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Simple consulting invoice template for Planning

[Music] [Music] hey guys it's Lane two blade from redefine horizons and I'm gonna do a little set of videos here probably be more than one I think that show you how we put together an invoice here at refined horizons so it's pretty boring topic I know but I've got some people that need to learn how to do that and you know even though it's a boring topic billing is really important for a couple of reasons one is you know let's say keep the lights on so so billing is important because you need to send bills to get paid and the other reason billing is really important is you know nobody likes getting the bill and so when you do send a bill to a client you want to make sure that you're communicating clearly and that they understand what they're being billed for and what they're paying for so one of the largest sources of problems potential problems with clients is bills that aren't clear or bills the double bill or you know and you understand that you don't want to double pay for stuff when you're paying a bill and you don't know what you like to get an encryption bill so we want to make sure that the bills that we put together are clear and and not confusing and you know visually attractive to the extent possible so I'm gonna show you how to do that we're gonna put together an invoice on one of our projects here and then you know if we have time we'll maybe we'll get into this spreadsheet that shows a little bit about invoice tracking all right so I'm in my job folder here and we've got a billing folder so when you're gonna put together bill you need to be in the building billing folder and you need to be in the contract admin folder the reason you come into contract davin folders is you need to look at the proposal and/or contract to make sure that your bill on the right budget amounts we don't want to build over our budget without the clients permission so we're gonna start in the billing folder here and we're gonna go ahead and open up now it this in this case it's a little it's a little complicated because I'm actually I'm actually working as a sub consultant for another company so we're gonna build them build my client pls and then the client builds the actual project owner but because we're just provide awesome excellent customer service here we actually do both invoices so we're gonna prepare the invoice that goes to the client and our invoice to the sub to the consultant that worth something sold to and that'll make sense here in a minute all right so let's go ahead and open up the the RH invoices folder okay so we've got the first invoice here 1000 that's always the deposit so I'm gonna just slide that in a folder and then we've got our first invoice here that we sent back on November 1st so I'm gonna put that a folder - okay and so the very first thing we should do when we come in here so this is how it should look when we come in is we should make a new folder for today's invoice which is December 20th and today is the 29th OOP sorry actually don't do the date I do this is gonna be the first invoice in January so it gets to zero zero one okay all right let me turn off slack cuz my ex teammates are blowing up my slack here all right sorry about that guys my former teammates busting my chops on slack there so if it's the very first invoice you go into the templates folder and the billing to get the template but because this is an existing job we just want to go ahead and we're just gonna copy the last invoice because it already has all the information the owner information and everything that we need so we are going to come down here and copy all this alright ok and then the very first thing we want to do is we want to make sure we update the invoice number we can actually delete these PS and I'll explain why we have two files here in a minute you keep putting the date in there just that I have it okay so the reason we have two is because this is a lump sum job so I have a lump sum invoice but on a lot of my lump sum jobs I'll have one or two teen M tasks for things like coordination or public agency review because those aren't those are hard to estimate ahead of time so that's what that's what this is and we might have a little tiem time that needs to go on this one so I'm gonna leave it for now if we don't need it will delete it so let's go ahead and open up our main invoice here and I put together my invoices and Inkscape can use Adobe Illustrator some guys use word I just using escape because I think we have we have the best-looking invoices you've ever seen from a real estate consulting company survey company so and you're gonna I think they look nice so you're gonna see you in a minute when this fires up the sound cost better alright so we've got this invoice up now in each scape so you know first thing we're gonna do we're gonna come down here we're going to update the invoice number this is gonna be 29 or 20 21 0:01 so first invoice for January and none of this changes this is all the same okay so then right down here we have description of items and this is lump sum so this is important this is where you need to have your contract so I actually have only have two phases that we're gonna bill here so we're actually on task 7 and task 8 so let's go ahead and update these so and we don't provide a bunch of detail here because this is a lump sum so for the teen end task we have we'll have a detailed sheet but we don't put a lump sum that's one of the beautiful things about lump sum and I need to do some you need to do some training videos that talk about the differences there so task 8 is oh you know what actually task 7 was first sorry so tax test 7 is lot line adjustment application okay then we got task 8 is utility mark and low-k utility mapping and then we're not going to have another tab lump sum task on this so we're gonna delete those okay and then of course when I delete something like that I need to move everything up okay so the lot line