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Nanny invoice template for Production

hi everyone it's rainie from oh so simply and today i'm doing a video that was actually requested by um one of my pinterest followers named emily um so she wanted to know what my invoice process actually looks like in real life so sorry emily ironically enough i am not i don't have any actual invoices right now um sorry you may hear my bunny in the background moving because his cage is right by me anyways um so because of covid i'm not actually currently working in any houses with families i've been working virtually and i've been more of a resource for the moms that i used to work with as a nanny i've just been giving them boredom buster ideas and homeschooling ideas which in my last video i talked all about homeschooling and using essential oils to help kids segment their days and make things a little more scheduled and structured for them but anyways so i've been doing stuff like that but i figured you want to know so you must be still working which is great um with families so yeah i am going to have both screens today flipping back and forth between seeing my actual paper so another thing is is that i do have the nanny binder that i usually use when i'm working with multiple families um recently i had only been working with one family and i am also an avid bullet journaler so i had actually just been bullet journaling um and putting my invoice pages directly into my bullet journal and then at the end of the week using that to do my online invoicing process which i'm going to show you guys today um but we do have the invoice pages um the nanny binder is up on etsy and in patreon and we also sorry he is like he was just sleeping a second ago and then i started this video and now he's like wanting to play anyways um so the pages are also in sections on etsy so you don't have to buy the entire nanny binder at one time um but you can just get the invoicing pages if you like the way that these ones look okay let's start so to fill out your invoice i'm going to use this kind of brightly colored pen and also um yeah we'll see how this goes this is also my first time using two cameras at the same time that i set up and i'm talking like i'm doing this for the first time by myself so just be easy on me okay there are two ways to do invoicing um you can have the paper invoice as a reference just for yourself or you can give them this paper invoice and just take a picture with your phone as a reference for yourself whichever way they prefer is honestly the way i do it um for the ease of me and the last family i worked with um i just used this as my own reference and then i would send them an invoice virtually so i'll show you how i do that process but if you just want to hand them this sheet of paper after taking a picture of it um because you do need at least a picture of it for your own records if not a photocopy if you want to just give this to them then you can go ahead and stop the video after that point but if you would like to virtually send it i use a website called wave.com or wave invoicing and it is actually free and it's super easy to use um but i still do actually write this at the end of every day just for my own reference so that i don't forget anything important okay so to start we write our name and you want to make sure that this is your legal name um this needs to be the name that you use at your bank oops so if you so if you use a nickname like rainey um then you need to put your legal name so that it is payable to that person um and then the bill goes to the family's name and this is going to be the legal name of whoever is paying your um invoices so that's either the mom or the dad whatever then the invoice number so it's my first day or my first week working with this family i do zero zero one it's something i picked up for my husband i used to just do number one but you know i don't know where he got it from but anyways that's what we do um but you can put whatever number you want there really it's just so that you can reference what is on this invoice later datum invoice is gonna be the day that you give them the invoice so it'll be the last day of the week uh that you're working so today is friday i'm actually filming this today that you guys will see it um because i'm super procrastinating today or this whole week i was really procrastinating but anyways so today is the second i think yeah it's the second and you can write that however you want so then in here you'll have the dates that you worked and you'll fill this out as you go so every day after work let's say i worked okay so let's say i worked the last four days including today so i'm gonna fill this out and then hand it to them at the end of my shift today um so you fill this out as you go because at the end of every workday it's super easy to fill this out and then that way you don't forget if there's any expenses that you need to reference so my service is child care for all of these and sometimes the reason i have this here is because sometimes i also do organization work and i won't necessarily be doing that on a day that i would typically nanny so for example before i had a family that i did organizational work for and on one of her days off i would come and i would reorganize so we were doing the garage which was a big project but because i didn't want to be watching kids and doing it at the same time um and we had talked about a different rate for that and everything so that's why these are different so you could put kind of whatever you need to put here and then assuming most of these will be child care you might not even feel obligated to fill this out for the sake of ease i'm going to use some rounded numbers so let's say i do five hour days there and i did a two hour day of organizing um let me make sure you guys can see this i tried to pick a light-ish pin but it's not actually as light as i thought it was but it's an also simply color and then we'll do the rate so once again for ease i'm going to say that we did twenty dollars for that and we did thirty dollars for that so then expenses so maybe one of these days i took the kids out and we went to the zoo and it cost 35 to get in um for all three of us sweet okay so then you do the amounts at the end so it looks like i made 100 bucks that day made 60 bucks this day made a hundred but then i'm also getting back my 35 because they're going to compensate for that and so expenses that they're not comping for you can put on here like for example this day maybe i brought over some craft supplies that i bought myself and i wasn't going to ask them to comp it because i want to reuse them later like maybe i bought some new markers or something um so in here i would just put um like a little note for myself so like me i'm going to pay for that and this is because i would only put this note in here only put this note in here if you're not giving them this paper if you're giving them this paper do not put anything else on here they do not need to know any information like this but if it's just for your reference which this one is for me um then you put this information here because then later um i can make sure to save that receipt and staple it to this invoice and boom there you go like now i can count my business expenses at the end for my taxes um but i also wanted to mention really quick that this is for people who are self-employed so this is for self-employed nannies if you are a w-2 nanny if you're a household employee where the parent is taking taxes out for you they are the ones that need to deal with invoicing you don't you don't have to care at all about your invoices because they will actually be just sending you money and you just make sure that it's the right amount if that makes sense so i don't know what that was but anyways um so you don't actually have to worry about this if you are a w-2 nanny just so you don't actually have to worry about this if you are w2 nanny um your nanny family should be giving you the money that they're going to give you and they'll take out your taxes and at the end of the year you just file your w2 but if you're a self-employed