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Sales receipt template google docs for small businesses

as a sole trader one of the many things we need to do is keep a record of our incomings and outgoings and to know if the business is making a profit now i know there's loads of software out there that do that for a price which includes lots of different features but to be honest if it's just you in the business and all you want is a very basic record then you can't really go wrong with google sheets and the good thing about it is it's free so my other half is also a sole trader running his own gardening and exterior cleaning business and he asked me to create a simple spreadsheet for him to use to record his own expenses etc so in this video i'm going to show you how to create the one i did for him i must point out that i'm not an accountant or a bookkeeper and that this sheet is a very basic calculation for you to keep an eye on your profit the list of expenses is what is relevant to a small service business based in ireland so there will be differences depending on your location and the type of business that you have but the spreadsheet is customizable so you can add or remove any information that's not relevant to you so let's crack on and i'll show you how to make it the first thing you need to do is make sure you're logged into your google account and go to google sheets so to do that if you go to the nine square grid for google apps in the top right corner click on there and scroll down to google sheets and then click start a new spreadsheet go to blank so you're adding a blank spreadsheet so this opens up the blank spreadsheet for you to create your table on now the first thing you should do is decide how you want it to look so in my example i have the sales and expenses all on the same sheet but you might prefer them on separate sheet tabs also do you want a separate sheet tab for each month where it links into a summary sheet or do you want it so that all the months are in the one sheet like i'll be doing for this one so this is what i'm going to be creating we're going to have four tables so you have the sales cost of sales other expenses and then drawings for your wage and pension etc and then a summary which links everything together and works out your profit we'll then look at creating a chart so you can easily see at a glance your actual profit so that's what we're going to be creating let's crack on the first thing we need to do is give this file a name at the moment it's just untitled spreadsheet so for the purpose of this i'll just call it a profit sheet and press return so it saves that so the first thing we want to do is start with the sales table so i'm going to give it a heading and then we just need the months going across the top so if you just type in the first one and then go to the bottom right corner of this cell and you can see the cursor changes from a hand to a little cross if you click and drag across here it will auto fill with the months of the year so that's a quick way of doing that so you don't have to type it all out and i'm going to format that so it's bold and we also want to add in a total column as well so if i just put total and again we'll have that as bold and then we want a total row as well for the month and again put that as bold and we'll just highlight this in a different color just so it stands out a bit more so that's your basic table so you would put in here if you wanted to add more rows then you can do my other half just wanted um one row for his sales so that he could he would basically input the total for the whole month into this cell and that would be it but if you have different clients and you or different jobs that you want to include on a separate line then all you would need to do is highlight this row four here and insert a row below it so you then have two rows i'm just going to make these columns a little bit smaller so if you highlight the columns click and drag over all of these columns and if you just go between two of the columns so that the cursor goes to like a double headed arrow click and drag them so it's a little bit smaller and it will make all of them the same size so that's a quick way of just resizing all of the columns at the same time so now i want to make it look look a bit more pleasing on the eye so if you highlight the actual information in the table here make sure everything is highlighted and go to format and go to alternating colours and then choose a colour that you like and you can see it changing as you choose it make sure that the header is ticked because the header row is the um the months of the year and we'll also tick footer which is the total row at the bottom and scroll down over here and click done and then come off that so that's your first table your sales now we need to add in a formula we want a formula going across here for each month so we're adding in each month and then we want to total here for the total of that particular sale or client or job or whatever you're putting in these rows here so if we just put in a formula so you just want equals sum and then just highlight these two cells above it and close the parentheses so when you click back into the cell you can see in the formula bar here equals sum b4 to b5 which are these cells here and then all you need to do is the bottom right corner of this cell hover over it until your cursor changes to across if you can see that click and then drag all the way across here and that will change that will put in the formula for the same so if you click on this one and go to the top and it says equals sum f4 to f5 so column f cell four and five and then we do the same in the total column here so again equals sum and we're going across this time so from january on this row all the way across to december and then close the bracket say b4 to m4 and then again you can just click and drag so that the second row is the same and then it's just a matter of making sure that everything is formatted how you like it so for example i want all these months and the totals and everything i want them all centered so i'll highlight everything go to the menu bar at the top here and go to alignment and click on the center so they're