have the fifth version or the fifth edition of the real estate agents bookkeeping spreadsheet that many of you have used over the years I have Incorporated several suggestions that I've had from you folks over the last 18 months now I've had some really high level suggestions with pivot tables and all of that and I appreciate those I do but I really want to keep it very simple or at least as simple as possible but yet comprehensive enough so someone can see you know basically what their business is doing based on the numbers and also it's very easy to print that's one of the things that I Incorporated is a method where it's easier to print for your for your CPA now if you continue watching the video I have a step-by-step process on how the new spreadsheet works I highly encourage you to to watch that uh by the way I started this spreadsheet about 2007 I guess I gave the first one away and on December 22nd of 2022 I sent off an email giving the 100 000th person this spreadsheet so I'm pretty excited about that uh just a little project I started back in the mid-2000s other than that please do me a favor give this video a thumbs up hit that red subscribe button that's all I ask that you do and then if you would like a copy of the updated version please drop me an email and the email address is right here that's all I got everybody to continue on to watch the step-by-step instructional video Happy New Year happy 2023 best of luck all right so let's take a look at addition five to the real estate agent bookkeeping uh spreadsheet now as you know if you've been using my previous versions this is a substantial change in the format from previous versions here and a couple of reasons why that happened number one is me included because I use the same sheet here it was just a pain in the butt to print and it would print awkwardly excel's really hard to print anyways so what I did is I just basically created a situation on the dashboard where you only have to print this sheet you don't have to print each individual quarterly spreadsheet it just Auto calculates everything into one sheet which is easily able to print and that's why we have the dashboard the other thing is it's kind of a cool look and it gives you an overview of how your business is going year to date and quarter by quarter so let's look at the bottom of our spreadsheet you'll notice that there are several worksheets to this spreadsheet we're right now looking at the dashboard here we have quarter one income quarter one expenses then we have Quarter Two income Quarter Two expenses all the way through quarter four so what I've done is basically split up income from expenses again to make it more efficient when we're inputting our data the other thing that I included was home office deductions and charitable giving and what you can do is right here in this column right here is I've got this the most common deductions that we see when you're taking home office deductions these are cells that you can change so you can simply write it in if it's something different however real quickly whether it's charity or whether it's home office deductions not every agent can take home office deductions there are some rules so please make sure that you talk to your tax accountant before you make those let's go back to our dashboard the dashboard is laid out a couple of different ways number one it's laid out where up here in the upper left hand corner this is going to calculate all the gross incomes all the gross expenses factoring in our mileage deductions and then it's going to give us how much estimated federal taxes that is owed and how much estimated state taxes it's owed if you pay state tax now if you live in a state that doesn't have taxes then please reach out to me and I have a separate worksheet where I have omitted state income tax now the calculation on what you owe is based on 28 percent to the federal and six percent to state I've also included where if you pay quarterly taxes right here to federal and state governments then you can calculate or at least input it here and it will auto calculate as I'm going to show you in our estimated tax calculator I have a place for mileage where we can start calculating our mileage and again mileage is auto calculated into the overall estimated taxes that we owe all right let's look here at our expense categories in our income categories it's the totality of all the different categories of expenses that most real estate agents can expect to pay and also the income categories what I did is added or broadened some of the different specific categories I know some agents like to track their income based on listings if it was a buyer a tenant if it was a a referral an agent profit share or team member Etc you can now calculate all of that and then here to the right of the sheet is just a just a bird's eye view of your quarterly profit and loss and I'm going to show you how all of this works but one thing to remember this dashboard here all the numbers and calculations on this Dad dashboard come from worksheets down below all four quarters of income and expenses are factored into this dashboard once again home office deductions in your charitable giving it is not factored into the calculations on this dashboard all right so let's look at one of our income she eats now q1 income looks exactly like Q2 and Q3 and Q4 income and the same for the expenses so quarter one income worksheet looks like this and I'll show you how to use this but there are a couple of things I want you to take note we have our total gross income cell and then up here in green is the category total the category totals they calculate all the totals from the Schedule C income categories the listing commission the buyer commission the tenant commission all of those in blue that you see there all of those column totals are going to be calculated