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Painting invoice sample for Administration

hi guys I'm Abby with a nice colorful creations and pretty colorful and today I decided to do something a little bit different earlier today one of the participants for the March challenge that I'm doing that I have going on right now posted in a different group asking for help on her invoices and her receipts for face painting so I figured I would put myself out there and I would give her mine because mine has worked so wonderful um again one of the reasons that I started pretty colorful was to be an open book I'm not saying that my way is the best way but it has helped me and anything that I know and has helped me I'm gonna go ahead and just give it to you guys again I'm an open book if you guys ever have any other questions about anything just come and ask me um inbox me message me text me call me I don't care what it is just go ahead and contact me I will be happy to help you again my advice isn't the correct one is just I have a lot of lesson learned type of knowledge when I first started 3 years ago I didn't have that much help I should have just asked there's a lot of face painters out there that are so helpful I'm willing to just give you all the information you need but I didn't know I was a little shy back then so again I had to figure out a lot of things on my own one of them being this the the receipt or the invoice that you guys pass out to the customers after making a sale ok so I will go ahead and edit the video so you guys can see better images of this but I had about three maybe four maybe even more invoices in the past three years and I started I know that I started off with handwriting them and believe it or not I just switched over to typing them out about I don't know six months ago I know it's so weird I don't know why I didn't type them out sooner they do look more professional guys handwriting if you have a hat and raining I mean it's fine but typing out seems a little bit more profession so I'll go ahead and describe from top to bottom as to why I chose this okay so I have just colorful like a colorful line at the top I have my logo here I have my company name my peel back side dress my phone number and my email and then I go down to having all these media places that you can find me online I have Facebook and again this is just based off of Abby's colorful creations okay so the difference between a nice colorful creations and pretty colorful Abbie's colorful creations is pretty much to catch customer's attention that's just to sell parties to book parties to show the customers all the new designs that I'm generating for them and I'm pretty colorful that's where I post on my YouTube videos my product reviews I'm when I write on blogs the new interview that I just said that I just did an Amanda Moody please check that out so it's just things like that things that will help out a face painter I be skillful creations slowly base our customers so again all this information right here Facebook Instagram Twitter and snapchat I'm not very active on snapchat which I should be changing that soon I hope let's see and then I have a F company name I just and this is just really an example I just added a few things company name no I'm sorry that says customer name the first box is customer name so for example that would be me I'd be a sin CEO address 1 2 3 4 styles colorful lame phone number and then company name if I am going to a McDonald's restaurant if I'm going to a chick-fil-a restaurant so yeah that's half of that type of company name if it's just a home party a backyard party I leave it blank um the state city zip code and then the customers email I always make it a point to get the customers email I use it as an excuse as in I'm gonna email you your invoice but really I just want their email so I can continue to keep mankind I'd like to do a you're a female probably about once to every two weeks with all the new designs that I have for the customers I send them out so again emails are very important to grow your business dictates to stay in contact with your customers that's another reason why I also started at the birthday club based off of um a blog by paying pal so that's a different video so yes the emails right there and then I start with the event information which is the event dates guest of honor who was your guest of honor so about two and a half years ago Rob and I were on it for a birthday party we were face painting and I painted a home as a little kids and then one new girl comes up to me and says oh my god oh my god can I please get the same face painting that Jocelyn has I said to myself and I even said it out loud actually I said who's Jocelyn and one of the moms I was standing on line says it's the birthday girl I felt so horrible oh my god it was the worst situation ever me and Rob just kind of looked at each other and said lesson learned and from now on we need to make it a point to note our birthday person's name one of my rules is they get to go first whether they accept or not because either they're too busy playing or they're just scared of a face Peter um that's up to them but as far as I go as a company I have to face paint up for the birthday person's face first and I have to know their name so I definitely do make it a point to go in there and plus when I'm asking the customer who is the guest of honor well you know getting their payments it's not just about getting their money give me your deposit so you know who's the birthday person is that their birthday party is it their first birthday party oh my god those are always fun just make small talk it always makes the cup because I might feel a little bit more comfortable the next section is event type again the first birthday party sixth birthday party any type of party I just I'd like to know what I'm stepping into and then the facility type there have been numerous times where I'm driving looking for an address and I'm looking for a house and guess what it's either a park district center or a restaurant a banquet hall so it's always important to know where you're heading to so you're not wasting time trying to look for this place and then you're running late it's a domino effect um let's see clients okay tables and chairs there's a section in here where I asked the customer would you like me to bring my own table it says tables and chairs just to kind of be on say site but I dependent I have a bed back so every party for me it's kind of gambling here how am I feeling am I going to stand today is it a two hours at one hour so I kind of just ask them will you have it ready for me or do I have to take it it's up to me if I end up using their chairs or I take my high chair so carrying the table it's always kind of a hassle especially if I don't have Rob with me I hate that so if the customer is able to have a chair for us or a table for us better for me less things to carry so I do ask if they can have one if they don't have one because you know sometimes they are kind of low on tables and chairs and they want them