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Software invoice format for small businesses

hello and welcome to this video of odo brought to you by Khan fianc a co partner today we will be covering invoices but before we begin when you go to settings and make sure our company information is correct so let's begin well first it down here go to settings next will won't come up here to users and companies companies will go to the demo company here you want to make sure all your information about your company is correct because this is going to be used on every business that can be no du Bois's and put it in our business logo next we'll go to the general settings next we'll come down here and document template this is where you can set up different templates we'll go ahead and select that and here you can see several different templates that it offers you you can also add a tagline if you want we'll just say the demo company and you can also add a footer if you like we'll keep it on this one for now and hit save now we will return back to dashboard and because this is a demo instance of odoo it also installed the accounting module which absorbs into itself the invoicing module so we'll go to a accounting module as you can see it includes the customer invoicing the vendor bills banking cash and POS sales journal the first thing you want to setup for invoicing though would be go under configuration and get a payment acquires here is where you can set up any payment method that you require but we're going to go ahead and set up PayPal so we're going to it now installed we'll go ahead and set that up now up here in the top right you can publish and unpublish this just by clicking this button up here in the top right hand corner so now it's published to your website and we'll come back and show you how to set this up later on in the video first let's go back to accounting and we'll make a new invoice now we'll add a new customer line item so we'll go ahead and choose a new customer and will say that they are ordering will say customizable desk and they want ten of them we'll go ahead and save that now just like in any of the other videos you've watched you can preview it right off the bat you know - and the nice thing about that is you can go ahead and see exactly what your customer is gonna say so you can go ahead and review this and make sure it looks right for how you want your invoicing letter to look also up here you can see it includes all the information we made sure was correct earlier including your demo logo your company name address all your information because the company poor or your customers can also download or print and we're going to go back to the edit mode now that we're back here we go ahead and validate and as you can see it moved it up in the line also you get more options on the back end we can now send and print register payment add a credit note what you don't want to do until payments been received or preview again also on preview again you will now see pay now with your customer will see through the portal also when you send in print it will send an email to them which will lead them back to that portal that we saw in the preview if your customer however didn't want to pay online and the instead showed up to the shop to pay you can also come up to register payment and we'll go ahead and let them pay that way and validate you can come down here and see it's been paid and if you come down here and click this I it will even show the payment method and if they paid online it would show it here as well depending on what they chose now we're gonna go up and send a receipt back to the customer so come here to send a print and we'll go ahead and send it but you can also have the option to send by post if you want yeah we'll go ahead and send it by email now what if the customer wants a refund because they ordered the wrong thing well you can move here to add a credit note and we'll say ordered wrong item then we'll go ahead and create the credit note and here you can see it listed in the system so when it's like that and you can see all the information right here we'll go ahead and validate and you have all the same options up here we'll go ahead and register payment because we do need to actually pay back the customer and will elevate that and as you can see it's paid out in the system now that we've seen how to do this through the inventory app or the accounting module you can also do this straight through the sales module so we'll go back to dashboard no matter sales then we'll come over here to create a new quotation what's like poin and a new product this time will say that he wants a whiteboard pen and he wants to order a hundred of them go ahead and save and close and we'll save that now we will go ahead and confirm it and create a new invoice now if you had it set in configuration so that the product had to be delivered first when I went to go hit create and view invoices it would say there is no malleable invoices to send out but because we don't have that set up for that instance we'll go ahead and create and as you can see it created a new invoice we'll go ahead and validate that and just like the other view you have the same settings here that you had back in the invoicing setup so as you can see it was super simple to make an invoice no matter which application we were in and it's integrated throughout the entire system about it you will get the same uniform look throughout no matter which application you are having to do an invoice in and it just makes it simple and easy on the user now let's cover our payment terms and terms and conditions will first return back to accounting where invoicing is all-encompassing inside we'll go to configuration and we'll go to payment terms then we'll come up here to create and we'll say 2 percent discount before 10 days and full price for 30 days and then we can come down here and add a description to that 2 percent discount before 10 days otherwise full payment before 30 days then we'll come down here and add a line then we'll come up here and we'll go for a percent we'll say 98% needs to be due before 10 days after the invoice is sent we'll say we close that now this needs to go above balance because balance needs to be the total balance due at the end of service so we'll go into balance as well and it needs to be at 30 days so we'll save it close there and save here now before we create an invoice using this we'll go back to dashboard we'll go to settings go back to general settings and we'll go back to our document template and at our footer we will say terms and conditions at WWF and we'll save and we'll return back to accounting and make a new invoice all right we'll go ahead and also add our new customer and we'll select the terms that we had created as you can see it creates the new due date we'll go ahead and set the line-item and you can also place in terms and conditions down here we'll go ahead and save that and we'll validate it now if you get a preview here's what your customer will see and as you can see it also includes the 2% discount and the terms and conditions you edit at the bottom and it creates a really nice clean look overall next we'll go further into payment options to allow your customers to pay you in multiple different ways this could be because of security concerns with them or they may have their credit card already linked in to certain ones and not other words so first we'll go back to accounting or invoicing up if you have it directly and not the accounting app we'll go back to configurations and settings and then we'll scroll down here and we want to activate invoice online payment this will let your customers be able to pay their invoices when they receive with them next we'll save that and then we want to go back down again to general settings again open the document template here you'll actually want to include your banking routing number and account number so that people can pay you by a check if need be and we'll save that next we'll come over here to configurations payment acquirers and as you can see I have many already set up we're going to go ahead and set one of these fully we go to configure now here you would want to enter in for PayPal your paypal email ID they've got Merchant ID PayPal DDT and you can choose to use your pin or not you can set up the direct website to your website and here you can even include a thank you message you can also set a pending message done message cancel message and then an error message also under configuration add extra fees specific countries that you only accept from and supporting pavement types you can add and remove these as you like and we're go ahead save this now we're gonna go up here to customers invoices and we'll choose one of the old invoices and as we can see this one has already been validated so we'll come up here to preview which again takes us to where we had sent out the invoice via email your customer will come back to this page on your website but now they have the option to pay and as you can see and includes the payment acquirers we set up we'll go ahead and close this and we return back to desktop and that will be all for this video of odoo thank you for joining us again here at con fianc if you would like a more in-depth demonstration please contact us we will be happy to arrange one and start the process of helping you and your business run more smoothly than it ever has before have a wonderful day you