as a total up in the green category totals we also have our total gross income this cell that's in yellow right here now this cell should always match the category cell right here if there is a discrepancy if one says a thousand dollars and one says 500 then that means there is a discrepancy in one of the categories and we have to figure out where we made our mistake all right and I think it'll be a little more self-explanatory when I show you how this works now let's look at q1 expenses if you notice all the expense categories the schedule C expense categories in red advertising and marketing Bank fees business equipment etc those are the most common expenses that we as agents claim on our schedule C of our 1040 tax return and so I've just created columns all right but let's go back to our dashboard notice that our expense category and our income categories all of those individual expense categories are listed right here all the individual income categories are listed right here and what we do is just Auto total those onto this page from q1 Q2 Q3 and Q4 sheets again it's just a way to give you a bird's eye view of all the four sheets all right in the end very important at the end of the year when you need to give your accountant the numbers this is the only page or sheet you need to print you don't have to print all the other q1 Q2 Etc you only have to to print this one print your home office worksheet in your charitable sheet and that is it all right so let's go to our quarter one income worksheet and let me show you how this works let's say that on January 2nd 2023 you had a five thousand dollar Commission now notice what happens right here in this cell notice that it auto calculates the total of that column all right and this was for commission at one two three main street and let's say that this was a listing Commission now notice what happens in this cell right here and in this cell in the green category totals watch the two notice that the auto calculate right the green total category total there is the total of all the income that you have made from all those different Schedule C income categories it's going to total up each one of these cells right here all right real important that you understand or you keep in mind that this cell right here and this cell right here must always be the same and if they're not then we have a discrepancy and let me show you what that would look like let's say that on February 1st 2023 you had another closing and it was for ten thousand dollars now notice what happens and how we Auto calculate right here notice that in a total gross income column this total of this column is now fifteen thousand dollars this was for three two one Main Street and let's say that this was a buyer Commission but notice that I put fifteen thousand dollars right here instead of ten thousand because the total commission check was ten thousand so I inputted the data correctly on the total gross income column but I made a mistake on the buyer commission notice what happens here and here it auto calculated it auto calculated what you inputted but let's take a look at this cell and this cell notice that the green category totals is now 20 000 and the gross income is fifteen we have a discrepancy so you've been alerted to this so every time you input an individual transaction you always need to check these two cells to make sure that they match so I went through I figured out that I made a mistake and I'm going to change the fifteen thousand back to the 10 000 that it should be now look look at what happens to this cell right here notice how they both changed it's just a double a way to double check your calculations now let's do one more let's say that it was um March 2nd 2023 I had a 500 commission and that was for a referral that I gave to an agent in Arizona and I'm going to go to the agent referral column and type in 500 now notice what happens in this cell in this cell notice how they Auto calculate also know and remember that this cell and this cell must always be the same so we've double checked there you go it's really as simple as that to use this income worksheet and just FYI the first quarter worksheet is the same as the second quarter third quarter in fourth quarter but I do want you to real quickly let's click over to our dashboard here and notice what what's happened so far notice in our 2023 income category that all of our calculations from the q1 income worksheet has been inputted onto this database Also let's look over here at our quarterly profit loss notice that it's Auto calculated our income and then notice up here in the estimated tax calculator it is Auto calculated our income so far but it also has tallied what our estimated federal and state taxes now this doesn't reflect any expenses yet nor mileage or our estimated payments and I'm going to get to that in a minute now let's go back to our quarter one expense worksheet and I'll show you how this works let's say that on January I'm sorry on January 3rd 2023 we made a 500 dollar payment Sprint even though they're not in business anymore that was for our cell phone now I want you to take a look at something here notice what happens in this cell and this cell just like we've seen on the income worksheets it's the same thing I hit enter notice that the column total is calculated here and the top the the category totals are is calculated right here in this cell once again the category total cell here should always match the total gross expense let's do another one let's say on February 1st 2023 uh you dropped forty five hundred dollars in marketing you used your credit card and that was forty five hundred dollars we're putting in the marketing and advertising column now notice what happens to this cell and this cell notice that they Auto calculate once again the green category total cell should always