for their guests I make them feel comfortable and say don't worry and that note there have been many many times where at the beginning where I wouldn't take a table and they would stick me in these most Awkward places that I just was not comfortable there wasn't enough space for my supplies and I just I'd rather not even do that anymore sometimes I rather just take my table to okay so then it says limit face-painting to three minutes or less during the summer I do a lot of black parties and sometimes you know they want me to just go a little bit faster rather than the detailed designs that I do sometimes they just kind of want me to do faster designs I always saw the customer I can do about 12 to 15 kids per hour which is also a section here but I mean sometimes if I haven't booked a party and I'm desperate I kind of do try to accommodate the customer as much as possible especially if it's a birthday or a black party I could tell them I can do faster designs if you want um you know if you choose maybe three to five options per kid or boy three for boys through for girls that kind of allows me to go faster they're also not as detailed there's still wow they're still very nice so look at the sparkles and everything but it just allows me to go cast our face meeting instructions if they have a theme going on I've had a lot of customers where they say I just want the boys to have Ninja Turtle mask that's all they want so that would go here for a special instruction and parking instructions I've gotten tickets because I've parked over and you know on the street parking and I need a permit um like a sticker so I've got tickets for that or I just going crazy looking around for parking if s especially if it's like at a big um park center where the party is all the way like in the middle of the park and I'm all the way over here I just and I need to know where I'm going to be parking that helps a lot - how did you hear about that how did she hear about us you need to know as a salesperson because let's face it and owning our own business were all salespeople here whether we like it or not whether we're good at it or not how did you hear about us it's a very very important question to ask your customer because this way you'll know what you're doing right and just keep focusing on that a lot of my customers come from referrals so that means I'm doing a great job at parties because then they just think they the host will pass out our business cards I always make it a point to leave a couple of business cards behind with the host um so I mean if you do a great job at a party that's your best marketing that you can do you can mark it all you want on Facebook you can post your best picture perfect exact designs on Facebook but bottom line is that these customers that see you at a party live painting right there with all the hecticness going on that's your best seller right there they get to see what you can truly offer so luckily for me that's where I get most of my customers from referrals and then the next part is um description of what they're they're confirming which it would be face painting how many hours 1 2 3 p.m. two hours at 1:25 II these are all just numbers trust me I wish I could charge 125 each 125 equals 250 this part right here this entire form is in an Excel spreadsheet so right here when I answer these numbers it just automatic automatically calculates everything for me so that's pretty fun and fast okay so then example if I was to sell balloon twisting instead of one to three they only want it from one to two one-hour a hundred dollars and and let's say this is a customer that is booking with me for the second time in one year I do give them a discount and it's just a returning customer discount 10% off so again it calculates everything if I'm gonna add a travel fee on there I just put $10 it varies for me and I'll be grand total and then the deposit paid I do require a 50% deposit for every party that I booked minus 160 250 remaining balance 160 250 payment information I have the deposit date when they paid their deposit their deposit terms whether they pay through chase QuickPay PayPal credit card I don't like to do cash that much or at all even and then balance terms how are they going to pay me the day of the party are they gonna do chase QuickPay the day of the party or are they going to do cash most of my customers do like to do cash and then in this little section right here payment options I have been chasing paper down or make check or make the check payable to I was colorful creations really quick one point note that I skipped over here I like to write in their invoice I used to have it's a receipt but um a lot of my customers like the for a lot of the coast especially in corporate companies or restaurants they like the word invoices or invoice for accounts payable type reasons it is a little bit easier I was in accounts payable for about six years and we do need it to say invoice rather than receipt so you might take you might want to take that into consideration so yeah after I sell a party I charge a credit card right away or I accept their payment through chase QuickPay whatever their method their choosing and I try and make it a point to send their receipt right away via email a lot of customers sometimes are a little skeptical about giving their credit card information over the phone or sending a chase QuickPay pay payment to somebody that they don't know I always tell them you know I have over 50 plus reviews on Facebook every single one of on 5 stars me and I like to point that out and I like to tell them I'm gonna send you a receipt right away all my information is on there so that'll make them feel comfortable that they're just kind of handing money over to a complete stranger over the phone and so yes always make it a point to email there we see it right away I print it out in color I scan it right away and I email it so that's it um that's pretty much my my form that I like to use for every single job again it's not the best way but I think it works for me I happen to like a lot of details I think I got that from my old boss details details details will make the customer feel better and you too I mean again when Saturday comes and you have fourth parties in one day you want to say focused and you want to stay organized organ organization is key especially for me so this works I'm going to be sending a mass email to everybody that has send me their emails later on today so if you want to go ahead and um send me your email go ahead I'll include you in the email I think I've said email so many times though but you guys get it so if there's any questions that you guys have about this receipt or this invoice please let me know again inbox me message me Facebook me and scream me Twitter me whatever you guys want whatever's easiest for you I will respond as soon as possible I hope this helps and feel free to copy it I don't mind at all whatsoever whatever helps again I am an open book and here to help you alright guys happy Tuesday have a colorful day and thank you so much for watching