Create a Professional Invoice Format for Personnel with Ease

Professional invoice format for Personnel

we will learn this video how to create invoice and with a free template and how to attach it into the email and send to the clients when you are doing a first time because you don't need to invest uh immediately on invoicing tools or any accounting tools to send an invoice so this is a easy way we can go through it and I can I'll explain you how to do it so what you need is exactly you need a template and uh your company details and client details along with that payment terms like if it's a 30 net 15 or net 45 the amount they owe you and payment due dates mode of payment you want them to send a you know uh a or check or something I'll tell you how to download it and how to attach it and send a uh followup also so you need to also have who is the your AP AP details means account payable it could be a client or somebody in this client account paying uh uh Department okay so it can be done from any Gmail you don't need to have a Google Suite to do it so you can do it from here so I am I logged in this as a Google doc so all you need to uh go here and go to here and go to sheets so here there is already a standard template you will have you will see it here all you need to uh go from the template see template Gallery if you go down you can see here invoice and you can you have you see that time sheet also so you all you need to go there okay so you can update this completely with your branding and you can download it like example here if this is your XYZ right right i z z Staffing Company okay then your address your phone number the invite submitted you can put is today date okay something like that and this is the invise for this is all customer information so ABC Construction Company okay their company details and payable name so if you have a different name other than your company an example usually uh if you have a DBA like you know I have you know XYZ company but I'm doing business as a uh you know some X Staffing right so you have to make sure they write a check on uh as per your main business name so that you can deposit into the direct the same bank invoice number you can uh you can start with 001 or like like something like that you want to make it this is not you know your first invoice right so you have to start with something you can I can start with like 3,000 uh maybe 500 and one something like that so you can start with this and continue s use the same project name if this is something related to your employee somek placement placement or maybe like you can say that uh staff argumentation or maybe you can say that uh recruiting Services okay so due date how you can calculate the due date is so the invoice submitted date to due date so if I'm submitting on January 1st 2024 if my payment terms are net 15 I should be getting by uh 15th 15th so you should put like 1 15 20 20 4 24 so this is the due date okay and item one if you're sending for one one one time like you know uh Mark some uh maybe service make okay so 15% on um salary okay if it's 50% like 50,000 okay into into 15 into 15 so almost like you know 7,500 15 right so this one like this and if you have another placement you can add it otherwise you can remove that if you have any other expenses you can have it so adjustments there's adjustments if you have any previous adjustment you can do it otherwise zero so this is a basically a uh invoice so you need to make sure you rename this either you duplicate it and you are sending this one to uh what is the computer name right x uh what is that ABC Construction ABC ABC constructions okay invoice for so and so month date and everything thing due date you can put the due date also due date okay something like this or maybe you can put your your name and company name you can even rename it and use it like you know your company right what is your company XYZ XYZ and so and so once you do that this invoice is ready and all you need to go here your file and download as a PDF okay this is how it looks so anyway you're going to add uh if you want you can add your um your own like I said you know you can you can add your logo here okay so you can put your logo or maybe here you can logo see insert the link payment link or you can you can have what I will do is I will do uh remit remit details okay so I can do here bank account number and along with that if I want to add a mailing check mailing address I can put the company address here if even though we have it you can put it here so either way you're asking to remit them to this one or this this one right or you can if you already know that they are going to only remit the bank you can one time you can set up the a or every time they can send you the mail so once you start doing it they already you know this is already established so they don't need to worry but initially you have to make sure they understand how the payment should be issued and how do you collect and everything so like this then go here download then PDF so you got everything so all you need to is current sheet right and uh you can do this this way this this one looks better full weight normal margins and formatting header foter if you want to put any header foter you can put it but I think this looks fine even we have your our company name is here so go and Export it okay so if you see that once you export it this download this is now attachment right so you can attach to any of your email so now like now you can go here and compose an email right so now we are sending to the client so I'm just randomly going to select some emails so we are trying to send for the ABC constructions some maybe Mark ABC constructions right so that way you can uh send it this so you can this way and you have to mention that invoice from XYZ Staffing and the number and the invoice number and along with the you put the your due date here so your due date is 01 15 2024 okay so what you need to do is hi uh customer right client please find the attached invoice okay so you can use the dear customer and your invoice for so and so client uh sorry the mark right is attached please remit the payment as your list convenience so this one you can use it as a template and uh we use it for our company but you can use it for XYZ XYZ stoping stoping so you can put your contact details and you can also have a due date or you can even mention everything here also how do you do it now we have a downloaded that copy right so we have to go and let's select the invoice right so this is how they receive it and you send it so let me send it myself okay let me send it to my personal email so let's see how this works right basically if it's a hourly uh maybe a staffing side you need to put complete the uh you need to attach more time sheets along with this whatever you mention the hours here it should be approve time sheet along with that you should you know calculate his per hour into the the period of the time sheet you are sending for like 160 hours or 80 hours or something like that and you can send it and with the due date so you can send it like this and let's see here you go so you get this day this way attachment and all the details and you can because you already mentioned due date here you may need to make sure you can follow up and actually what you can do is if if I were you what I'll do is I'll create a a followup template and uh I can send them everybody you know at least a week before or maybe at least days before to make sure they received first time if I'm sending the invite to anybody I'll ask them to confirm it whether they received it or not otherwise what happens is they they'll they'll consider um as you know again they'll say no and they'll ask you to resend it and from that day they'll calculate another 15 days so you make sure you get a confirmation you make sure you send a gentle remainer 2 3 4 or maybe one week before and follow up on that day gentle uh in make sure they have your contact details and first time is very important to uh whether they process in the check or you know a those kind of things okay so I hope this is helpful uh that's it