Transform Your Workflow with a Paid Invoice Template for Planning

Paid invoice template for Planning

in today's video i'm going to show you  how to get your clients to pay you on time   every single time using dubsado welcome back  to my youtube channel if you're new around here   hello my name is rae i'm the creator of  productive co i help service-based business   owners with their systems and automation  and i'm also a certified dubsado specialist   in today's video we're talking about payment plans  payment plans go on invoices to create a due date   or several due dates for that invoice and this  is very important to have so that you get paid   on time now before we dive in i just want to let  you know that if you need more help with dubsado   after this tutorial i have a ton of free and  paid resources available on my website that   i'll link to down below this video and if  you are interested in this type of content   make sure you hit that like button down below so i  know to make more content like this okay now let's   take a look at this sample invoice here so i can  ex visually explain to you what a payment plan is   so whenever you create an invoice  in dubsado you're going to have   a logo at the top and then you can show who  it's going to and who it's from so that would be   your client and then it's from your business and  just below that you're going to start having the   line items on the invoice in dubsado these are  called packages so you can add one package to   an invoice or you can add multiple packages to  an invoice you have a lot of flexibility there   on this invoice we just have one line item and  it's called a photography package and it's for   one thousand dollars now just below that is where  you can add a payment plan now by default there's   not going to be any due date on any invoice you  create so you'll want to make sure that you have   it set up so that the invoices you create  have a payment plan attached to them okay so   on this payment plan here we're we have three  different installments for this one invoice so   it's going to take this thousand dollar package  and break it down into three almost even in   installments now payment plans work even if you  want the entire invoice paid in one payment so you   can have a payment plan that just has one due date  and again i really want you to make sure that you   include a payment plan on every single invoice you  send out that way you'll get paid on time because   if there's no due date on an invoice then the  client isn't liable to pay you by a certain time   okay so let me take you into dubsado's back  end so that you can learn how to set these up   so in dubsado you can create a template library  where you can house a bunch of different templates   and then that way whenever you go to create a new  invoice or send a form to a client you don't have   to create those things from scratch you can  just make copies from your template library   so in this templates area  here there's a section called   payment plans this is where you're going to set  up your payment plan templates and you can create   a new template by selecting the button on the  upper right corner that says create new template   in this tutorial i'm going to call  this 50 50 to indicate that there's   two installments and each require 50 of the  invoice total now after you're done naming your in   your payment plan template you can begin adding  the installments by selecting add installment   then you'll click on where it says tvd select  due date this will allow you to set the due date   for the first installment so you have a couple  of different options here you can set a relative   due date which is what you're going to choose  most of the time when you're creating a template   what a relative due date does is it readjusts the  due date based on a specific condition you set so   if you were to set out send out three different  invoices at different points in time the due date   would automatically recalibrate based on the  condition you set whereas a fixed due date is   a calendar due date such as january 1st and that  means those three invoices you send out would all   have an an installment to do on january 1st even  if you send out the invoice in february or march   so that's why i say you'll probably use a relative  due date most of the time when you're creating a   template now in this case let's say i want to  make the first payment due seven days before the   start date of the project um this means that  whatever date i set for the project to start   it's going to change the first installment to be  due based on that date now if i choose a put up um   if i choose seven days after payment  plan applied to the invoice this means   that whenever the invoice is created the first  installment is going to be due seven days later   that's a really handy one to use it's probably  the option i use most often now the third option   here is called tbd you're probably not going to do  this on the first installment if your payment plan   has multiple installments um the tbd stands for to  be determined so this is really helpful for people   who have businesses where they need to charge  clients a second third or fourth installment   but it's based on when a certain  milestone is reached and not based on a   set date like a calendar date um so instead of  telling your clients that they need to pay you   three weeks from the start date you say well  after you've reached this certain milestone   like you've approved a certain number of proofs  uh or whatever that's when i'm gonna go back in   and set a hard due date for this so this is  really just a placeholder for your clients to know   that they're gonna have a second or third  installment at some point but for right now   you don't know the due date the second choice  you'll need to make is how much you want due   for this particular installment if you select  divide equally and then add another installment   dubsado will automatically calculate how much  each stallman is installment is going to be for   based on the total of the invoice so if a client  chooses a package that's three thousand dollars   abdubsado will automatically calculate that into  two 1500 payments but if the client chooses a   package that's a thousand dollars