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Gym invoice pdf for Sales

[Music] thank you so in the vein of automation here's another very useful tool in xero that you can use when sending out sales invoices to speed up the process every month to stop you having to manually create invoices if you have a customer for example where you send them the same amount every month at the same time then rather than having to remember to do it zero will do that for you the first thing you want to do is to go to business and then invoices and there are a number of ways of getting to this space but this is the conventional way using the xero menu and up here if you click next to New invoices click down you'll see new repeating invoice okay firstly all of these fields need to be filled in with the exception of the end date and the reference so this could run add infinitum but if you want it to stop after a certain point then you put a natural end date in there for example we're going to send an invoice to port and Phillip Freight so we want to send an invoice to them starting every month we missed last month so we want to start it from the 1st of July now why I say that is I want to show you what happens if you do it in hindsight which you're perfectly able to do you can put any date in here you want as long as it's within the current Financial year so you want it to repeat once each month here you will see the different frequencies so weeks or months so each month and is to be dated the first of every month the first one being the first of July now you'll see here it says the next invoice date you entered has already occurred or are you the invoice that you've put in here so what it's telling you is if you put that date in the minute you approve this repeating invoice template it will automatically generate that invoice so if you don't want it to to actually approve it or generate it what you can do is just save it as a draft for the moment but so we're going to leave that as is and we want it to be due so this is what the invoice due date will be when it's received by the customer so if you want to give them 30 days give them 30 days maybe it's due one receipt whichever one so we're going to put that it's 30 days after the invoice date and yes we do want an end date because in the following year we're going to increase the price now to be fair you could leave that as it is and then when it's time to increase the price you just come back into the repeating template adjust it and it will carry on with the new pricing it's entirely up to you how you do it now I have customers that will do it where they will put a finite date on it because they want to see in the invoicing screen each block of invoicing that they have done for a particular customer particularly if it changes each year or each quarter so we're going to put that it ends in 12 months time which will take it to June 2024 so just to make sure that the invoice for the June one is actually generated we can do it for the second of June for example so second of the 6 20 24 okay that's the invoice I'm ignoring this bit for the moment the reference generally speaking when the invoice is created it will generate an invoice number but it could be related to a specific project that you're doing now I have a customer that films conferences for large corporations worldwide every time they do something you know maybe for a pharmaceutical company they will invoice them every month for doing the work but it could relate to a particular month or particular conference for that month so what they will do is they will put a placeholder in there so if you see here it says insert placeholder that placeholder could be this is the one for this month so I tend to use the month and the year but you can actually put something in there so it could be um so I'm using well okay it's a freight company so say we're using transport to Milan so we want transport to Milan for July 23 then the next time it does it it'll have transport formulan for August 2023 and then for September and if you put in here this placeholder xero will create that for you based on the date you put up here so if it's in July it will automatically create it for you you don't have to do it we're going to leave that there The Branding unless you have specific branding or stationary you're using you know then you can change that but for the purposes of this we're just going to leave that as it is so the description will be trans portation contract for monthly service we're making up and then I don't know 2 500 put a unit price but there's no discount and the account will be it should just be a sales one but whatever your account will be for that particular sales transaction the tax rate it relates to and there it is if you come down and click here preview placeholders it will show you what will be generated in the description and the line description and just a confuser the description here is actually referring to the reference and then the line description is the narrative that's in the body of the invoice so that's fine I'm happy with that so and it's for August because we're in August we haven't generated anything yet this is all just a draft so if I close that that is all you need to do then the decision is sometimes you can put many of them on if you are a company where I have some clients who does subscriptions every year so they will run their subscription invoices set them all up but they won't send them out they just set them all up so then they'll save them as draft and nothing will happen until they come in and actually approve them once they've been approved then they become a set in stone invoice which can be sent out if you want to approve it but choose when you send them out manually then you choose this one but because we are automating this one here what you do is you click this one it will approve it create a set in stone invoice for that period and then it will automatically send it out on the due date on here so the first of July it will automatically send it out to the customer on the 1st of August and so on so for this one as I said we're just going to save it as a a draft and then save that so then in the previous screen was just create new invoices this is actually repeating invoices screen itself and you can see there it is so when I was saying before if you want to approve it each time if you want to check it so it will be generated and then you're going to prove it you can open it and approve it or you can just click here and approve or click here and approve for sending or if you decided you know you're not going to invoice that customer for whatever reason you can just delete it so there's a few things to note as I said previously coming up in here and clicking invoices is not the only way to create a repeating invoice if you already have a sales invoice set up so say you're already invoicing that particular customer you can click within that invoice and there will be in fact let me just show you just be simpler wouldn't it and I'll just choose this one and if I come up here to invoice options you will see it says repeat if I click on that it will take me back to that repeating screen and you can add everything all over again so