all centered i also want the total row here to be in bold so again highlight everything put it in bold and i want the total column here to be in bold as well and i also want the currency to be in euros so if you highlight where you're going to be putting in the figures and go up to the one two three button on the menu here click on there i'm just going to have it as currency and you can see here it's down as euros already because that's my default currency if you want to know how to set your default currency then i'll put a link to another video that i've done showing you all the ins and outs of changing your currency in google sheets i'll include a link to that at the end of the video and in the description below but at the moment i'm just going to change this to currency and you can see it's automatically taken the euro with with the um to two decimal places which is fine again if you want to add more rows to this then all you would need to do is highlight the first row and go down to insert one row below click on there so then you have another row now you'll notice that the formula at the end here hasn't been taken down so you have to have to make sure that you keep an eye on that if you add any more rows so and all you need to do is go to the one of it click on the the bottom right corner of that cell click and drag and the formula will automatically be copied down and then just make sure that the formula in the total row on row 7 here incorporates all of the cells here so you can see in the formula bar the sum is b4 to b6 which is b4 to b6 so it incorporates everything there okay so once you're happy with that we then do the same thing for the cost of sales table so what i'm actually going to do is highlight all of this press ctrl c to copy and then go down a couple of rows and ctrl v to paste and then it's just a matter of changing so instead of sales i want to say cost of sales the months will be the same and i only want one row for this so i can actually remove this row so delete that row and i'll delete that row as well so you only have the one row and i actually want to change it change color for the rows as well just so it differentiates between the two so what you would need to do is click anywhere within this table go to format go to alternating colors and just choose a different color and it will automatically change everything in that table again make sure the header and footer are ticked which they are and when you're happy just click done and then just double check that the formula is okay so that's saying equal b12 which is is fine because it's just the one row and make sure that the formula in the total column at the end is also okay which is b12 to m12 so it's incorporating all of these so they're the first two ones finished and now we move on to the expenses table which needs a bit more information in there now you can you can start from scratch or you can copy and paste again this sales table and just amend it so i'm just going to copy ctrl c go down a few lines press ctrl v to paste so i'm going to call this expenses again the months of the year are there that's fine and it's just a matter of adding more rows to this so we'll just scroll down here so all you would need to do is highlight these two cell two rows right click and you can insert two more rows below and then you can highlight the four rows right click and insert four rows below and just do that until you have enough rows there so just insert two arrows below and again just need to drag down this formula in the total column and column in column n you just need to hover over the bottom right corner of the cell click and drag it down and that will automatically bring down the formula so that's fine and then just make sure that the formula in this total row here make sure that this incorporates all of these cells here so you're going from b19 down to b29 so if you click into the formula here and go to the formula bar at the top here you can see it says b19 to 29 so that's fine so the expenses list i'm just going to put down a list that is relevant to as in ireland and is relevant to a service-based business but again it might not suit your business so just put down anything that's actually relevant to you so i'll just quickly crack on and start typing these out so you can see i've quickly added those in and added a few more rows down to um make sure they all fit it in as well and if you want them to be listed alphabetically to make it a bit easier to find then all you need to do is highlight these and go to data and sort range and then sort range by column a so a to z and click on there and you can see they're now all alphabetical you'll notice i have one that's called miscellaneous what i tend to do myself is that if i put a figure in for any of the months here for miscellaneous i will add a comment so that i know what it's actually for so to quickly insert a comment use the keyboard shortcut control alt and m and then put and put down what it's actually for so for example um flowers for client and click comment and then when you put the figure in hover over there and it will tell you that i've made this comment on at this time this date and it says flowers for client you'll also notice that down at the bottom where you've got sheet1 name here you'll also notice it now has number one with a comment symbol and when you hover over that it will say where the comment is located it's quite a handy feature so you know that in in if you have like 10 different sheets going across the bottom here you can see which ones have got comments and then you can you can click on see all comments and this will open up the window on the right hand side where it tells you what sheet what cell and what the comment actually is who wrote it and the date and the time that it was it was done it's actually quite a handy feature and then if you don't want the comment there you want to remove it all you need to do is click on the three the three buttons here and you can edit it you can delete it or you can link to it so i'm just going to delete that now and just delete so you can see that's now gone and you can see at the sheet tab at the bottom that's now disappeared as well so what i want to do now is change the color