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Notion invoice template for non-profit organizations

hello there so I'm Christy coo I have been a freelancer since late 2018 now so we're coming up to like four years or so my work is very multi-disciplinary but I mostly work as a writer I'm predominantly known as a poet and spoken word artist I also do performing I do Workshop facilitation I do photography I just kind of appear when summoned and someone needs creative work essentially over the years I've been asked many many many many many times how on Earth do you do your taxes because I am truly a Capricorn in the deepest level I've decided to make a notion template it's all on how to do your taxes as a creative freelancer so it's full of guides and to walk you through the process I try to make it as simple as possible for you to understand I've also included also templates invoice templates invoice tracker templates expensive tracker templates template template template template template the word has lost meaning anyway and it is free it is a completely free resource for you to have if you're like sold Bingo Flamingo just click the link in the description and just go have at it have at it it is a pay what you can system so if you can and you want to please do drop me a little a little a little crumb a crumb a monetary appreciation during this cold winter thanks to this Tory government anyway for those of you who want to stick around and see like a full walkthrough welcome I'm going to take you through it you might be asking what is notion so the best way for me to describe it is imagine if all of Google Drive and Google workspace kind of met Trello that kind of like task board thingy where you can like move all the items along I don't think I'm making sense I'll put some kind of like image description in the video so Google Drive Trello and your notes app they all came together and they like made they fused um and took the best of each other and made something it would be notion it is by far my favorite and the best work space digital workspace thingy I've ever used it's so good it's also very clean and like minimalistic and makes me feel like a proper a proper like creative freelance professional when I use this we're not sponsored by notion but if you're watching hello email in the description please contact me right so let's walk through we're now cut to like this kind of like gaming setup where you have my face in a little corner and you have a screen recording and voice recording by the way this is my microphone this is just so you can like hear me clearly this is the home page this is how to do your taxes as a freelancer um this is a little note to say when it was last updated I'll update it and revise it annually because like rates and numbers change on a year basis important note this is for people who are based in the UK who have a UK citizenship um if you are from abroad I can't help you I'm sorry it falls beyond my area of expertise so I don't know is the answer however if you go on like the dot gov website they have a lot of resources on how to do your taxes if you're American and watching this I'm really sorry because the more I learn about your tax system the more I get why a lot of Americans hate taxes why don't they just make it easier for them also important to know I am not a financial expert I am not a financial expert please limit the questions you ask me because if it's not in this if it's not in this notion guide I probably don't know the answer this is simply the sum total of all my knowledge compiled over several years just in one place so next person you asked me like Christy how do I do my taxes I can just send them this and it should should answer all the questions anyway right so we first have a little friendly night please don't duplicate it and steal it because I will be sad there's a little hello toggle so that just introduces myself a link to my website uh telling notion users how to use it so if you're on Ocean you can just sit straight up duplicate it which is here and then you sh it should duplicate the entire thing so then you can like keep hold of it and use it as you wish or you can just duplicate the templates that are useful to you for people who aren't on notion they can bookmark it they can save a link they can do whatever they wish uh and come back to it whenever they want this is the contents so we have an introduction the who what why when of taxes how to do them so I try my best to walk you through it and then all the record keeping templates so this is a toggle we'll go down invoice template invoice tracker expenses tracker and then we have other resources for further readings if you do so require this is your to-do list so as you're going through they should like oh I need to do XYZ you can make a note and be like that was a weird noise I apologize this is my little Kofi uh panel so if you wish to drop me a tip please do if not it's calm now mostly because um there was a blank space here I was like why don't I just make a Spotify playlist and embed it into this so we have a doing your taxes playlist and it's songs that are kind of about money uh to motivate you to do your taxes or at least keep you upbeat during this very tedious admin task if you have song suggestions please let me know please write them in the comments and I will probably add them to the playlist we also have my social media links I am at Google Doodles on everything if you want to give me a follow I need to add my YouTube on here actually a work is never done this whole project on how to do your tactics originally was commissioned by care to culture which is a charity my friend setup it aims to help children and young people who have lived in the care system or are currently living in the care system and it aim to give them the resources and knowledge and just Empower them to seek a career in the Arts and Cultural spaces or just access the Arts and Cultural spaces because it should be open