if I click here it's already populated for you but you'll obviously want to make some changes I.E the frequency you might want to put the reference but it's already done for you so that's the other way to do it with the particular fields other things to note we've done the frequency you can pick it monthly or weekly we've discussed that if you use a date in the past it will automatically create all the invoices for the previous date as long as it's within the current Financial year assuming you've locked the financial year in xero I won't go into that right now but if your accountant is in your zero they will lock the date so that you can't do anything prior to the financial year that you're in once you've created these either approved it or approved it for sending if say for example in October you wanted to make a slight change or add something to that particular invoice you can do so but I would suggest if you're going to make changes that you click just to approve because once you approve for sending it will send it off and then you're left with changing an invoice that's already been sent to the customer if you have no chance of doing that a proof for sending is fine otherwise click approve and then add it to your diary once a month to go in there and approve these invoices once it's been approved you can then just go into the invoice and make any changes when you make the changes though it won't be in this template it will be just for that individual invoice so the next invoice following for the following month will come out as the previous ones the only one that will be different is the one that you edited and it's the same thing if you want to add for example an attachment a lot of people will attach an attachment maybe if you have a purchase order but be aware that attachment will only ever show up on the very first transaction that is approved all the others after that there will be nothing so if you wanted to show up for each one you'll need to add it manually to each one again that's where your decision as to whether to approve or to approve for sending comes in the other reason not to choose a proof for sending is if you are actually invoicing for things in your inventory so if you have a price list on here or an item list products that you actually are creating an invoice based on then it may vary from month to month so again you can create a template but you will save it again just as a draft and you will come in each month make your changes and then approve and on or approve for sending so for example if I was to add a new line here you'd see if it coming to the items maybe you're selling them golf balls and the quantity changes every month so this month you're sending them three so you'll then make that adjustment and send the other thing also to double check if you have multi-currency double check that you're invoicing in the currency you want this one clearly doesn't have it the other thing to note also is whether you invoice tax exclusive are you the Vats included or exclusive IE you are putting in the net amount because maybe that's how you quote so you quote people 2 500 plus v80 so that they see so that's what you are putting into your accounts and then because you've put it as exclusive you've put the vat amount zero will add that on for you or you maybe deal with end users you know retail people who are not interested in v80 per se and you just give them a flat rate and the rate you know v80 is included in there but you just give them the flat price so you just put the inclusive but again that is entirely a preference to how you work and how your customers will understand it and how you're comfortable entering the data into xero so that it makes sense to you and it makes sense from an accounting point of view now what if you want to pause a repeating invoice say I don't know maybe you're invoicing or your customer and you are in dispute or the contract is changing earlier and you haven't agreed the details yet oh for whatever reason all you need to do is go back into your template and remember this is for the future ones and you'll see here that your end date is the 2nd of June 2024. all you need to do is bring that date forward so for example our next invoice is due for the 1st of September 2023. if I put in there for example uh 31st of the 8th 2023 this can't be after the date and it will tell me that if I try to to change it well if I save that and I'll show you yeah so end date must be on or after the next invoicing date you could do it on the 2nd of September 2023 it would mean that this one would run and then there would be no more it's not the end of the world because you can just go and void the invoice if you wanted to if it hasn't gone out if it's been a proof of sending then obviously you'd have to create a credit note and clear it that way okay so let's just go to that customer so it's port let's find them all right so it's this one and here you'll see where it's created the first invoice for August and a previous one for July is already there so this one is sitting as a draft but I could open it up and as you can see instead of it opening up in the repeating template it opens up as an individual invoice and you can make any changes in here that you like and it won't affect the template if you want to update the template then you click on here but in here you can do and what I'm saying before about adding inventory lines you could do it in here because these ones are still draft they haven't been approved yet and you can make any changes you like and you can see what the outcome is from this end and in here you have more options clearly than you will have if you're in the the actual main screen so for example from here you can approve and send it off but in here you can preview the invoice so that will show you exactly what it will look like when it goes to the customer and you can double check that you're happy with it if not make any changes to your template I mean the actual invoicing template that you default to that all invoices have you know where you put your letterhead your phone number your bank details that type of thing you can also email it out to your customer print it as a PDF if you so choose here a couple of other options in here so basically you can just delete it or copy it to another one it's already a repeating template so you don't really want to copy this one so to speak so once you approve it all you then have to do is come down and enter the payment when they pay it now one last thing like Colombo it's one more thing just one more thing your pricing plan on xero will determine how many transactions you're allowed to approve in any given month so if you have a limit and you're repeating invoices take you over that limit they won't disappear they will be actually created but you won't be able to approve them they'll only be saved as drafts so you can approve them in the following month or because you're trying to wait for your credits to build up again but just be aware so if it's something that you think you're going to do a lot keep an eye on what pricing plan you have because it could really make a difference hope that was helpful like if you liked subscribe if you haven't and have a great day