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Mileage invoice template for non-profit organizations

hi this is tanil king we're looking at complete studio manager for bento this video is going to cover the libraries for mileage tracking invoices and expenses we'll start with mileage tracking this is a great business write-off for you but in order for it to be a legal business write-off the irs has very specific information that they want in the event that you're audited so while it may seem cumbersome it is what you would need to track so um let's use an example let's say today i'm choosing the date and i'm hitting enter give it a moment it'll pop up i started at my studio and i was going to a location shoot let's say make up sunshine park and when i started my odometer was ten thousand five hundred and i got to the park and it was ten thousand five hundred thirty two you see that mileage total is already calculating for you that was 32 miles now typically you'd need a new entry to say you're going from sunshine park back to the studio so we would add an entry and enter that but let's say instead of coming back to the studio we're still looking at today i'm leaving i'm starting out at sunshine park and i'm going to go to target for some props and i know that it's ten thousand five thirty two because that's what it was when i got to the park and then i get to target and let's say 10 549 i went 17 miles and then again if i'm gonna go ahead back to the studio i would do the same thing from target to the studio 10 549 and who knows maybe targets closer to the studio coming back from that direction maybe it was only five miles now with mileage tracking the table view is great for this because you can see all of your data here in your mileage total column this is where that show and hide excuse me the summary row is helpful here i'm going to show that summary i've got my mileage total here i'm going to choose sum and now i know so far this year i have entered 54 deductible tax miles so whatever the mileage reimbursement rate is i would multiply it by my total mileage that is summed up down here and that would be my mileage deduction for my taxes simple as that uh now invoices this is great to start with the enter invoice um sorry we don't need the split view there you would first come down and choose what client is this invoice for uh ship two if it's different let's say jane's picking her order up here at the studio so i don't need to worry about shipping the order number is automatically calculated for you let's say she ordered it today and let's say she went ahead and paid today this is all for your tracking purposes later when we go through smart collections you'll be able to sort through all of your invoices and orders by all of this information here and again as i mentioned in another tutorial anytime there's a choice field with a drop down you can always edit these fields you can change the ones that i've included you can add your own delete them put them in a different order whatever you like let's say jane paid with her discover card and for here i like to track the session category because when i get my order total i like to be able to say jane had a newborn session and this is what my total subtotal of orders for newborns are or this is what my average order for newborns so that's why i've thrown in that session category by doing that later when you look at smart collections you'll be able to say take a collection of newborn sessions in the month of such and such date range and give me the subtotal and you'll be able to also look at average orders and that sort of thing which we'll go over in another tutorial but that's why that choice field is important maybe you'll want to run a report later and sort and find out how many people were print clients how many were digital clients or do you have packages that include both print and digital again you can edit this information you can choose not to use it if you like let's go ahead and say that jane was a print client and her order is paid i haven't sent it to the lab yet again with these choices make them whatever you want but these are just things that i find helpful to sort my invoices by and to help keep me organized and for income account when i'm doing this for tax purposes to show my income this is order income if i was invoicing jane for a session fee i could do session fee income i like to know for my own purposes which is why i included these is the defaults what part of my income came from sessions what came from orders what other miscellaneous income did i have um and then other areas for your for tax purposes that you can enter um an invoice so to speak or a tax income record here so this is order income and let's say you can go as detailed as you want you can say you know ten five by sevens of these image numbers and then list you know what the image numbers are um you can add you know the price for those and it's going to total them up for you you can keep adding lines 3 16 by 20s and what the image number let's say black frame image number five nine and twelve and they cost 225 apiece whatever the case might be you can do you can keep entering you can enter it as one package it's not tracking specific products in this database so you can enter it however you like one big total or in detail you'll see automatically the summary row is giving you a sum of your total and it's also tracking your subtotal here if they had a discount let's say maybe they had a referral credit because i think in another tutorial jane actually does have a referral credit she has a fifty dollar credit we're gonna scroll down you can see in the total due it took off that fifty dollar credit already there's no cost for shipping the tax here is 6.75 it automatically pulled the tax for me and automatically gave me the new total so then um as another example that's you know order or a session fee or whatever you like you'd enter the same way let's say for some reason you have to give a refund you this is also your income tracking for taxes and your invoices income are the same thing let's say i had to give a refund to mike miller um maybe i don't know you you overcharged him or whatever the reason you enter your date uh the payment date it wouldn't necessarily be a payment type because um you're paying back to him but you could do um maybe you're crediting it back to his discover card and this was about a family session and they did prints and it's complete and let's say you need to refund for overcharging just making something up to show you a negative you would put in negative fifty dollars let's say it's going to be a fifty dollar refund um and it's an even fifty dollars if there was tax involved and you were also um refunding that it would add the tax to make it 5338 and then for accounting purposes you've got your refunds if you have any sales of assets or any interest income related to your business these are also used for reporting on the schedule c for when you turn in your taxes to the irs so just want to show you that option also and finally oh let me go back i'm sorry to expenses i wanted to also show you this printable invoice takes the same information let's go back to jane's invoice so you can see it's taking the same information from this enter invoice form but it's putting it in a prettier printable format you can unlock the form and change your company name to whatever you like then lock the form back and again same thing before you lock it back up put in your studio stuff once you do that one time it's done and it's saved we see that this was jane's order it's pulling if there was any shipping information this is a slim down version they don't need all that tracking information as the customer that you needed they can have the order number and the date what date they paid and how they paid what the order was if you scroll down it brings up their subtotal the discount all this information so if you want to print or even email a pdf you could do save as a pdf give it a name and it would save this as a pdf you could email it to them you could print it out but it's just like a nicer cleaner version to show the client there we go and finally expenses this is a great way um in another video i'll show you how to look at totals and expenses and not only evaluate your business but actually take these numbers and move them right to your schedule c come tax time so anytime you get a receipt in the earlier mileage tracking we said we went to target so let's use that as an example um target is our vendor and i have a problem at target i like to spend money there let's keep it we spent 250 and maybe there's some text and stuff involved so make it a number like that i need to choose which expense account it comes from now i can't tell you what to pick um i would ask your accountant how you choose your expense accounts but these are some pretty basic and common expense accounts that can be used um for me i know i went to target to buy props blankets whatever so i'm going to choose the props and backdrops as my expense account and maybe i want to remember like this is where i bought the green blanket and the bucket and a space heater that's just for my own reference and obviously save your receipts come tax time so every time you have a receipt you keep adding those up then when we go into another video uh learning how to handle these smart collections i'll be able to scroll through and take a look at oh props and backdrops well i just clicked on it you see this is included props and backdrops if i go to the table view i'll be able to go down to my summary row and find out the total amount that i spent for props and backdrops so again i'll go into that in detail in a later video but just to show you when you go to this form you have your receipt you enter the date who you bought it from what amount and then you choose which account again if you don't like the accounts i made go in and edit them delete them add to them change them make whatever notes you like and we'll be able to pull this information straight to that schedule c it's going to make tax time so much easier for you you're all set thanks