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Invoice paperwork for small businesses

hi everyone welcome back to my channel and today we have another video related to square and how it can help streamline your small business so we're gonna be discussing square in wases today and the different topics such as how to create an invoice how to have your inventory populate how to get taxes on there and so many other good tips that are gonna help you on your journey as a small business owner so let's go ahead and get started [Music] five into square invoicing now so this if you have previously watched how to get all of your items imported into your library so that we have all your items in there and your inventory and you're ready to go now we're gonna talk about invoicing so this is very big for my business I do a lot of shipping and even if you don't do shipping you know it's you need to do invoices for whatever reason this is going to be so beneficial for you so when you're on this this is like your main home screen if you have multiple locations you can change it by location here otherwise you're gonna click invoices over there so this is where you're going to see all of your invoices and you it is so easy to do so you'll click create invoice and then you can come in here and you can type in your clients name and their email and all of that you can add additional recipients you can label them different things I don't use this category too much and then if you want to have invoice numbers I've just let mine run throughout the whole time that I've had my square but you can customize this if you have certain invoice numbers that you're following and then you can select here whether they're going to get the invoice manually which means you are going to provide it to them or if you're going to send it by email so I always send it by email to my clients and then that way they have a copy in their inbox then they can go in and pay it if I'm in person I'll show you how to do invoicing if you're in person collecting money do that otherwise you can select the frequency so this is really nice so if somebody is getting let's say a subscription box for you or something you can come in here and select recurring and then select how often you actually want it to recur and then like when it's due so that's really nice to have again I don't really use that a ton for my business but if I were to do something like a subscription box that would be a great way to have it in there because then Square is gonna automatically send that and voice out for me so now here comes the meat and potatoes to your invoice you've already selected who your client is and Square will keep your clients in a database so you can see all your customers listed and get to all of their invoices through there however right now you'll select your client and you'll come over here and say what your item is so we're gonna sell oops that's not how you spell it blue red live sense is what we're gonna sell so you're gonna click that and then the nice thing here is that you can come and customize so say this is 15% off I can click for that specific item that I want at 15% off and we'll say that they live in Sarasota so we're gonna collect Sarasota taxes and then let's say this other item they're gonna get the rollerball trio so this they're not getting 15% off but I want to collect Sarasota taxes so you can see now they can see exactly what they're getting 15% off on and you have your sales tax down here and you can add additional discounts or if you don't have your discounts in there because say they're they change each time or they have a coupon code or whatever you can type it in here so maybe they got birthday coupon and you can say you can be either percentages or you can do dollars so let's say they got $20 off with her birthday coupon so you can add it so then it's going to add it in here it'll adjust the taxes for you and have their amount here so you can also have like request deposit so if your say you're in like roofing or gutters I don't even know why how stuff is coming to mind but say you're in something like that maybe want them to place a deposit you can request the deposit here and then if you're going down so you can customize these reminders in your settings so this is nice to have and I have to request shipping address on since I ship all of my products and they also use another product called Zen sales which I will have a video coming later on that but I use a product called Zen sales which Square imports into and it takes all their address information so I just have to click and put in the weight of whatever item I'm shipping and then print my labels so nice so you can request their address if you need it and then again if you're like allowing a tip maybe you're a restaurant or something I don't know you can have it so they can allow tip or just save their card on file I don't have either of those turned on for mine but you can do that and then an add attachments as well so they're just nice to have other options to your invoice so once you have all this filled in you're just going to select to send and it's going to send it off since I didn't put in a client up here I'm not gonna go ahead and click send but that is literally all that you would do if you want to change the due date you can change it right here you can say do in seven days it'll put the date so it's there's a lot of customization happening here you can write a custom message here hope you love your new lip color so you can change that message to customize it for each client but if there's something that you want said in every single invoice that you send out you can do that as well so let's go ahead and take a look at that so when you're in here same spot if you're from the Home tab you're just gonna click invoices and you're here under invoices you can go to settings and invoices and then you can come in here and change that message so you can change this to be whatever you want it's going to show up on every invoice so I have that I have some videos or I know there's the girls on our team that have videos that they want sent with each product purchase because their standard videos things that clients need to know and it just makes it easy because they're right there on the invoice and then you can so I have it selected that do upon receipt is my standard but maybe your standard is due in 15 days due in 30 days that's when your invoices are due so you can change that here to market so that when it populates you're not constantly changing it it's already set for you and then again same thing you can schedule like when you want it to send to them mine is always immediately when I'm doing my invoice and same with standard of that so here's where you would change email or invoice reminders so once the invoice is sent if it's not paid within that time square is going to resend a reminder email to them this is so nice sad a lot of times my clients don't see it or it gets buried among other emails so this is square sending it right out to them as a reminder and they'll get it as many times as you request here and I have this