Raising an Invoice for Planning Made Simple and Efficient

Raising an invoice for Planning

in this short video I'm going to demonstrate how to raise an invoice within zero so we are on the dashboard and on the right hand side here you can see our add icon this is where we go to add any documents or create a contact so we click on there and the first option is an invoice now obviously being in the demo some of what you see here won't be relevant to your business but we'll work our way through and first of all we enter a contact if you start typing it will bring up a suggested contact if you want to add a new contact you simply click here and you can enter their name their email address their postal address delivery address and phone number should you wish you press save and this information will be saved within zero for the next time the issue date will automatically be populated to today's date but it can be changed the due date will be automatically populated to your business settings so whether that's 7 Days 14 days or 30 days a little hint here if you want to change it you can put in plus 14 and and it will change the due date to 14 days time the invoice number is again automatically populated and they follow on in sequence the reference is a field for you to put in anything that is necessary you could reference to another document but that's for internal use if you do have online payment method set up such as go card list or stripe they will be shown here you can manage and remove them on an in invo by invoice basis now generally we'd be invoicing in pounds and normally you'll be on a standard theme but you can create different invoice themes should you wish we have our fat registered clients set up as tax exclusive so you'd be entering the net amounts in these fields items is really handy if you're going to be selling the same products or Services over and over again you can choose from these options obviously not golf balls for most but you can create your own items you can enter the details and then that item is saved for next time and it saves you typing out descriptions each time you can also add your products and services within the business tab right at the bottom products and services so if you've got a few to add you can do it there so we'll manually type in a description and then a quantity the unit price then if you're using Zero's default chart of accounts the account will be 200 Sales the tax rate is 20% F on income fat can vary dependent on in um industry but generally it'll be your 20% now if you do wish to use tracking categories to track various areas of your business you can do and you can choose them on your invoice likewise you can track income and expenditure for particular projects that can also be entered at the point of raising an invoice now you'll see we get the total automatically populated as does the vat if we change the quantity the total net and vat and gross all change ingly here we have the option to upload a file you may have a job sheet or something like that that you want the customer to see you simply upload it here from your PC history and notes shows a full audit Tria of this invoice shows you when it was raised when it was edited by whom when the customer has opened it and seen it which is really handy when they tell you they've never seen it so that's a good um area to use down here you can also add a note so you could add expected to be paid for example on the first of July so your team will see those notes then if you're done with the invoice but you think you might need to add something on you can save and close that will keep it as a draft you can then refer back to it later at that point it's not actually hitting any Financial reports when you're happy it's good and you want the customer to receive a copy you can simply click approve and email approve means it's hitting your financial reporting and obviously email it's going to email directly to the customer this template email can be changed it is fully customizable but you can see it automatically fills in the customer's name the amount the invoice number you click Send the customer's got the invoice really quick and easy you also do have the option to um before we've done that sorry you can just approve it so it sits there and you can go back to it later you can print it as a PDF or you can email it um obviously here we've got print PDF you can preview it then once you've done that one you can click create another invoice if you have multiple to create or you can just go back to your dashboard