Collaborate on Truck Driver Invoice Template for Product Management with Ease Using airSlate SignNow

Truck driver invoice template for Product Management

all right hello everyone today we are going to be using our data from dump tech to create our invoices inside of quickbooks online so to get started i'm logged in here on quickbooks in my trucking company file and underneath of invoices you can see that i currently don't have any invoices when i go to my customers i don't currently have any customers and then under my products and services i have one service that's called just trucking all right so what we're going to do is we're going to go over into duntec now you can see i already have a hauling sheet pulled up i was just looking at some of my hauling sheets making sure everything looks good if i go to my tickets section over here we can see that these are all tickets that i submitted for last week i submitted tickets for two different clients client demo client number one and demonstration client number two and uh looks like i had three different projects that i was working on demonstration project number one demonstration project number two and number three so it looks like um project number one and number two were both projects for the same client number one and then project number three was for client number two so each project if i go into my project setup um each project was set up slightly different if i go to edit on the project we can just take a real quick look so project number one is set up to be hourly we have an hourly rate of 120 and you can see that we are billing for our travel time to the project and we are billing for our travel time back to the yard on that one project number two take a look at that one this one we are billing it by the material the material is aggregate based course this one is being billed by the time and we have a rate of 6.50 so in this one we are including our travel time to the project any standby time that we might have and then travel time back from the project now because the project is being billed on a per ton basis these hours are not going to show up or have any effect on the actual billing but they will still be utilized to identify what your indirect and what your direct hours are on the project which you can still use to come out with an equivalent hourly rate now if i go and i look at project number three this project is built a little bit differently this is also by material aggregate base course but this one is built by the load and it's 200 per load and we don't have any selections for adding our pre-trip time travel time standby time none of this is being added to our direct hours now if i go to the reports section over here we have what's called a project report inside of the project report it's asking us for when our start date and end date is so i'm going to look at last week so i'm going to do monday the 13th all the way till sunday the 19th and i'll click on preview so now what this did is this created a pdf report for each one of my projects and you can see these are the haul sheets for each different uh each different day so 13th 14th and 15th we were running on demonstration project number one and here is our ticket revenue and remember this one was billed by the hour so it's our direct hours multiplied by that hundred and twenty dollars per hour to equal our ticket revenue if i scroll down a little bit you can see that it's the same the same customer demo customer number one so it's just listing the new project and this is for the 16th and the 17th and this one was building it by the time so it's multiplying it by tons by our um cost per ton which was six dollars and something cents so here's the ticket revenue for that one and then as we continue down now we have our second client here and we have uh demonstration project number three this one is being billed by the load and you can see it's multiplying the two hundred dollars per load with um by the quantity of loads four loads so what we can do with this information we're going to import this directly into our quickbooks online for invoicing so we're going to click on download click on export to excel and it's saving it to our desktop i'm going to save it to my downloads folder click save and so now down here created a excel sheet for us okay until you can see that what it did is it created an excel sheet with column headings and these column headings match the column headings that we have on our project report we've got our ticket numbers or dates who the client is who the project is etc now for us to import this into quickbooks we're going to have to add a few columns so i'm going to insert three columns here and i'm going to name these so this is going to be invoice number this is going to be invoice date and this is due date so this invoice number determines which tickets show up on which invoice so this is where we get to decide do we want all of the tickets that were for client number one to show up on one invoice or do we want to invoice each project separately for this example we're going to invoice each project separately so i'm going to go ahead and put in that this ticket this ticket and this ticket are being added to invoice number one this ticket and this ticket are being added to invoice number two this ticket is being added to invoice number three the invoice date we are going to make it for um we're just gonna go ahead and make it for today so it's the 23rd i'm going to copy this and i'm going to paste it in these cells here and then the due date what i'm going to do is i'm just going to go ahead i'm going to make it 30 days from the invoice date so i'm saying equals and then i clicked on the invoice date plus and then 30. there we go so that's the due date for it drag that down okay that should be the bare minimum information that we need to import this data into quickbooks so what i'm going to do i'm going to go ahead and save this file here now remember this file was located inside my downloads folder so what we're going to do now is we're ready to bring it into quickbooks so if i go back to my internet and go back into quickbooks what we're going to do on our quickbooks online is over in the top right hand corner under the settings button we click on that and we go under the tools section and we click on import data okay and now it's asking us what type of data do we want to import we're going to import import invoicing data all right so now it's asking us okay well you need to hook up your excel sheet to this so we are going to click on browse and we're going to click on our downloads folder and you can see here's the one that i was just editing 8 25 pm today's date i'll click on open and then i'm going to click on this little button here add new customers to quickbooks and we hit next so now it just read that document and now it's saying okay those column headings that you have they need to we need to match them up to our quickbooks column headings so it says invoice number for quickbooks fields so inside of our excel sheet we need to select which number or which column it's going to hook up to so i'm going to select invoice number here it's asking us for invoice or a customer i'm going to select client it's asking us for invoice date we got that looks like our due date automatically got selected the terms we're going to leave it alone the service date is just the same as date that's our ticket date the item we're going to leave is not applicable which means it's going to by default it's going to make our service that we have in the system that's labeled the service that's going to be utilized the item description what i like to do is i like to use our ticket number that's in there now what you can do is on your excel sheet if you like for it to be a little bit more customized you can add in some more descriptive details and i'll show you how to do that a little bit later your item quantity we're going to leave this one blank in our item rate we're going to leave this one blank of course you can add that stuff in on your excel sheet if you want it on there and then your item amount is going to be our ticket revenue column and then our memo we're going to say non-applicable and our email we're going to say not applicable now from here we click on the next button and so it just read our excel sheet and it says you're good to go it's going to create three new invoices and it's going to produce two new customers so i'm going to click on complete import all right nicely done so if we click on our invoicing button over here there we go now we can see that we have three invoices and our totals pre-invoice so let's go ahead let's take a look and see what they look like if i click on print i can see a preview of what it's going to look like for the customer so it's showing that the trucking service there's the dollar amount there's the date of the invoice and there's your invoice number okay so now that we have our our invoice and let's say that it's it's looking pretty good it's good to go another thing that i like to do is i like to add pdfs of the hauling sheets so if we click back onto our dump tech admin portal i can click on reports and we have our hauling sheet report so if i open this guy make it for the week that we are billing for and let's say that we're going to do this for our first invoice which was our demonstration project number one i just collect i just select in the filter our project click on preview and there we go we have one out of three so we have three tickets and this is the the actual tickets that went along with the data so from there we can click on download export to pdf and we are saving it in our downloads folder okay and now here's our pdf so then what i like to do is inside of the invoice going back into quickbooks online if i go under the invoice and i click on view edit scroll down to the bottom where it says add attachment click on that and then in my downloads at the very top you can see here's the pdf of the hauling sheets all right and so we just added the pdf of um of those three hauling sheets so now this invoice is ready to send you