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Notion invoice template for Customer Support

[Music] the invoices and time sheet page allows you to record your time against particular clients so that you can build them for them so it depends on how you build your customers so it could be Project based and um it's just a fixed amount per month or it could be based on the work that you actually do so we have a mechanism for creating time sheets that you can then link into the invoice so in this instance we're looking at a time sheet now you could do it on a client level so you could go into the client and as you are working on that client's information you can create the time sheet there or I can create it from this point of view so let's first of all let's go in as a client should we so let's pick client a open up that page and let's record a time sheet so if I task a so you can put in the level of detail that you want now you can link it to a particular task if you wanted to this is just for information purposes it's not necessarily something that the client will see it's just maybe something that is appropriate for you to information for you to help you out the work time is the key thing that you want to be doing here so so you are recording the length of time that you have worked on the project so what you want to do is include an end date and a time um so you need to make sure that you click on these two items here so today is the 7th of November so we started there and let's say we started at 9 a.m. and I finished it at 3 PM right okay we've logged that I'm happy with that it will then automatically work out that six hours were worked on it at that point in time so from there we can do another day so throughout the month every time we work on something for that client we can link that in so by doing it from the client level you have that client automatically Linked In if I now go to the main invoices and time sheets page we will see that client's time sheet so we've got the one that we've just created I could create it here so work on task a again it's the same activity that I'm doing um but this time I can put in all of the information that I put in again this time I let's go back in time shall we um so let's say I did it yesterday and I worked I didn't start till 9:30 and I worked till 11 o' so we come out now it's calculated at at 1.5 hours so again we have now two records of us working for that client in that month so what we then want to do is link it to an invoice so we have a record here but we have no invoices so let's just create a new invoice so clients okay call it what you want whatever your naming convention would be and let's open it up so it's got information up here but we don't really want to worry about that and within here we have a template for creating the invoice now as with all things templated within otion it's best to make sure that this contains the information that you want prior to um starting creating it you want to do it once so actually if if I come out of there and go here well I want to edit it just show you what we've got so if we look there this is the invoice that we're looking at so you can put your details in there company names in there so what we want to do we would have updated this so that it was linked to an appropriate for the client in question so we have the client invoice here we now have one we've created the placeholder for the invoice so what we want to do is say actually these two time sheets are linked to that invoice so if you had multiple invoices that were available then it would they would appear in that list so now we can link it to client a separately um we can say when it's going to be do so it's going to get sent out on the 30th of November maybe this information come from the tasks that you linked in here all purely optional you don't need to put that level of detail all it needs to work out the information that goes on to the invoice is the work hours and then it's up to you how much information you actually create in your time sheet so because we've linked in those two work hours it's a total of 7.5 and we haven't got an hourly rate for that c so let's in this instance we should have filled in the hourly rate in the project so let's put that in there close that down and now it knows that the hourly rate is50 we've done 7.5 hours therefore the subtotal is 375 including tax and again you put in the calculation at this point Point edit property edit the formula and for the UK tax is 20% so you put in 02 but you change that to be the appropriate tax level for yourselves um and so it works out the total amount so that's what it would be there if we now open up this it's created an invoice page which if it's got the details that you set up in your template then it will already prepopulate it with the information for that client and it gives you the details and times from the time sheet of which you can then manually put into this breakdown and the reason why I say that is if let's open this up to a full page to ex the these are just PDF documents that I could be exporting out U so if we use a standard notion export it will export it to a PDF if I export this and it just has the time check details you will get everything in there and it's all unformatted and it's pretty awful to be honest so what I have is a simplified version and you can then make sure that you are including the information that you want in your invoice and not everything else so you can put all of that detail in and delete this record here so this is for reference but you need to make sure that you delete it before you export it or you could just take this information and put it in another templated form and you can then monitor the progress so you know when it's waiting you know when it's due and you can follow it through from there once these time sheets have been added to an invoice and it's been paid you can then archive them off so that you're only ever looking at current time sheets so you're not having a constant list if you do something by mistake then you can bring them all back again and that is invoices and time [Music] sheets