Streamline Your Processes with Invoice DOCX for Administration

Invoice docx for Administration

hi everyone Irene here from Edmund army back for this week zero to antedates today we're going to be continuing on in our series on invoicing and we're going to be looking at how to set up your invoice templates so what you want to do to adjust an invoice template has come in in select settings general Yin's and then you want to select settings and so I highly recommend that every person who sets up a zero account that is on the standard edition and comes in adjusts their invoice settings so that you have a little bit more personalization and so you will have by default a standard invoice sitting and it's just what everything in Xero will default to you can see that as mini invoice themes as you would like and so that's really useful if you have and have a company that is running multiple businesses out of it so you might have some consulting that you're doing in one perspective so it could be you know hiring units consultant and then I might have a small retail thing on the side that I'm doing I mean but I want to use the same company to manage both of those but I want to be embossing them separately so that and the people that I'm doing management consulting from are getting and wizards from Irene's retail company and so the first thing you should do is upload your logo and so there's this little upload logo button here and 0 tells you what the what the requirements are so for 20 pixels wide by 120 high and so if I come in here and select my team a logo in upload we can now see that my team I don't know logo is now showing and then what I'm going to do is select options and then eat it so from here you can change the name of the template so if you have for example multiple retail locations you could hear the Hawks pay store and you can hear the auckland store generally I would recommend leaving all of the margin information and defaults as they are you don't need to do too much in terms of changing and invoice titles however one example of a reason you might want to change this will be if you're sending up pro forma invoices for payment in advance of shipping product and so what I would recommend you do then is change the draft invoice to save for a 4-minute invest and that way we'll leave you generate a draft and what it's going to show it as a pro forma for you you can check any of these boxes depending on what your requirements are I would highly recommend untucking the show payment advice cut away box by an Edmond army I don't really want people sending me checks or cash to pay for the invoices that would actually be quite upsetting for me not that I'm upset of people pay me but I don't really want to have to go to the bank in doing any banking and so what I do is I try to encourage people as much as possible to pay and buy a direct credit so I'm not going to give them a little payment advice cut away and to encourage them to thin it to me with a chick and you can chip or you know you can change what side of the invoice you want your logo to show at the show on you can choose whether you want Texas to show it's inclusive or exclusive on a line by line basis in here and you can enter the contact details that you want to show on your on the PDF of the em boys and so this again could be if you have multiple retail locations if you're sending an invoice out of the Hawke's Bay office you might want the Hawke's Bay address to show if you're sending it out of the Oakland office you might want the Auckland address to show payment services so if you have connected PayPal or stroke or another payment service credit card payment service to your zero account this is where you can come in and have it so that it shows when somebody and gets sent out an invoice and they click the link in the email usage terms and payment of us so this is the one thing that I highly recommend every single person when they get the zero account come you know I've hit a few clients lately who have rang me saying we do I put my bank account details I've had a customer ring me to find out how they how they pay me and you want to ensure that your bank account details are showing on every single invoice to make it as easy as possible for people to pay you if they need to so so in the terms and payment advice you can adjust that as much as you want so for example for me I don't send out statements at the end of every month to everyone so I have please pay on invoice no statement will be sent and I show you the bank account details and to make payment entry and it's also a great opportunity you know you can even put a nice little thank-you for your business we appreciate your custom or anything like that that you feel needs to be shown on every single invoice so when you've made those changes you can think select save now otherwise have an option where you can download a zip file that contains a word document and you can then upload that word document as a template and I don't have a lot of clients that are doing this but it does give you a little bit more functionality around that I'm not going to go through that step by step but effectively you can design that word template to look how you want it to look and you're just using placeholders such as quantity value total etc to pre-populate the information that you're entering into Xero for their own voice and so the steamer company has their option is the very orange and voice to see so what and now that we've done with template setup what this means is when we're coming into an office and I'm going to go into these draft and wizards that have been set up we actually here at the end have the branding drop-down box and this is we were able to select which zero invoice template we want to use so it's going to always default to standard so that's what you know you don't even need to I only have the one invoice template you're never going to have to change it but if you do want to switch between various ones and you just simply change the drop-down on the Brendan so if we select standard and we preview at this stage you can see that bet has popped up as a pro-forma invoice because that's what I changed the draft and was titled oh it's got my nice new shiny logo that I've put in there and the address there um I had comment and voice is showing and we can see down the bottom we've got the terms and conditions for their invoice if we change that to the special projects branding and save that wait for it to save and bingo there we are able to preview it and we can see that that has changed from what it was their eyes set up with demo logo and that type of them to what the other invoice template was set up is when it finishes loading and so the one key point to note is with the invoice settings and if you do go ahead and do the word document you can't use the preview button here in Xero you can only generate a PDF to see what their invoice looks like and so it's just a little key point to note this obviously doesn't want load for me today so I'm gonna leave it there if you've got any questions about invoice templates feel free to put them in the bar below or send me a message and I'll be back next week with our next a zero tip have a great weekend bye