to everyone so with thanks to cared culture especially bashiba Batiste for commissioning me to write this it wasn't article at first but I feel like this is a bit more accessible now and my wonderful proofreaders John D Barker Lizzie Reed and Finch Soul looked over this and gave me very crucial feedback and spotted stuff so thank you very much if you have any feedback or questions or you support any errors on the page I have a Google form built here so just click on it and um fill out the form so when you click the Google form it will take you to a new tab it is very very simple just throw in your email that's so I can like respond to you to let you know things have been fixed or if you had any like specific questions and somehow it's within my realm of knowledge and I can help you and then let me know anything you want to say it's great yay and then you can toggle this to send a copy of your response if you want to know what you sent to me otherwise just submit and I will receive it back to the home page so notion only we use it on mobile you can't really it's not really a back button you can just flip back to so you'll have to kind of navigate it by like the top bit if let me try and see what I mean so you see this section hopefully you can see my Mouse um you'll have to like go back and forth via these kind of tabs rather than hitting the back button on the forward button um I got anything to fix that so I apologize um but please take your complaints to notion and not me right so introduction the bear the bare minimum when you do your taxes as a sole Trader freelancer keep track of what came in keep track of the costs that is literally it that is literally it I think when you earn above like a certain point when you're quite a high earner that's when it gets a bit more complicated but to be honest at that point just hire an accountant don't be coming to some random girl you found on YouTube you know what I mean you know what I mean um and you can also just use the form if you just follow the form on the government website it'll just take you through it um the governments have been taking taxes for a long time so they have resources so we have the contents page of the introduction so you can just kind of look through here and then select any of the questions that are particularly relevant to you and it will provide you the information so for example you like to do I need to register as a freelancer click on that it'll pop up and then I'll give you the information you need you've got registered sole Trader the links some explanation answers to your questions pick up all the photographers on unsplash thank you for the beautiful stock images a common question is if I have a day job and I'm freelance what happens you literally just register as a sole Trader and they'll ask if you're on a paye system as well which is like when you're employing you receive a plate when you receive a payslip um just hit yes and then hmrc will work out for you it's all fine um taxes always like feel very scary and confusing but actually it's like way simpler in terms of when do I pay taxes um so the financial year runs from April to April not January to January and you pay for the year that's gone the one that we're currently in so if you are watching this as of 9th of December 2022 you are paying for 6th of April 2021 to 5 for April 2022. anything passed out next year's problem it's fine forget about it um your freelance taxes they are due on the 31st of January 2023 as of this whenever you're watching this basically from April onwards you can start filing your taxes you're never too early to file them essentially and we have sources so you know I'm not just pulling information out my ass back to the home page so you're now informed you're enlightened you know how to do things how do you actually do them is the question so how do I set my account how to actually fill it out a cash basis system which is a system I use which again is essentially just um adding up all your business income take off your allowable expenses that's it I've included a YouTube video to explain it and also a link I've got how to fill out your turn section income section expenses section and tips and other information a lot of people tend to have expenses questions like what is an expense and I've done my best to explain it I've got like what can I expense so I've got the official hmrc definition and I've also got things that you can't expense that's from what I've learned over the years what other Freelancers and those in the business have told me we've got tips and other information to help you keep track of your expenses and your incomes important note Charity donations are tax deductible so if you donate to charity keep track of all those receipts so they don't count as an expense by putting an expense section purely because it's an outgoing thing and I felt that one might be easier for you to juggle in your head I'll keep updating it so if I keep learning like all this thing is actually an expense I'll include it for those that know expenses are basically just costs you used to fund your business for example I use in the guide is that if you ran an Etsy store selling handmade jewelry your expenses will be the materials used to make your jewelry the website costs if Etsy have a membership course whatever that might be the tools you use to make it uh Instagram marketing ads any props take the product shots the camera you use to take product shots um stuff like that I'm filming this as the sun sets by the way and it's literally like 3 P.M in the UK um we just don't have daylight here apparently I assume you can see me okay if not good luck to editing me next section on the contents we have the record keeping templates so we have your invoice template some people don't know how to issue templates which is fine we all learn I have templates for you so you can simply click on it and download it so I've made a pdf version you can take it copy and paste it and