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Rent invoice format in excel for Facilities

hello and welcome to another video from enzara.com before we get started with this video i want to talk about a couple of things so first i want to thank everyone for subscribing to this youtube channel we have reached 20 000 subscribers in this past week i am deeply thankful to everyone who have subscribed to this channel and place the trust in our videos and our solutions i look forward to providing you with more value in the future the second update i want to provide is if you have any questions that you would like me to cover in my next videos please post them in the comment section below we are trying to get a new video out every tuesday and it's going to be about the different excel templates but in between if you have any excel questions that i would you would like me to address i'll be happy to take them and do my best to answer your questions so please post your suggestions or questions in the comments below now let's get started with this week's video this week we're going to look at a property rental receipt builder template this template can be used by property owners if you have multiple properties or apartments or homes or condos or any properties that you are renting out to tenants and then you are receiving payments from the from those tenants and you want to issue receipts acknowledging the payments back to your tenants you can use this template to manage those receipts and you can have a printable receipts that you can export to pdf as well from this template all in one excel file and you can use it for any number of receipts and this will save time and also keep all the data organized for you now let's first go over the features of this template and then i will cover step by step how you can enter data into this template what you're seeing here is a sample file which you can download from insara.com where you can see the the date i've already entered some data in this to illustrate how it works so let me go through the different sheets now in the settings sheet we enter the basic information about our property business so this is our business information and then you enter the payment modes so we have given possibly four different payment modes or methods so you can type whatever your payment notes may be if you have check cash you know other credit cards or paytm or any type of payment method that you are using to receive the payments you should enter them here now let's go to the property sheet this is where you will enter the list of properties so if i have 21 different properties that i own i will enter all the 21 here i give a unique name to each property and that's key here because this is something that we will use later so make sure that the name is unique and then we can give an address to each property and also a description you can also add other columns if you would like to document other things about those properties then we go to the agreements tab this is where we have our rental agreements so for example i will give a unique agreement number so let's say one this agreement is with this tenant named adams for the property cottage you can see that all of our 21 properties are listed here so you will just choose which property am i for is this agreement for with the person adams and then you will enter the rental rate and you can also define the period so you can define 700 per month or you can do 200 dollars per day or 400 dollars per week so there are three different period options and you can enter the rate amount that you agreed with the tenant here you can enter the tenant's contact information here as well and you can enter any number of agreements so let's say for example the same tenant you are renewing the agreement for the following year you will enter a new agreement number and then enter that information ingly again then we go to the receipt list this is where you have um your complete list of receipts that you want to issue or after you receive a payment from a tenant let's say for example on the 5th of january i've received a payment from a certain tenant and the agreement number was one so if you remember that we had three agreements entered in the agreement sheet so the agreement numbers will be listed here you can choose the correct agreement number for which the payment was made and then you will enter the payment method or mode that you received the payment so in this case let's say check and then the payment reference number is optional you can enter if it is a check if you want to enter the check number you can it's optional and then the key required things are what is the duration or the period for which you received the payment so let's say for example 1st december to 31st december i enter them here and then the amounts get automatically calculated so if this was instead of december 31st if it was for two months together and then you'll see that the amounts automatically get updated let me undo you can also enter an adjustment amount if you if you have a late penalty or something late payment penalty that the customer didn't pay on time and you want to add you will just add that let's say 50 late payment penalty and you'll see that the final amount is 750. let's say in case that you want to reduce the amount for some reason you want to discount then you will enter minus 50 and then now it will become the final amount becomes 650. so you can adjust the amounts to arrive at the final amount that you want on the receipt now every payment that you receive you will then enter them separately as each row in this sheet and that is your data entry now when you go back to the receipt sheet the receipt sheet is automated and so it's readily available for you to print whenever you need it so let's say for example i choose to my let's say i go to the second receipt so i just type 2 and now automatically everything populates and i have to just go and do file print or file export as pdf so i can export it as pdf and send it to my tenant that this is your receipt you can also print and then you can also put your signature if you're printing and then issue that you know printed copy to your tenant as well if you don't want your signature click on it just delete it goes away so it's very very flexible for how you would like it there are also some additional customization options so if you don't want the sense part of the you know amount you can just choose no then it'll automatically only show the dollar amount in the description and the in the currency description here and if you want to call it if it's not dollars for you if it is something else no problem just change the currency and then it will update here if you want to change the currency on the amount itself just choose this cell and then this cell these are the only two cells where the currency amounts are shown so you can just go and change the currency for whatever your currency is then it gets updated so if i want dollars that's all i do and if i don't want decimals to show up i do this so it's very very flexible and customizable for your purpose let me undo go back to the default so now that's basically how you can create any number of receipts on demand whenever you want it the benefit here is also that you have all your receipts information stored in this one file so you can come back and look at it anytime for reference if you need it's all well organized you have all your agreement information all your receipt information and you can print and export as whenever you need so one thing i would recommend is always export each receipt as a pdf from the receipt sheet and then keep it for your records i know you will be sending it to your tenant but you'll also keep one keep the file in your computer in your cloud drive onedrive wherever you store your files so that you always have as a copy if in case you need in the future so that's how you use this template to manage your rental receipts now let me go and open uh a blank file um the the blank template that you can download from insider.com and i will walk you through how you can enter the data into this template step by step so now