Create Your Musician Invoice Template for Procurement

Musician invoice template for Procurement

hey teachers it's emily from feeli music and the tutorial today is about invoicing how to submit a document that allows feely music to pay you and purpose of this video is to communicate how to make this process efficient for yourself and for the office and also gives you an inside scoop on things that the office is concerned for and that'll help give some context i think to help you understand how to do your invoices in a way that's accurate and again time efficient for you so without further ado i'll show you how to access the invoicing template you can go the invoicing channel and then click invoicing oops sorry not invoicing you can click the pinned when you're in the pin you'll see there's a post that provides the templates for the invoices so this one's a pdf this one is in excel and i'm going to go ahead and work with the pdf because that's what i prefer and so fingers crossed um i just googled free pdf editor i came across adobe.com i don't actually have a pdf editor so if you're in this same boat as me let's give it a try together okay i guess i'll continue with google i tried a really cool one this morning and it did not make me sign up anything and it was called editpdf.com maybe i'd recognize recommend that one a little bit better for a little bit more but let's work with this guy okay so skip to her so now let's do the step of completing your invoice and what feeling music is concerned for is all the fields being accurate so i'll tell you a little bit more about that now so i'll go over all the fields you've got date employee name invoice pay period agendas quantity got the name of student lesson dates total hours and then the subtotal is down here now i know i went through that fast so the important thing to take away here is that all of these fields have to be perfect they have to and the reason for this is the cra government is able to call feeling music at any time and ask for proof of um conducting business essentially therefore all of our documentation has to be 100 accurate to what is expressed in your online schedule so we can say yeah cra like these buddies worked what they said they worked so it does make a difference if the employee name is wrong or the date is wrong and if you have submitted invoices before you'll be aware that denise sometimes might need to follow up and ask you for clarity on some of the inaccuracies so my first takeaways are your first takeaways all these fields have to be accurate we'll do it together but that it is really important we can't accept invoices that are wrong so you have to go somewhere at this point to understand what schedule you had and what you actually taught so i'm going to log into wellness living because that's the schedule that we'll be referencing and since i'm completing a pdf i'm going to actually split the screen you might find that helpful too just filtering for myself here making sure i only see my schedule okay so the case scenario today is we're going to be working with the month of july or sorry the month of june and we're going to be completing the invoice for june so you can submit invoices for the month after you have finished teaching so for example i'm currently in the month of july and i'm able to complete and submit the june invoice because i'm in july you cannot submit an invoice before it's actually complete okay so as i said this is a new program to me but so the date today is july 26 2021 and i'll go through and i'll fill this whole form out and we'll do it together employee name is emily bailey invoice pay period just is fancy terminology to say what month is this for so it's for june of 2021. if they're not a lineup that's perfect or that's okay okay so agenda quantity on hand i've got none if you had some agendas you put it there sorry everybody i probably should have tested this program first there we go small little bloop back at it okay so you got zero agendas on hand and you sold no agendas so now we'll go down to the next part which is the name of the student so what you're going to capture here is what lessons you taught so first you're going to open each lesson that you taught and look for the name of this person who had the lesson so in this case it's a darren woolsey so this name has to be 100 accurate everything i'm doing has to be 100 accurate so now i'm capturing the lesson date so i had lessons with aaron on the 8th so june june 8th and then this is darren okay darren's also on the 14th awesome so total hours for darren's lessons half an hour plus half an hour is one hour okay so i've grabbed all the information i need off wellness living so i'm gonna continue this invoice cool i've got the date correct i've got the name correct i've got the pay period correct i've got these squared blue boxes it's just this program everybody agendas on hand are zero name of the student i taught lesson dates i taught total hours worked good other items are if you purchase a new hoodie or shirt and you want to put that down there that helps denise know to take a total off your invoice other items if you have any questions uh subtotals of agenda less in total so you know that you work one hour and for every one hour that you work you get 36 bucks so here you can actually cross that out and we're going to put 36 bucks here we can figure out how okay whoops okay total hours is one total owed 36. go back just slash these things there we go all right so now let's do a whole read-through of the invoice and this is what you would be expected to do as well they would check july 26th emily gilly june 2021 agendas on hand are nothing i had my one student darren woolsey spelled his name right yeah both are for him the 8th and the 14th and the total hours was 1 and then down here 36 1 and 36. okay so let's go ahead and download this okay so i'm having an issue downloading but that's okay because um i can show example to what happens you download this and then you come back into the invoicing and what you would do is you click the attach file upload from your computer downloads and your invoice would appear here so what you need to do just one more step instead of your name feely put your name actually so my name is emily and put them up you can press open up and that'll allow you to upload it here and from there denise okay so now you've just completed your invoice i feel like i double checked it it's all good i'm excited to get paid now let's take the perspective of denise so denise comes in here and what she does is she adds a reaction to let you know oh yeah i saw that she'll download your invoice and she looks at your and says is it 100 accurate now let's say so this is what your invoice would look like you've got july 26 emily um you got the dates there right so this however agenda's on hand is 500 and you couldn't possibly have that so that's an inaccuracy on your invoice which is no fun because what denise needs to do now is remember what i said in the beginning about how the cra needs this document 100 accurate i mean like 100 accurate so what she's going to do is she's going to open flag send you a direct message and tell you something like hey you messed up here hey i need this corrected and you'll have to go through the whole process of editing editing your pdf again to make it accurate so yes that means that if this lesson you actually put the wrong person's name or you spell it wrong so here's the tldr you're going to help yourself if you look at your invoice and make sure that it's 100 accurate because you cannot pay anything that's not 100 accurate and we all know that like i can assume that you're very interested in getting paid like what's something that a lot of people look forward to maybe being like a homeowner you know your payment we care for that too we want you to be paid and we also are concerned for your time it's not very fun for you or denise if you have to go back and forth a bunch of times because you have the wrong pay period or 2020. so we're almost done the video a few takeaway tips you might want to consider making the invoice custom every time so that you're forced to do these fields and therefore make sure that they're accurate i see we see a lot of reoccurring things that are wrong like even just the months so that's one thing you might want to consider and second of all just doing that double check with the shared screen i find that is really helpful after you have um your invoice has been processed you'll receive an ea transfer so you can submit your invoice anywhere between the first and the fourth of the month after um for the month and the invoice you would be submitting is for the month that was prior and payment is issued between the fifth and the seventh okay well thanks for bearing with me as i jump through a couple of screens um invoicing is definitely something that takes time um but i hope that this has helped you make sure make become informed of how to make the process quicker for yourself and a tldr get excited because this is one of the features that we're going to be improving when there's new software and so i don't know if you'll ever be filling out invoices quite like this when we when we're ready to use the new software so something to look forward to okay maybe i'll leave you a little smile face there okay have a great day everyone