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Sole trader invoice template for small businesses

hi there this is chris from moneyhub and this video oversees how to prepare a very professional looking invoice to send to new zealand customers so many people have written to us recently and said do you have an invoice template that i could use because i'm setting up a business and i've got people that i want to invoice but i don't have something that i am kind of proud of or i'm scared i'll miss something so we put something together based on our years of experience in business and this is this video is going to walk you through exactly how to fill it out and it's it's very easy and start sending invoices so then you can spend more time focusing on growing your business and not trying to format a template so first of all please do change the logo that's just a holding logo it's time to it would be much better if you put in yours so just copy and paste something into there then secondly we've done a sample of three invoices just to show you how our invoice template looks this is this is it here but i'll get to that in a second so first of all the best thing to start with is is listing the first person that you're going to send an invoice to so the date that that invoice is going out and then the customer name so that will be the business name or the person their address and then you know their city and their postcode and their customer email so that's probably going to be the people who you've been told to send the invoice to if it's a large company of sometimes it'll be like an accounts team or an accounts payable team if it's a sole trader or a smaller company or just be whoever you're dealing with their phone number and then the description of exactly the work that you did now try to be as descriptive as you can uh sometimes you may be sending multiple invoices to the same customer the same client and so you want to make sure that they understand what envies what invoice is for what uh so if it's if it doesn't say much then it it doesn't help them which can mean a question for you and that's more kind of back and forth so you want to be as clear as possible some of these are pretty pretty limited so i wouldn't like use those as an example and this is just a made up signage company but it is worth just putting out like the date that you did the work or you know exactly what was agreed and just be a little bit more descriptive so that's good and then you put in your price and then if you have arranged any discount that is quite rare like not a lot of people do that but we put it in there just in case you're very friendly and you want to do a discount and then that'll that'll sum up the total so if if we now go to the invoice this is a very very easy template to use and the first thing you need to do is change the logo so change it there and change it there so just you just delete money hub and put in yours this is just a holding logo just to show you what the logo uh what the template actually looks like and what the invoice will look like now second to that you have to you have to include all of your details so it'll be your contact name so like you and then your company name now if you are a sole trader that's perfectly normal if you haven't set up a business yet and then you might just be say something like christopher walsh trading as then name of things like okay a signage auckland or something uh so whatever your business is called and then street address so that's just redress for your business and your city and postcode plus the phone number that you want people to contact you on if they have any questions about the invoice your email for the same reasons and then the website if you have one and then your bank account name so for example if i was a sole trader i'd be c walsh and if i was money hub then i'd be money hub group limited so that would be what you put in there then you put in your then you put in your account number so the full starting with the two numbers and then the dash and then all the way to the suffix and then and make sure you double check that because sometimes uh for new invoices people miss things so just be very very careful there and then the due dates now this is quite this is quite important because you need to set how you know long in advance you need to be paid so if you find yourself you know wanting to be paid within 30 days then i would type i would leave it as 30. but if you have customers who are like oh i only pay in 60 days or something like that then you'll need to change it to 60. what that works i mean what that means is that it's going to change the due date um so if it's 30 if i put it there and then you've got your date of your invoice from when you first populated it uh no it's going to be plus 30 days so that's going to make something that was sent out on the 5th of january due on the 4th of february so you just come to terms with that most people do do 30 days uh you know there i've been like like media reports of you know big companies doing 120 days which is i think very unfair um but for most people you'll be 30 days so that should be fine and then uh so once you've once you've populated all of this then it's all going to show up through here which is great and then you can save that so you'll never have to you know put that in again and then you need to drive your invoice number so we'll do invoice number one and then that's going to bring up all the details that were from invoice number one and you can see that it's jus 1750 and if we go down there that's all populated so that's great now if you are gst registered then that's great that's going to populate it there for you and you can also put in your gst number uh which we've got a little section for um but if you're not then you can just delete that so you can just go like that and that will go and then it'll come down to a non-gst inclusive amount now the final step is to print it and what we suggest doing there is to go push ctrl p and then you print it as a pdf so this has all the details that you need and it's good so this is all going to populate down here and then if i just show you one i previously made we can see that it's called it's called the num it's called the name of the invoice then your company name so that really helps the customer that you're sending it to to make clear exactly who the invoice is from so you're kind of top of the pile and it's just helpful for their filing so that's it you can then you can then attach that to an email send it to your customer and then expect to be paid when you're paid and you can keep track of that or just make a mental note of uh lots of people lots of companies pay on the 20th of every month so if you did send something out on the 5th and then it may get paid on the 20th of january um that was the 5th of january but that really is sort of yeah that really depends on you and your customer so good luck and we have lots of resources around uh starting up starting up in business and a whole bunch of other things that are related uh so do look at the website and let us know if you have any questions thank you very much