because we already have this blue color here and again if you just click anywhere within the expenses table go up to format down to alternating colors and then just choose a different color for it make sure the header and the footer are ticked and click done so i hope you're finding this useful so far if you think this sheet will be useful to you and your own business then i'll go through how to get your hands on your own copy at the end of this video so moving on to the next table which is the one that we've done for drawings so basically any wages that you pay yourself a pension etc that's what would be included in this so i'm just gonna quickly again just copy and paste this sales table so ctrl c to copy and scroll down and control v to paste and then call this drawings and i'm going to have wage and i'm going to have pension and we'll remove this row so right click on the row and delete row make sure the formula is okay so that equals some b43 to b44 which is these two cells here and then make sure this sum is okay b43 to m43 which is this row here from january to december so that's all okay and again i just want to change the color so click anywhere within the table format alternating colors and we'll just have a gray header and footer is ticked and click done actually i don't like that gray it's too dark so i'm just going to change that again and we'll go to this one instead it's a bit lighter that's it you can see it a bit better now and they're the four basic tables that we're going to include the next thing we want to do is have a summary so we want something which basically brings down the totals from the sales and the expenses including cost of sales and then we want to show the profit so i'll quickly show you how to do that so i'm going to call this summary and we want sales we want expenses we want profit and we want profit percentage and then we want the months of the year and then we want a total column i'm just going to put all this in bold and put this in bold and then i'm just going to highlight the cells here and i'm just going to put in a quick border so to do that go up to the toolbar at the top and there's one called borders here click on there and there is one for all borders so basically click on there and it will put a border around every single cell that you in the highlighted range so the total will be equals sum and it's from january to december close bracket so b49 to m49 and press return and again with the expenses so again you can click and drag the formula down this will be b50 to m50 and the profit again we can do the same the profit percentage we'll leave that blank for the moment and we want to format the cells here so that they are currency the same as the same as other ones above don't highlight the profit percentage row because that's not going to be a currency that's going to be a percentage so again go to the 123 icon at the top in the menu bar here click on there go down to currency and then what happens now is we need to link sales in january want to be the total sales that we have here for january so it needs to be this cell here this b7 which is january total so what you need to do is click in the cell where we want it type in equals to start the formula scroll back up and go to january sales which is b7 press return and you can see it's brought down zero which is the value so now what we need to do is copy and paste this formula all the way across here so again you can click on the bottom right corner and just drag it across to december so the sales will if you go to the formula bar equals c7 for february march is d7 e7 f7 etc and we do the same with expenses now expenses will be the cost of sales plus the plus other expenses so if you go equals to put in the formula scroll up to get to the cost of sales for january and click on the total and then put in the plus symbol and we want to add the other expenses as well so go to the total for the other expenses for january and then press return and again you can click and drag this across to december to work out the profit it's your sales minus your expenses so we put a formula in here which is equals and we go to the sales now you can see it's automatically put in b49 minus b50 it's worked out that i want to i want to know what the profit is which is the sales minus the expenses so google's been clever here and thought you want this formula and if it's correct then you just you press the tab key and that will input that formula so you can see here b49 minus b50 which is the sales minus the expenses which is what we want and again click and drag all the way across to december and that will automatically bring in the formula the profit percentage is basically the profit figure divided by the sales figure so if you type in equals this time it's telling me it's thinking that i want the sum but i don't so i just want equals click on the profit cell which is b51 use the divide key and i want to divide that by the sales figure so then click on the sales figure here so you can see up in the formula bar b51 divided by b49 now it's giving an error because there's no figures in the sales it's a zero so it's basically saying you can't divide by zero what we need to do now is format this as a percentage so if you click on the one two three button at the top here and go to percent and that will now be formatted as a percentage you can't see it because of the error but it's it's all working fine and then if you just click and drag all the way across and this time you want to go to the actual total column as well the total cell and again you can see everything everything's got an error because it's all zeroes but if you actually click on any of the cells you can see the formula is here so now it's just a matter of testing out all of these so if we have a sales figure of 5000 cost of sales we'll put 500 and we'll put in a few expenses here and you can see it's all totaling up here for your expenses is 293 your total cost of sales is 500 and your total sales figure is 5 000. if you could then go down to if you've paid yourself a wage of 1000 and if you go down to the bottom summary you can you can see here it's brought down the sales it's brought down the total expenses which is the expenses plus