nanny um which is possible then this is what you would do you need to keep track of all of your own business expenses so moving on we have down here the total amount due so that's one two three hundred thirty oops that's 3 95. yes i usually do check this with a calculator and man those numbers look really bad um and then payment due by this is important um if you expect to get paid the same day then cool put that date in but if you're going to give them like a week to pay you then you need to write that in so let's give them a week to pay me so they'll pay me next friday um which you know whatever you can put literally whatever you want sometimes i just put upon receipt that's another thing i'll write in here um because then like i just scratched that outfit like upon receipt anyways you also do want to use i'm using this so that you guys can see this color but you do actually want to use like professional like black and um the nanny binder pages come in black and white but they also do come in pink which is fun color um anyways and then down here are notes so anything like um i would put the 35 dollars is for the zoo admission or something like that like just a little note and um if you're expecting them to comp you the 35 dollars for the zoo admission admission then you do need to attach a receipt or be willing to send them a picture of their seat um yeah so that's it and then you would literally just hand this to them and move on with your life if that's what you want to do if you want to do um something a little different then i will change this whole camera situation around and i will show you what that will look like okay so new camera situation um so i'm going to have a screen recording of me working on my tablet doing this um with wave and voice wave invoicing um so yeah let's start okay so you're gonna go to your app store and in your app store and you can also just look this up like on um your computer like a web browser but you can go to your app store and get wave invoicing is what it's called go ahead and that then we'll wait while it installs um in the meanwhile so i do send invoicing through wave invoicing and then i receive payment through cash up cash up is free it doesn't charge me anything um extra like any fees or anything like that so if you want so if you want to use cash app as well um it direct deposits right into my bank account and i don't have to wait really long for it um then you can use the link down below my cash app link and we will both when you sign up we'll both get i think five dollars um so yeah that would be cool to use that but yeah that's how i like to get paid so we'll sign up okay so we'll just sign up like that yeah so use whatever email address that you use for work is my personal opinion because they will see what email address it comes from okay so then you just have your invoices you have unpaid you have the draft and you have all of your invoices all together so we'll just create a new invoice right there invoice date october 2nd um as you can see up here i did actually use this account um it's my actual account so this is the last baby that i had um that was gonna be invoice number 28 but um you can change it to whatever you want and so i do say i do suggest that you put like the kids name in here just so that when you're looking at your invoicing you see who it's for so it helps you organize your invoices a little bit better we'll go to payment on receipt we will add a customer and so this is one of those things um that you can you'll add their parents email address so i'm just using my husband's assembly email address but you'll use your their parents email address here and you will add them there and you can import it from your contacts if you have that information okay and then you'll add an item which i already have under here some different um things but you'll add an item whatever that item looks like for you so you can put in child care and then when you put in child care the first time whatever price you set oops not 200 an hour that'd be crazy um well not crazy but dream come true anyways when you set your price um in here for the first time you it'll be an item later so you'll just be able to like add child care for this many hours add child care for this many hours and it'll automatically tally all of your invoicing for you so um your quantity is going to be your amount of hours so for my paper earlier i did five hours and we're not going to do a tax so i'm done so then i would just add it again i would put in the quantity um and i would just keep doing that um in here so yeah you just keep adding it up and then you come down here you can accept credit cards or accept whatever you want um but i don't she just would know to pay me through cash up after she received this in her email but then she also now has a copy of the invoice um and so i will say that i usually use the paper but i'm a journaler by nature um so i write everything down like that but if at the end of your day you just pull out your phone and put what you did for work in an invoice draft in ways uh in wave invoicing then you can just at the end of the week send it and you guys will both have copies of the invoice so you won't actually need a paper um if you don't want to use it and then again for notes we could do a zoo admission was 35 bucks because then for that i would add i would add a item called reimbursement 181 35 so that way now the bottom she knows what that's for because these are notes that they can see but she just sees the word reimbursement because then i can use that reimbursement time and time again if i need to so it'll show you what it's what it looks like it says from me to um and yeah invoice number one from oso simply um because this is set up for my business but it would say from your name and there you go and you can send yourself a copy um and you can attach an invoice pdf to the email as well um or as a attachment so that they can have a pdf instead of it just popping up in their email um but i'm not worried about that so we'll just go ahead and send it and there we go so it now says unpaid so you'll also see in wave invoicing when there's an overdue payment or an overdue invoice um that'll come up so then you can remind them or whatever but i will say if you're not getting paid through a credit card through wave invoicing itself um you do have to manually put in when you get paid which for me isn't a big deal because it literally looks like this edit record payment a manual payment method other account so it also shows in the method it also gives you the option for paypal um so you can say that it's paypal even though it's cash app or you can just put other which is what i usually do and then you do i always put cash on hand from the account um but i think yeah shareholder loan so i always put cash on hand for that for when they pay me and then yeah and then you submit it boom and you can send them a receipt telling them that you've got their um that you've received their payment um i typically don't do that unless they request one just because it gets kind of annoying like it clutters their email but otherwise dismiss that and boom there you go now it'll show up not an unpaid but in all yeah so now it'll show up there so that is how i do my invoicing literally those are the things that i use yeah so if you want to go ahead and use cash up use my code down below to sign up for cash up and that way we both get five dollars because that'd be cool um and if you need the invoicing sheets they are up for sale on etsy and wave invoicing is free so i hope this helped you guys and um sorry i kind of look a little like a bum today um i was super cozy i don't know where you guys are at but it is the first real day of fall here um in washington it is a crisp air there was fog outside it's so quiet so i woke up early of course um not on purpose but um and i've been having tea and just being extra cozy so i hope you guys are enjoying this cooler weather and staying inside and being safe but until then enjoy your weekend lounge around i'm gonna also probably play some video games this weekend with my husband so have fun and we'll see you next week you