match the total expense the cell right here if they do not match then we have a discrepancy all right so let's go over here to our dashboard again and notice that the the uh the two transactions that we inputted are now reflected on our 2023 expense category let's go over to our quarterly profit and loss notice that the income and the total expenses are reflected here that gives us our net income now notice up here on our estimated tax calculator it is auto calculated all of our income and expense so we have fifteen thousand five hundred dollars of income year to date we have five thousand dollars of total expenses year to date which gives us a net income of ten thousand five hundred dollars that's the amount that we're going to have to pay our taxes on and based on the calculations it is estimated that we owe Uncle Sam 2 940 and we owe the state 630. but again we haven't calculated in our mileage or our estimated tax payments yet so let's do a couple over here for mileage now where does our mileage rate come from as of January 1st 2023 the IRS says it at 62.5 cents that is the rate for mileage deductions this does periodically change so every month if I was you I would go to Google and just type in 2023 IRS mileage rate and it will give you any additions right now it's 62.5 so let's say that we drove 250 miles in the month of January I want you to take a look at two cells here watch this cell as it auto calculates and watch this cell right here as it auto calculates notice that we have 156.25 cents worth of mileage deductions and it has been Auto calculated into our estimated tax calculator notice that the net income is ten thousand five hundred dollars but once we inputted the mileage credit now our taxable income is ten thousand three hundred and forty three dollars and seventy five cents that also changed our federal uh taxes estimated taxes that's owed in our state so let's say that we go to February and it's 62.5 cents and we drove 500 Miles once again look at this cell and look at this cell and see what happens it auto calculates it adds the 312.50 on not only on the mileage input section but also on our estimated tax calculator and it has reduced the amount of money our net income that we're going to have to pay taxes on now let's say that it is April and we're going to make our first quarter estimated taxes as of right now if you look at these two cells we it is estimated that we owe the federal government 2 800 and it is estimated that we owe the state we live in 601. so you cut a check to the IRS for let's say uh twenty eight hundred dollars now I want you to pay attention to this cell and this cell notice what happens it auto calculates and if you look at the estimated tax calculator cell notice that the remaining estimated balance that we all Uncle Sam is 8.75 so let's go down to our state estimated tax box and let's say that we're going to pay the state right now it is estimated that we owe the state 601 dollars let's say that we pay 600 of that 601 dollars now watch this cell and this cell and see what happens notice it auto calculates it brings it up to date based on those estimated quarterly payments now as you can see after we do the inputs it recalculates what our estimated federal and state taxes are now really quickly and then we'll be done here is don't forget this dashboard does not calculate anything for home office deductions or charity all right so let's take a look at our home office deductions sheet and our charitable giving now again many of you are going to be eligible to take a home office deduction and some are not please talk to your Tax Advisor and what the the IRS allows you to do if you're eligible is you're going to be able to deduct a certain portion of all your utilities rents mortgage interest Etc as an office expense talk to your tax accountant on the specifics but we do have to track track our expenses so let's look at this cell right here January let's say your cable bill was 250 dollars your gas or your electric was 200 and your gas bill was 100 and you would do the rest of the month right notice that the auto totals right here that's going to be important as the year goes on because at some point at the end of the year you're going to give this sheet to your tax accountant so he or she can do the the calculations for the deductions this is a great way to keep track now let's go to our charity giving worksheet now many of you like to give the charity so let's say uh charity number one here notice it is a white column so we're able to change what's in there it just says charity number one but let's say this is Rock poor church that is the church that you go to and in January you gave 500 in tithing notice what happens it starts tracking the total if you go to February you gave another 500 notice that it just continues to Auto calculate great way for you to track your charitable giving because your tax accountant can then use that on your income tax before I go I got a really important thing to say here number one is please watch this video beginning to end before you reach out to me for questions so often I get questions and the answer was within the video for this particular worksheet I literally get thousands of inquiries every year regarding this worksheet and I spend a lot of time uh you know helping people so please watch the video first then give this video a thumbs up and hit the Subscribe button I would appreciate that and share this with the fellow colleague that may be working in your office as well if there's any changes additions for future editions please reach out and and let me know I'm trying to keep this sheet as comprehensive as possible yet keep it very very simple there's a lot of things that I could have done but I'm just trying to keep it simple I hope this has been valuable to you if you have any questions please reach out