Create Your Perfect Invoice Template Figma for NPOs with Ease

Invoice template figma for NPOs

well good day everyone how's it going and welcome back to the channel in this video I want to take you through my process from the quote stage for my video production business right through to an order and then how I take it to the invoice as well so there's a lot of options out there right now for creators to pay a subscription to handle all their documentation for quoting uh orders and invoicing for example in Australia we use a program called zero there's also tare and dubsado and other subscription based things like Studio ninja but what I found is paying that monthly sometimes when you're just starting out can be really difficult so I've basically developed this system of documentation which is actually free so you can use figma and you can basically set this up once and you can do this All yourself really easily but at the end of the video I want to show you I have created these templates for sale on my website where you can grab them via the link below and this just helps to set up them because I've taken a while to get these looking how they are and to set them up really nicely so you can skip ahead a few steps if you jump on the link and grab them via my website so let's dive into figma and I'll take you through this template and how you can use it so here on the screen we basically got these generic templates and these are ones that I've used in my own company uh recently sent these to a client of mine and I've just made them kind of generic for the purpose of this video and also the ones that I'll be linking to at the end as well that you can get uh have this same uh company you know X kind of thing on there so this is basically my quote template that I've developed and the way that it works is a client will want to request your services and then you go through a process of quoting for those services and quotation is kind of like an estimate so you roughly put in a price that you think uh you're worth or you think the client might be able to afford and so in those initial stages I talk about budget and what the client needs you know what their main thing is that they need so this particular one that I'm going to run through is just a main Day filming basically I'll be filming for that day and then uploading the footage for them to uh get off Dropbox or frame iio and so basically it's a really simple quote that I just want to run through with you in figma so basically I put together the whole layout here and it's just cinematography Melbourne main Day filming and it was on the 18th of October that actually carried out this particular job so on location shoot in Melbourne for the full day and it was 1,50 um and then it was a return travel to Melbourne which uh between where I live and where the client's location was and that was $75 and I just um do that based on if it's half an hour or less at 75 if it's an hour an hour or less it's 125 and I think I go up to 175 if it's more than than an hour travel each way so that's it and basically you total all that up and I would send that through with the recipient's name on top my company name and my ABN we have an Australian business number you might have a tax file number or something like that that you need to put on as your business and then the quotation uh the price at the top the total and the date I've submitted the quote now this is a figment document so any of these is editable so imagine if this is a second day film fing I'm just going to come in here second Day filming and maybe this was on the next day on the 19th of October so basically I could just edit this document as it would any normal document and the good thing about this is it's really nice looking and I can make it look exactly how I want so let's say now the client approves of this quote and basically says yep we want to move ahead with the project well now I then turn this quote into an order so it's not a purchase order but it's an order with within my company documents that I then use to track the project and things like that so I then basically have the same template for an order and what changes is it then gets a number so while it's in the quote stage doesn't have a number assigned to it yet so let me just do this one for you today's date is the 19th of October so this is going to be uh 2023 uh month is October 10th and the day is 19 002 so that's then setting up for this particular date and sold to will be the recipient's name uh and the recipient's email the email I'm sending this through to as well so this is just a repeat of the information in the order so basically you've got the on location shoot in Melbourne full day and then return travel Melbourne again and then you've got this taxable uh these two are both taxable with GST so then you put the subtotal and I add in the payment details here so this is uh my bank registered bank for my business and then an account number and a BSB we have here in Australia might be different where you are but this is basically the way that I request payment for this particular thing and I add that onto the order now sometimes that gets sent to the client depending on the scope of the job and how big it is but other times I just have that in my files and I just keep that available so that I know where things are at and I know it's been approved and what date it was actually approved so who it was sold to and the order date is the date of approval of that particular order so then what happens is let's say I go and do the job everything goes really well offload all the footage and upload that for the client and then we come to the invoice and it's time to invoice so this is then my document that I would send through to the client to request for that money and again the same the information at the top but basically the tax invoice uh is on the top noted there the next number in the series is3 so in this case this one would be 2023 um and it would be the 10th and 19 003 and so that's the next uh number in the series that I use in my numbering convention and then the recipients the company and the email of the person who requested it this could be an individual as well the due date which is due now or maybe it's in 7 Days time so put the date of your payment terms with payment terms that's really comes under the order as well so when the order is produced when the client agrees on the quote then you produce the order with the contract and or some documentation we normally send out standard contract with that and that's where your payment terms should be outlined in a standard contract or your standard form uh then basically the amounts there and then what it is the order summary which links back to the previous number on the order document and again recipient's name and the date the order was accepted and then basically you put in your payment details and this becomes the document or the piece of paper that you send to the client to then request for them to make payment based on that order which is based on the quote that they approved and so this is basically the documents that you need to start quoting then transferring it into an order and having the order be uh available to you and to the client to know what the scope of the work is and then having an invoice which is your piece of paper that you send to request for payment now this is a system that I've developed where I don't want to use a paid subscription I don't want to use zero or any other thing I just want to basically build out these quotes for myself in uh like a spreadsheet or something and then input the information into here and I do it manually it doesn't take very long because depending on the job if it's just cinematography then or or photography or you know DP DP work then it's really easy to put this together uh I just basically duplicate this to create my next one for the next job that comes up and yeah I just input all the information in I know my hourly rates here for my day rates uh some some of my clients want me on an hourly rate others will have a day rate so there's differences for different clients but basically it's the way I do it all so let's say on this particular one here just as an example uh I was doing also an upload of footage so I wanted to quote for that as well so all I would do is basically I would come in and edit the document and I would just take this here and I would just basically copy that and paste and then I'm basically just going to paste that and it's grab this other one here but I'll just delete that and so now I'm going to put in here upload uh upload footage to Dropbox and then I'm just going to create um cost to upload footage of selects to Dropbox and then I put in like a timeline a limit that I would have for this maybe 48 hours would take me to do that so within two business days let's say and then the price that I would have for me to do that and that's basically offloading the footage onto my servers then opening up the Dropbox link and uploading and then watching that upload over maybe a day or so depends on how much footage I shot currently sitting and waiting for one that's uploading uh with 500 gigs and that's going to take a couple of days to upload so I have to baby it a little bit but it's not that bigger deal so I just put in a flat rate of 175 so let's say that's where I ended up so then I want to add in 175 to this so we're going to be at 1,300 I'm going to add the GST uh change the GST to $130 and then total for this becomes uh what do we got [Music] $1,330 so right $1,430 yeah so that's kind of how I will make the co quotes and yeah and then just check it with a calculator depends on how big they are cuz this can get bigger you know this can go on to two pages and stuff and this has worked really well this method because the clients no matter how big or small they can appreciate this process as well where we're estimating in the beginning where're wrestling about okay negotiating price and this and that and then we've got the order sorted out and sometimes my clients based on my order will send me a purchase order with their number on it I can put their purchase order number on my order and carry that through to the invoice as well and then at the end of the job I say thanks very much and here's my invoice and I send them that for payment hopefully this video has given you some insights into the way to do the quote process I have created these templates for sale on my website where you can grab them via the link below and on that link you will have the documents in a PDF version that you can edit and also in a link to the figma documents as well and if you wanted to know more about how to actually price your jobs and price your time I've done a video on that before and I'll link it right here so check that out and that's going to be really helpful for you as well well thanks so much for watching this video and we'll see you in the next one bye for now