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Translation invoice template for corporations

and we're rolling okay hi everyone this is Robert Gart and uh for today I would like to keep it brief because last time was pretty long and also as you can see from the glare on my face it's a nice day outside but before I go outside I wanted to discuss invoicing which is something that's important I think for everyone out there who's had a job because you probably had to issue an invoice if you use Elance or odesk uh then they have their own invoicing systems also um Pros also has its own invoicing system but I don't know anyone who uses that regularly so chances are you will have to issue an invoice and in order to talk about it I'm just going to go through one of my invoices so you can get an Audi visual um view of how it's done I'll be posting images about of it and and then you can make your own mind up if you want to copy this or that or tweak this or that um however you wish to do my invoices are on Excel and then I make a PDF out of those it's pretty easy and uh so I can just show you how I do it obviously you can you can use any spreadsheet uh to do what I do want Excel by the way you don't need Excel or you can can use any program you want it's up to you I'm just going to go through how I do it just so you can get an idea first of all at the top you should always have an invoice number it doesn't need to start with 001 if this is your first invoice and you think it looks weird you can start it at 101 or however you want this is just for you so the invoice number is for you to keep track so start with that second of all you have today's date the date of issue will be today's date and uh so that you just fill in every time you know with today's date by the way I issue my invoices as soon as possible I have a set time once a week and I'm kind of lazy so I will do it once a week but as soon as possible is the best time to issue your invoices payment is usually made based on the invoice you have the date of issue that's today's date then you have Bill from and that doesn't change that's your information so you know just put it there and that you can copy for all the invoices you have the bill two info will be your client's information so if you deal very often with the same client you can copy and paste that as well you can just have yeah name email website if they want vat or anything else they want just put it up there then then you go down and it says for the description here is taken from the name of the job here you'll use either their reference number to make their life easier or just the name of the file you have to translate or anything like that just so it's recognizable you put that there then if your job is based on the number of words and a rate per word then you can probably put that in there since it makes life easier and so you have as you can see you have uh the rate the the number of words and then you have the total at the end if you don't have a rate of number worth just put the total at the end then what I do since it's on Excel I have that total and I rinse and repeat for each job and at the bottom will be the total of everything and what I do then is I replicate the total for each job in Big Bright numbers and green right there as you can see because you know you want to make sure that the client can see it you want to make sure that it's evident right away and you want one of my books just fell and you want to uh make sure that you know that there's no confusion right you know so that number is right there they can't miss it good now then under all this part you will have uh the due date here I uh will generally write one of two things either payable upon receipt which basically means as soon as you receive it you have to pay or I write pay within 7 days so that it gives a precise date and I can say if today's date is the 10th then it's due on the 7th 17th very often clients want something paid within 15 days or 30 days or something along those lines if that's the case then you write whatever you've agreed upon right there obviously and uh and the due they just to make it very clear for everyone right um now under this I put the PayPal information if you agreed on a bank transfer put your bank transfer information if I haven't agreed on anything I just put PayPal there because that's my preferred mode of payment they can always say oh we don't do PayPal we do something else and you can send the information but just put your preferred mode of payment as an automatic thing there just you know so that they can pay you in your preferred Manner and after this like my last line there as you can see will always say invoices more than 30 days overdue are subject to a 10% late fee now you can make it up more than S days overdue 15 days overdue I guess I'm a nice guy and most of the clients I work with now are okay I've had some issues in the past you can also by the way and I've seen this before have an increasing late fee so x% every y number of days you know so that means that if they're late by a week they pay you but if they're late by two weeks they pay you more right um this just makes life complicated also you know who knows how enforcable it is at the end of the day I find that just having that one late fee is enough incentive for them to pay me on time which is what I want um and then uh and that's pretty much it for the core of the invoice you have everything you need right there if they need anything extra written down you can add it in the extra space at least I add it in the extra space right underneath um but that's pretty much it and then all you have left there is um is my last box that's all I have left and this I added later on and it's more along the lines because a nobody likes to receive an invoice but nobody likes receiving a phone bill or anything like that so nobody likes receiving an invoice so it's just a way to personalize it this last sline and so I've written various different things in the example you have here it just shows that um I will for every referral they give I I will offer a discount for the next job um however you know I've had different things you can put a quote there that changes for each invoice you know something inspirational or you can just put uh something that's new about you you know if you'd like to put it there or you can just you can also have other deals like receive a free hat or a free something with my company logo for every 10 jobs you do you know just anything you want and you can change it up and switch it back and forth this to me is like the the creative section the personalized section that's pretty much it for the invoice now you have to you know now I have something on Excel what I do is is I can show you basically you uh you and under file I think you can choose to save as a PDF and then it saves as a PDF then it looks something like this and then you can just send that to the client and that's it anyway hopefully that helped out if you have any questions obviously you know you can ask me in the comments um and once again if you subscribe then you'll be receiving these as I make them and hopefully you know this useful stuff for you freelance translators out there okay bye