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Virtual assistant invoice template for Finance

hey everyone my name is Patrick Mabilog i'm back  for another video on how to use Notion for your   business and today what we're going to talk about  now what i'm going to show you is how to create a   finance board for your business now finance  is obviously a very important part business   you know the way that your money comes in and  out of your business if we're taking better   care of that and if we can track that better  if we can manage that better i think it can be   a whole lot more for your company and one thing  that i have found as a freelancer as a business   owner is that it's not always easy to track  finances if you're not consistent and that's   why i love no john because with notion you have  your finance tracker so readily available for you   on your computer that it's easy for you to come  in and just put in entries when you spend money   when you earn money which is the best  part of having a company of your own   but really what i would want to show you  today is how you can use no john to really   maximize and how to really streamline the way  that you handle your money as a business owner   so let's jump straight into it you can see right  here i have my lotion account ready if you don't   have a notion account all you have to do is just  create one the beauty of notion is that there's   a free plan which more than suffices i think for  the better part if you do want to get a paid plan   then they do have very affordable plans as well  now the first thing that you want to do of course   is create the page for your finance tracker you  might probably want to name that something along   the lines of finance right now here's where it all  begins what you need to do when you're creating   your business finance tracker for for your company  is you want to make sure that you have the right   section so what are the sections you usually have  number one is you should have a cash flow section   what money is coming in what company's coming  out second is you need to have a budget   section like how much do you usually spend and  how much do you usually earn so that you can   get a good sense of your if your business  is in the green it's in the red and i don't   know what other colors there are greenery and  lastly is you want to have an invoicing section now the first thing that you want to do is  you want to take these sections and you want   to create them and turn them into pages so  to do that all you have to do is right click   and i'm going to turn into and then set select  page now you can change the icons if you want   cash flow would probably be a picture of you  know like actual money or going in out budget   would probably have a clipboard and then invoice  would probably be like a receipt or something so let's build out the individual sections  first let's talk about cash flow so cash   flow basically is two things right its money  coming in it's money going out and so what   that usually looks like in your finance tracker  is you have two tables right so the first table   will probably be you know the money coming  in so what you want to do is just want to go   forward slash and type in table select  the database table not the basic one   because you know the database table will  allow you to do more things so when you   do that all you have to do is click on the  database you can probably name it uh cache in the beauty of the new update on notion is you can  actually hide the database title as well but i   personally like having it here so what are the  things that you need to have in your cache in   table so first you have to have your entry right  so the entry will probably you know you can just   put in the name entry here and then secondly is  you'll have the tags you want to categorize what   kind of cache is coming in so you can categorize  it i i like to categorize it basically based on   two things number one i like to categorize it  based on whether it's a fixed monthly thing that   you get a recurring amount that you get or if it's  just an ad hoc you receive so in my case because i   run a small creative agency that's that's usually  the scenario that i have i will probably have   one for recurring income when i pick one people  paying a retainer and things like that secondly is   do you have ad hoc income where someone pays you  per project to create a website or something like   that so in order to do that you can just go over  to edit property there's two different category   settings that you have for this table column  and so usually you go for a select one or a   multi-select the difference between select  multi-select select will only allow you to   choose one category so i think in this scenario  that's the best kind of uh database setting that   you want to have rename that and probably put  in type right you can put in your options so   in like in the case that we mentioned you can put  in recurring or you can put this ad hoc or browser so that's the second column that you want to  have a second column next column that you want   to have of course is where the money came  from and so you can either have this as a   select type or a text type let's say for example  you're a b2b business right and you're you   know where your money is coming from this is a  good column to have because it helps you track   which people are paying you and it makes you see  which clients are actually paying you the most   money on a regular basis so for this setting for  example you can put in something like client name and then you can put in the names there  right you can put in a gfx company   and you can put as many as you want actually and so on so forth you can actually put  in the name of people as well like then so you'll have your client name there and so  you can select you can just keep on adding   as you go second to the last would be you know  the most important part which is the number or   the amount so you can just have that there it's  pretty straightforward and then lastly is you   probably have something along the lines of uh  probably just comments which you might have for   that building in case you have you know additional  comments that you want to add and so when you're   adding entries there right you can just put in  like a retainer or so and so actually there's   another column that you want to have i just  remembered of course you want to have the received and there's actually a table entry type called  date and so it allows you to actually set a   date so you can actually move this around  as well so if you want to move this like   further up there that'll be great that's  your cash in cash out no feature right   and then the next thing you do is you  just put in the content a website design for example and you can put in a date  that you receive the amount is this   occurring probably for project thing this came  from high income inc let's rename this to amount   all right and then you can put in the amount i  got paid five thousand dollars for this uh you   can also change the uh the number to um whatever  sign that you have so obviously i'll probably   let's say i choose a dollar for example so  there you go and so yeah you can just start   putting in your entries second table that  you need to have right there is your cash   out right so how much money did you actually  spend so to do that you create another table and we'll create that table it's just a  matter of putting in database entries again so   in this scenario you still have entry  you can put a category for the expense   so edit property select category and categories  would really depend on like what bracket does this   expenditure fall under and  put the number for the amount this is the one thing that's different with  the cash uh in table is instead of putting in   like a comments section or something like that  you actually want to put in you know a receipt   upload because like that's very important for  a business you want to be able to upload your   receipts so you can actually select here a file  upload files and media upload entry type and so   what that