turned on because I want to request shipping for every order for new addresses and then here's where the cool thing is so down here you can click settings or accountant settings for email custom or invoice email oh my goodness you guys for invoice customization so we'll click that we're just gonna say discard changes and then this is where you can upload your digital your logo or your receipts so I don't have printed because I'm not printing invoices from here but if you did you can upload that but your digital one here you can upload and you can change the color of your invoice to match your branding whatever it is for your business and then you can turn on this referral banner which I don't know why you wouldn't want that on so if you are interested in starting square and getting $1,000 off your first or if you're interested in getting your first thousand dollars a process take for free I have a link below if you want to click that we'll both get $1,000 off for processing otherwise I hope this videos at least helpful while you're getting your square setup so you can have this on your banners for your receipts which is kind of nice to have you can choose whether you want to show your location and I don't have location - like mostly mobiles so I have that turned off and then you can show let me just screwed up so you can see because you can kind of see what is gonna look like here oops I want that off and then let's click show item so if you have an item description like how I was typing in the last video about inventory and importing your inventory and I would typed in that it was a cool red lip color that would show up here so I have that turned off because it seems like a lot of information to have on my invoice but again depending on your business it might be beneficial for you to have and then obviously you want to fill in all of this goodness so that they can click on it easily and get to all your contact info so fill in your website and Instagram Facebook and all the things and then I have my return policy listed down here because with all of our makeup and skincare products it's a hundred percent money-back guarantee so you have a year in the bottle can't be empty but you have up to a year to exchange or return and that is the nice thing so I have that listed here so it also goes out on every single invoice that's sent and you can add anything extra so like their example here is now hiring or if there was something you had some promo coming up that you wanted people to know or may you were hosting an event all of that you can change here on this custom text so this is kind of nice because it really customizes your receipts and you can customize it by location as well so let's go back to invoices and settings and voices and let's make sure there's nothing else down here so inventory management this is what we did earlier where I was showing you how to are in the last video we're showing you how to import your inventory items you will have that all set so if you don't know how to do that then go ahead and watch my last video on I'll put the link somewhere on this video screen whatever youtubers do here here wherever so that way you can see how to import your inventory items so that you can use them for your invoices all right let's see so now let me go ahead and create an invoice I can show you how to issue a wreath I don't know if I can do a blank invoice let me see um oops it's not what I wanted the other eye and so now my info is in there so we're gonna go ahead and click here and we'll do blue red the one that I'm using this time alright and so we're gonna say okay there's no sales tax and no shipping so we're just going to charge the $25 so we're sending it and then you will see what it looks like from here so now all of your invoices are gonna populate here in your invoice little hub so you can alter by the time to see if you're looking for a specific invoice over a certain time period you can change that here same with location and then you can see in here that it's not been viewed and that it's due today so if I go in and I go to my email I can see that I have an invoice that needs to be paid today and it's from that struck sale CPA or whatever so let me see if I can pay it and then I'll show you guys how to refund okay so now it's showing that I have paid so I'm just gonna refresh this screen and then you're gonna see on this end that now this says that this invoice was paid so you can see that I'm viewed it and then it was paid so when I'm over here I will also get another email that says that I paid an invoice so it's like a customer seat so I'm getting that receipt you can see that as the customer on your end that it's been paid and then you as the shop owner can see that it's been paid here so now let's talk about how you would refund if like something happened and they came back to return it so you will come over here and you can click these three little dots and say issue refund or maybe you invoiced incorrectly and they paid it and then they realized after the fact the nice thing is is that there are multiple items on the invoice you can now click individually or maybe they're getting everything returned or you can click refund amount and just refund a specific amount under them know what card that is all right so if you call right here we're gonna issue a refund for the full amount because I'm not actually buying a lip color for myself and you can select a reason and then if you click author you can actually type in here so I've had where sales tax accidently got charged for two separate locations to a client and I needed to just wreath on that so that came in here and put other and then I put a reason so that way you can see it when you're going back through when you're like wait I don't remember them or turning something you can see the reason for it so we're gonna just go ahead and say accidental charge and then say issue refunds so then when we refresh we're gonna see that it says refunded oh just kidding all right so once the refund processes this over here where it says paid was going to actually say refunded so once this goes through as a refund day your client will get an email that says it's been refunded and it will say instead of paid it will say refunded and it's in a blackish gray color so that way also when you're scrolling through that you can see that this is refunded alright so now that we've gone through how to create your invoice and all the things that relate to square invoices I hope that was helpful and it's definitely gonna get you on the right track for making your business look more professional and again streamline that's the key right as a small business owner anything to streamline your life so hopefully it was helpful if you have any comments again leave them below in the comments box and I will do my best to answer them and if you would like to follow along my journey as a small business owner make sure you follow any one of these things wherever they pop up on the screen I don't know that's my husband's job make sure you follow along and I will see you next time [Music] you whoo that was a lot of information