dubsado will  automatically recalculate it so that each payment   is five hundred dollars so dubsado will calculate  it for you now if you choose a percentage   what this does is it tells diphthoto that you want  the first or this particular installment to charge   a certain percentage of the invoice total so it  could be 30 or 25 this is really helpful if you   want to charge different percentages for each  installment and then the last option is fixed   this is going to be a set number so if you put  that you want 1 000 paid for the first installment   dubsado is going to require that 1 000 be paid for  the first installment whether the invoice is two   thousand dollars or ten thousand dollars so it's  it sets a fixed number for it now this next part   is one of my favorite features within dubsado it's  it's quite simple but it's so powerful and this is   where you can add payment reminders so when you  add a due date to an invoice the due date just   lives on the invoice and the client can look at  it and then they can walk away and forget that   the payment was was due and now if they go overdue  it the invoice will just read that it's overdue   but if you add reminders dubsado will send  them email reminders for each installment   until they pay that installment so you can  select add reminder and say that you want   this reminder to go out they let's say five  days before the due date of this installment   and you can choose the time that you want it  to go out if if you want it to go out during   say business hours and then you can choose the  email that you want to go out as the reminder   now dubsado has a default payment reminder email  you can just leave it at that that's very simple   but if you want to write a custom payment reminder  email you can select write new email and then just   follow the prompts um once you're done with that  you'll hit apply now this will have one reminder   for this installment i generally like to add  three reminders per installment so i would just   duplicate this again and maybe make  this three days before the due date   and then one day before the due date okay so  this is now one installment in my payment plan   now let's just say i want to save time i can come  up here to where the ellipses icon is at the top   of this installment and then just duplicate it  and then now on the second installment i'm just   going to change a couple of things so i need to  change the due date so that the two installments   aren't due on the same date so i'll just say make  this do 21 days after it's been applied to the   invoice so the first payment will be due seven  days after it's been applied to the invoice and   then the second installment will be due 21 days  and then we're choosing the percentage of 50.   oops i actually need to go back and make sure  my first installment is 50 or divide equally and then i've got my reminders here so now  all of these reminders are built in so let   me just go back in here and change this  to divide equally and then now i have two   equal payments you can see that listed here okay  great so that is how you set up a payment plan   template so now that you know how to set up a  payment plan template let's talk about using   these on invoices in demsata there's actually i'm  going to say three different ways you can do this   one you can have a workflow automation create the  invoice and then apply the payment plan template   to that invoice the second option is in regards  to proposals there you can choose what payment   plan you want attached to the invoice so in order  to do this you're going to go down to templates   forms and then under the proposal area select  the proposal you want to add the payment plan to   and then go to the settings area you can choose  which payment plan you would like to attach to   the proposal now the last way is when you need  to manually create an invoice so let's say that   you have a client that's come to you for a one-off  project and now you need to invoice them for this   special thing that you're doing for them you can  go into the projects area locate their project   in dubsado and then go to the invoices tab from  here you can start building out a new invoice so   right here up on the right side you can select  packages these are your package templates so   these are templates that you can add to this  invoice if you don't want to do that and you   want to create something custom for them you can  just go to new line item and then fill it out   once you're done adding the line items now it's  time to add the payment plan so down here you can   choose from a payment plan template where this  drop down is or you can create a custom payment   plan for this invoice here but i like to save time  so i try to use templates as much as possible so   i'm going to select that 50 50 payment plan that  i made and then automatically this calculates   when this invoice is going to be due so because i  set the first payment to be due seven days after   it was applied to an invoice now it'll be due  seven days from this point in time and the second   installment is due 21 days after the invoice  is created so that'll make it 21 days from now   now payment plans also work for recurring invoices  that's where you have uh a similar looking invoice   go out every single month or every single week  or so on you can just go in here and create a   new recurring invoice now when it will ask you  when you want the recurring invoice to start on   when it says start it means that it's going to  generate the invoice on that date okay so if i   put january 1st that means the invoice is going  to be created on january 1st now the payment   plan is what's going to create the due date for  it okay so just keep those things in mind when   you're building out a recurring invoice so that  is everything you need to know about payment plans   if you liked this video please make sure  that you hit the like button down below it   tells me that i should make more content like  this and it also helps out my youtube channel   and in case you're interested i have plenty  of free resources over on my website that can   help you with dubsado and other tools for systems  and automation for service-based business owners   that's all for today i'll see you next time bye