i have a blank template so you can see that the business name is still there you can overwrite that business name with your information and then the shipping address you can enter addresses in multiple lines by just pressing uh alt enter so for example if i want to write one two three abc street and then if i want to you know move that to the second line i would just do alt enter and now my cursor goes to the second one and i can do the city name um state and then hit enter so that's how you can enter the the the addresses i think in this template we don't really use the shipping address you use the billing address but if in case you have them separate you can just store them here now let's move on to the property sheet so in the property sheet by default this is what you will see but you can enter your own information to begin with so i let me just keep the property id as one or if you have your own numbers you're welcome to use let's say i do 234 is my first property id and i give a name um you know my blue home and then i can enter my property address just like i was explaining before i can put the street name city state zip and then i can enter a description of my property um home located next to a lake so now we can go into the agreement sheet and then now we can enter the different agreements that we have and again the number could be anything but make sure that it's unique so let's go with number one uh is the first agreement and then the name of the person could be adam and then the property name automatically comes from the list of properties that we entered in the previous sheet so i only entered one so it's my blue home if i go back to here and then i create another entry here my red home and then i can change this to uh 1 let's say 4 5 8 street and then home next to the city center and then now i'm going back here so now the property name list will list two things because i have two properties now and i can choose which one so let's say in this case i'm choosing my blue home and i am entering a 700 uh rental amount per month so if this is 700 per week i will just choose week if it's per month i will just choose per month and i will enter the email address and contact information i'm not gonna take the time to do this in this video but those are pretty straightforward you can enter the contact information for this tenant if i have my second agreement so let's say i goes to and then this agreement i may choose um you know another person who maybe let's say claire and then the property name could be red home and this time is 500 per day let's say so i enter that this is how you can enter the agreements let's say the year goes by and then adam you're renewing the agreement with adam and then you would have a new agreement number this time adam again it's the same blue home but this time you may increase the rate if the rate has to be increased or decreased anyway you will just enter it and then now that becomes your new agreement with adam for a you know different time period you can enter that time period if you want so this was for maybe 2019 agreement and this is for 2021 or this could be 2020. so this is something that you can store for your tracking purposes and then the receipt list is where we will go ahead and enter the receipt so by default everything is blank but let's go and create our first receipt once again the number is unique needs to be unique but you can choose whatever format you want for simplicity i'm just choosing one and then i will then have to enter the date of the receipt so if this was for january 5th 2021 i enter the date this format and then agreement number since we have three agreements so the first time for example the um the payment from um adam i received the payment from adam which is the agreement number one and then i received it in let's say in in your country the payment method check is spelled differently i know that in the united states it's spelled see okay so i can change it here in this sheet and then when i come here to the receipts now i can see that the check will be displayed this way so now i can give okay if i want to enter the check number i can but otherwise i'm going to go ahead and say this is for december 1st to december 31st is the period for which i receive the payment and you will you'll see that it automatically calculates 700 and this is because this is a monthly agreement so you can go back to the agreement sheet you will see that this was a monthly agreement of 700. if i if for example um if adam paid me for half the month so i can go in and say december uh 15th so adam for some reason paid for first december to 15 december it automatically calculates 338.71 so even though the monthly is 700 it's prorating it so we can we can check that and say okay if the monthly is 700 there are 31 days in december so each day is worth 22.5 so now if i have 15 days that adam pay is paying for for first december to 15 that's counted as 15 days now 15 times 22 point something is 338.709 we round it to two decimals so 338.71 that's how the template will auto prorate if you have different periods than the agreement period it will automatically prorate it for you if you go a month and a half it will still for example if adam is paying for for december and half of january roughly half then you will see that it automatically updates for that period so template will do the work for you in terms of calculating the actual amount so let me go back to the monthly to keep things simple now you will see that there is an adjustment amount if i want to give a discount in this case or if i want to um you know maybe put an additional penalty for late payment i can enter the adjustment amount so once you enter the receipt of the payment amount here then you go to the receipt sheet and now by default there's nothing here but you can type in the receipt number whatever the receipt you want to print and since we started with the receipt number one i'm gonna just go one and now you'll see that it automatically populates the receipt information for rent at which address what's the amount who did we receive it from when was it when was the receipt date where's the address how did the tenant pay by check for what period what was the agreement term it was 700 per month it was received by in this case received by me at this address phone number signature if i don't want the signature i can press delete here and it'll go away and then if i would prefer to change the currency here so i click on these two cells and then i can go in and then do currency and now it'll do this and if i don't want the decimals to show up i can do that here but now that i have a receipt and i can now go and file print or file export to pdf and then save the pdf for record keeping that's all you do for one receipt and now you can come back in if you have another tenant making a payment or if adam made a payment let's say i'm gonna do february adam made another payment this time the payment was by cash and this time i'm actually actually going to choose agreement 3 sorry because you remember that agreement with adam now in 2021 has changed to 750 per month so if i choose three and if i choose a period here let's say for january 131 2021 now you see that it's 750 because i have a new agreement for 2021 and it's 750 so it'll pick it up correctly because we give a different agreement number for that agreement this is how you can manage you know ongoing agreements when the agreements change you just add an agreement and then the calculations are taken care of for you and this is also giving you a great record keeping of all the receipts that you have ever given all in one excel file and you can print anytime when you need you can export it to pdf anytime when you need all is handled in just one excel file that's what i believe this template is designed for i really look forward to your feedback on how and if this template is actually useful and also how you can how we can make this more useful please provide your suggestions and comments i look forward to hearing your feedback and i'll see you all in the next tuesdays video with another excel template thank you very much for watching