does is it allows you to upload a  picture or a pdf of your receipt and so when   you have that you can actually start playing the  content and last of course is not the date right   it's very important to you know get  a sense of when your money is coming   in when your money is going out so this  one is cash out and so you can actually   start putting categories here as well you  know like subscriptions manpower costs and so on and so forth right i mean what  else do you spend so this is rental utilities   you get the gist and there you have it that's your cash flow table  now here's one thing that some people usually do   if you're the type of person that you like to  fix them up ing to you know months so   that you have like a cleaner cash flow tables  what you can actually do is you can start to   put these into like pages that will be labeled  as the dates that you're putting in the name so   for example you can have a page name here and  you can say for example this is for march 2022 and you can put these tables  into your that page right there   so that it looks a bit cleaner right and so every  single month that you're creating content you're   creating like a new table rather you can just  duplicate that now how do you do that what i   usually do is i take that table and i will  duplicate it and i will name it something   i would probably name it you know  something like templates template go table and the next thing i would do is i would head over  to my options again and there's an option here   called template button right and what this does  is it allows you to create a button that will   propagate a template for you and so in order to  do that you have two options here number one is   the button name so you can put something like new  month here because like what that's gonna happen   is when you click on this button it will create a  new month entry for you and so i would move this   template inside this section right here that says  template i'll delete the to do that's already in   there so when you close that up every time you  click on that it will create a new month for you   and so every single time that you have a new month  basically to manage your cash coming in coming out   you have that ready for you so that's your cash  flow table now how about your budget table i think   it's pretty straightforward right so like when i  create my budget table once i have my cash flow   table it's it's just the cash out table and you  start to put in all of the expenses that happen   on the monthly recurring basis and so for you to  do that all you have to do is just copy this cash   out table so you can copy that and you you select  that and you know it's just comancy if you're   an apple user control c if you're a windows user  and go over to budget and then just copy it there   now the difference of course with the cash out  table is that cash out table might change with   time right so you you want to put in the content  or the budget items here that really recurringly   happen on a regular basis so let's name this table  budget for i don't know xyz company and then you   want to start you know putting in the stuff that  you spent for like your zoom account plan right   so that would be under the subscriptions category  you can also remove the receipt column and the big   column now because like that won't be necessary  for a budget but you can just you know you put in   the amount right it's 50 for instance once again  you can change that to a dollar figure if you want   and start putting in all the expenses that  you have right manpower costs so va salary and va number two salary say for instance you can also put in let's say for instance  utilities and internet say for instance you   have a you know a physical office you can  also put in there rent for your business   and start putting in the amount like let's  say you pay a thousand dollars for this   now here's where it gets interesting right what  if you want to just see all of your expenses for   a month that are manpower costs you can  do that by creating another view on your   budget app so what you want to do here  is you just want to click on add view   and select table and when you do that you'll  have another table here you can change the name   say for instance you want to just change this name  and you just want to see all the manpower costs so you'll see there that it actually changes the  name and so what you want to do next is you want   to filter your budget so to do that you can click  on this and you know it will filter your entries   based on you know what table you select so  let's say for instance you want to filter   based on category and you want to see all the  manpower costs so you'll see there that it shows   you just all of all of just the manpower costs and  if you want to see the sum total when you hover   here to the bottom you see the word calculate  when you click on that you select sum it will   show you how much you're actually spending that's  the second part right second the last part of   your finance tracker last part of course is your  invoice table which you can probably even use to   you know send invoices to people so in order to do  that first you need to do is of course you'll have   the table once again right and so you can create a  new database table right there and put in invoice when you're invoicing people like what do you  usually put into your invoice right first you   probably have like an entry category right  there you can put in unit price you want   and that will probably be a number entry second you'll probably have a unit volume category like how many pieces or how many  graphics did i actually do for this person and then lastly would be the total amount subtotal  and once again that will be a number here's   another like nice hack that i would like to share  with everyone i mean if you want to have like   an auto calculating like invoice table you  can actually choose formula and when you   select that you can actually create a formula  where you multiply unit price with unit volume   right by doing that you just put in  unit price and then the sign asterisk and then your unit volume and it will calculate  you know each entry right so let's say for   instance you have an entry here that says or  let's say for instance we're talking about like   an actual business with actual products right and  you're building someone on a b2b basis so let's   say for instance you're building someone for a  couple of units of a solar panel right solar panel   your solar panels and you're selling solar panels  right so let's say each panel will cost 200   i don't know what what the price for solar panels  are obviously this is just for uh illustration   purposes and this person buys 10 units so you  can see there that it actually changes into the   amount right that you have right there so you can  also once again change the the type of function   that you have you can put in as many you know  items you want you can also put in installation you have you know unit price here of 500 per  person you know for per staff and then two staff   work on it and then you have their your total  amount and once again that you have your invoice   there and just like the cash in cash out the cash  flow fortune you can also create this into actual   specific invoices per client and so you can  once again just create another page right here   and invoice number zero zero zero right and then  you put this table inside that invoice you can   change that icon something a bit more you know  virtually striking and you want to create like   a template button once again right the template  button will allow you to take your invoice and just drag that in there and then close and you have your invoice  tracker so every time you click on new invoice   it will allow you to create a new invoice  for whichever client you have and so i hope   that that was helpful i hope that you learned  something from that and i hope that you'll be   able to use this in your business so that  you can continue to grow your business you   can scale your business and you can take  better care of your finances while doing so