adjustment application so this is where you need to go in and check your contract okay so I've got a example no I thought I did let's go look at let's get our fees for these two okay so we're gonna go in and we're gonna go into instead of billing we're gonna drop down to contract admin and we want the proposal docs for pls okay so we're gonna open up the scope services here and see how much we had in for the lot line adjustment okay so here's our scope to Tom our client and oh I forgot that was an extra so we thought we were gonna do a parcel map and we ended up doing that we ended up doing a lot line adjustment so let me go open that scope all right so we got $7,200 in here okay so now this is done we've submitted but I know we're gonna have to respond to some city comments and I feel like I owe the client some you know it's a little tough when you're when you're doing a review like that unless you spell things out with the client ahead of time you know I feel like if there's obvious things that we missed mistakes that we made that they the city wants us to fix that's on us if it's extra stuff the city wants you know if they want to show see some work the off-site utilities or they're asking for you know I don't know flood zone information that we don't have you know they want a flood zone boundary plotted or something that fits extra stuff because each agency is a little bit different than how am i charging the client for that so I've got 72 hundred dollars but I know I'm gonna have to respond to some review comments from the agency so I'm gonna leave myself twelve hundred there and you'll see we're gonna we're gonna show the client that we've left some money there in a minute okay and then utility mark and locate let's go look at that so that's under utility mapping here we're gonna open the scope so the scope remember is the legal document and here on the last so this is talking about what we're doing and then here on the last page this is this is what we're giving the client now this is my clients price to the project owner eighty five hundred so he actually took care of this task 8b okay so we've got and we actually need to break this up into 8a and 8b so let's do that so I should have moved I needed my other bullet tonight so we're gonna move that down the row okay so then we're gonna have task 8a and 8b right here so 8b we're gonna call till the market survey and so this is gonna be what happened with my answer here what's going on try this yeah you know it's still you're gonna fix it yeah all right so this is gonna be it same thing again here on this yeah we're pretty close to being done on this so I'm gonna go ahead and go into seven okay and then tom went ahead and surveyed the marks so we're gonna build a 15 but actually you know what I just realized that's all Tom's that's not ours so I don't need that in here because tom toms billing the client for that work okay but we still need to change this to a day so it matches the scope okay so then we have a this is actually supposed to be teeing in okay and that doesn't change all-mighty name right now is going under task five and so we have just a few hours of T&M time on there okay so let's go ahead and see if we can figure out what that is so we're gonna go ahead and we're gonna jump into tick here real quick so tick is my timesheet software I'm gonna go ahead and pause this while I get logged in and get this timesheet up alright guys so I'm logged in to tick here and I pulled up this project in in tick in my timesheet software and I can just see I know who the nest has got a half an hour here and she's got one point nine hours here okay so you just see I want to make sure that half an hour is in the right spot where'd she put that okay so we've got about two and a half hours so I am NOT gonna build my client for two and a half hours of time it's just not enough so I'm gonna go ahead and leave that okay so we are not gonna have a teen in bill on this week or on this this week this month's invoice and I got a couple hours of back-and-forth too but that can get billed next month so we're just going to delete this cuz it's not going to apply actually you know what I'm going to do just to make it clear the client I'm gonna go ahead and leave it on here and I'm going to just zero it out for them so they can see that we're not billing them anything okay we don't have any materials reimbursable Zoar late fees okay we applied half the deposit last time we are going to do that again I'm gonna apply the other half of their deposit okay so let's figure out what our what our total is so we got to do a little bit of math here so we've got 13 grand that we're billing okay minus the three to five so it's gonna be nine 750 oh sorry that's 13 okay and then we give them the credit of the three to five which leaves them with a total downer of nine 750 okay and we're gonna say hey when we'd like to pay when we'd like to get this paid because if you don't tell your client they'll pay it whenever they want so and I'm pretty good I usually give the client to four weeks so today is a 29 I'm gonna tell them hey be great if we could get paid by the 17th of February and I usually always make that Monday so that's it we're gonna go ahead and zoom to the page save it and then we'll save it as PDF we'll make sure this gets a check before we're done you know I lost myself there it is alright so sorry guys let me slide this out early so now let's go see how that looks as a PDF okay so that's how it looks as a PDF nice and crisp and clean okay we don't we're not going to need this Tina in details because I'm not billing that client any tiem on this invoice so we can just delete that okay the other thing I like to give my client those I like to give them my a budget summary so kind of a snapshot of where we're at on the budget for the project every time I send them an invoice so I'm gonna go ahead and in this video and then in the next video we're gonna go in and do that budget summary for this job thanks for watching guys I appreciate it