your cost of sales it's giving you a profit of 4207 which works at 84 profit so you can see the formulas all work and you have a total across here in column n we'll just put those in bold and if you just quickly do the same for february so february if you say 7000. these are these are just figures i'm pulling up out of the air it's not representative of anything before anybody says oh you made lots of money i don't so again you can see here it's worked it all out and you're getting an accumulative figure at the end here of 12 000 sales 1900 expenses profit of 10 000 83 profit so you can see they all work fine and that's the basic sheet if you want to see at a glance what your profit is looking like then a good way of doing that would be to insert a chart so that you can just see really quickly whether the profit is up or down on last month etc so what you need to do to do that is if you go down to the summary click and highlight the summary table we don't want to include the total so it's just literally up until december go to insert and go down to chart so this automatically pulls in a chart and you can have a chart editor on the right hand side here and you can see that the months of the year are down here you've got sales expenses and profit etc and on the bottom we don't want that we want it swapped so we want the root that we want the months to be across the x axis so if you scroll down and go to switch rows and columns tick there and now you can see the months are across the bottom which is better and you can see that it's actually showing everything that was in the table because i highlighted everything i don't actually want to see the sales the expenses and the profit percentage i just want to see the profit so to get rid of everything else all you need to do is in this chart editor on the right hand side scroll down until you get to one that says series here click on the three dots next to it next to each one and remove and you can see it's now removed so the expenses removed and the profit percentage removed so now it's just showing me the profit which is just for january and february you can see that february is up on january if you want to change the type of chart then you just scroll to the top and go to chart type and it gives you a few suggested ones or you can choose any of your own i quite like the column chart i think it's easy to see to customize it if you click on customize here and you can click on the background color the border color you can have it 3d if you want it 3d you can give it a title so the chart title can be profit and it automatically appears here you can choose your font your color your text color etc and you can give the axes horizontal and vertical axes you can give them titles if you want to you can have a legend if you want to have the legend there you can have it at the top the bottom or you can have none to be honest it's self-explanatory the chart so we don't really need one and again the grid lines and everything you can you can say whether or not you want the minor major grid lines showing and then once you're happy with it you can just click on the cross now to be honest it looks a bit strange this this chart is just in the middle here so if you want to you can just click and drag it down at the bottom or another thing you could do is click into it and you'll see the three dots on the right hand side here click into there and you can actually this is where you have your options to edit delete you can download it as a pdf or an image if you want to you can publish it you can copy it you can move it to its own sheet which is actually quite good so i'm just going to show you that now if you move to the own sheet and you can see now it is on its own page and you have the options across here to copy edit publish download delete etc and you can see the sheet tabs now you have sheet one that contains all the information and you can have one that's called chart one which is this chart so we'll just remove some of these figures take all these back out again so now when you go back into your chart it should now be flatlined as zero because there's no information there so it automatically updates as and when you put the information in as you can see and then you hover over each bar it will tell you the month and the actual profit and that is the sheet that i've done for my other half it is in its basic form but it serves its purpose for a sole trader or a small business owner who doesn't need the all singing or dancing um apps and features etc this does exactly what you want it to do so i did mention during the video that i'm going to show you how to get your hands on your own copy of this so that you don't have to do all the work i've just showed you so what you need to do there is a link included in the description that will take you to this particular template so once you click on the link you'll be taken to this income and expenditure sheet it's basically the same thing that we've just created in this video and but it's it's all zero all the formulas are there you have a chart sheet as well and it's all there for you and you'll notice it says view only mode so you can't make any changes to this as it stands at the moment so to be able to edit it you need to make your own copy and save it in your own google drive so to do this make sure you're logged into your google account first then click on file and click make a copy give it a new name and then just choose the folder where you want to save it and that's it it's now available for you to change as you wish i really hope you find that helpful and let me know in the comments if you have any questions or if you plan on using this sheet or if you have any problems problems with it and by all means and just let me know in the comments and i'll try and help you as much as i can i've included a link here to a video where i show you how to create an invoice a basic invoice in google sheets using their free template and i've also included a link to the video where i show you more in-depth um the currency feature how to set your own default currency etc thanks so much for watching if you're still watching by the end of here thanks so much for that and i'll see you in the next video bye for now