then as you need also if you have Adobe Acrobat or the PDF editor or whatever you can edit it directly and then issue all your invoices like that I also have a word version so if you want to download that and amend it that should be fine you should also be able to when you get the word doc version to just export it into whatever version you need I'm gonna walk you through the invoice PDF so it's fully customizable as you need in here if you have a logo slap it on if not it's fine your name your phone your email your utr code that is a code you'll get once you register um as a freelancer it will be issued to you uh if you're like what's that I've already registered what is that um it's in your account so just have a look there you'll be fine and then you should write to the business name and the business address it's quite important to number all your invoices for your own personal record keeping also for the company's record keeping so when you're like oh what happened to invoice005 they'll be like I know what invoice you're talking about it's especially important if you're working with the same company multiple times and you're issuing multiple invoices to them that when they can keep track of like which invoice you meant so my template for invoice numbers is in001 and the zero zeros are the number of invoices I've sent so if this is your first ever invoice it'll be in001 that you've issued um if this is your 200th invoice and you've issued it will be in 200 make sure you put down the date you issued it so the date you sent it out to them because invoices should be paid within 30 days ing to UK law wherever they actually do it is another question but we'll come back to it another time payee is you so your legal name and your address you are the payee your details your bank your sort code your account number all that stuff and then you fill out the service or you did any further details that they might need any reference codes um dates you did the work so on and so forth because the person you've been communicating with in the company might not be the same one that's issuing the invoice it might be in their Finance team so you want to make it easy for the finance and be like oh I know what project you're on about slap down the cost sat down the total and then this is the kind of small print that I use on all my invoices and you can just use it word for word hello editing Christy here um I did originally go through the small print and attempted to give you an example but it turns out my maths was incorrect um but essentially the small print is important because if they are late paying you you're entitled to like late fees and the longer they don't pay you the more money you'll get and companies can't contract out of it so they can't be like you can't claim any late fees um even if you read the contract and you signed it with that clause in it's it doesn't work it doesn't it holds no power you have you have more power you have the trump card um and they will have to pay the late fee no matter what they put in that contract so that's how you issue an invoice so when you do some work send that out get your money this is your invoice tracker I've made this for both notion and non-notion users so for financial users you can duplicate it and just use it directly and delete any bits that you don't want non-notion users this link will take you to a Google Sheets version that you can download duplicate and then use as you wish for other folks you can straight up just download it onto your computers so here you will just fill out the invoices you tracked the invoice number the company name the project details the amount you sent the date you sent it out hit yes or no for whether or not it's paid and then you can upload a copy of your invoice here so you can just kind of like whack it back out whenever you need to you can continuously use this indefinitely I hope so when the end of the tax year runs out you can simply hit this button and then it will give you a whole new year for you so I've already pre-filled out next year's this is expensive tracker so for notion users you can duplicate it and use it directly for non-notion uses you can click the link below for a Google Sheets version which is here um you should be able to just copy that straight up and you can also download it got a bit dark so I've just turned on my desk light and I don't know if I look horrendous uh same as the invoice tracker you can just hit that for a new text here and this is expenses tracker so your item any details the amount that you purchased it and any receipts or evidence please do keep track of your receipts or evidence it is quite unlikely that you'll be audited so that's when the tax folks are like AO show us evidence please we're just double checking and you've got to be like Haha I've got everything you can't catch me please do keep your evidence indefinitely because you could be audited for any year at any time just FYI and last four we have other resources so the full playlist of videos from hmrc on self-employed tax hmrc all the folks that will collect the tax that should give you all the information and then articles from hmrc on how to set up a self-employed in the first place and that should be all the information you know so I hope this makes doing your taxes less terrifying um I've got the system set up for you I've got guides set up for you and as I said before this is free please just take it please use it please just send it around to all your friends and all your colleagues include it in your own email newsletters post on social media whatever um if you can pay if you can drop in it or something this is the Kofi page you can drop me two quid or more uh to use this resource um you can also just go directly on my Kofi to drop your appreciation thank you all very much for watching I hope this was useful let me know in the comments and I will see you next time now I have to actually do my own taxes that's fun good luck and goodbye