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Virtual assistant invoice template for Logistics

hey what's going on this is a boss I wanted to film a quick video to show you how we um use a time sheet for all of our virtual assistants the purpose behind the time sheet is so that they track what time they started how many hours they worked every day and it automatically calculates their payroll and so at the end of every two weeks whenever we're processing payroll they just send this to us we check it against you know a time doctor which is the software that we use to track their hours and if the numbers match then we send them their money and so the way it works is very simple in my business I like to pay people every 2 weeks maybe you do it weekly maybe you do it monthly doesn't really matter but I can tell you uh most people expect to get paid at least once every two weeks and so that's kind of the schedule I like to stick to personally we pay people on the 15th and the 30th of every month and when I say we pay people on the 15th um you know that doesn't mean that you calculate hours up to the 15th so I'm going to give you an example like this is a payroll sheet for March 15th right which is one of our payroll dates so it could be March 15th March 30th April 15th April 30th right just to kind of give you an example we have all these different tabs uh but basically you can see that the cut off period for their hours is from February 26th to March 10th and then the March 30th would be from March 11th to March 25th the next one would be March 26th to April 10th right so it's basically from the 26th to the April April 10th for the 15th payout and then from the 11th to the 25th for the April 30th payout so I hope this is kind of um understandable so far now what you want to do here is you want to change the date obviously right so you come in here right um change it to 2024 just make sure the dates are still good obviously here we can change that to 2024 and you know you want to do that for you can drag this down and it will automatically change the specific days right um and so anyway the point is what you want to do here I think we also have to include the 10th app so you want to include 39 20 24 there we go so what they do is this every day when they show up to work right you want to train them to put in their start time or you can just have them watch this video by the way so they put in their start time so let's say they showed up at 9:00 and then by the end of the day they look at their time track tracking software if you're using one or if you're not using one maybe they can do it manually they put down how many hours they worked in this day so let's say somebody worked for 7 hours for example they would do it like the seven and then they have to put the um the 0 0 in seconds just like that now what's going to happen is it will automatically calculate their salary for that specific day depending on what their hourly rate is so here you can you can change this and you can say look my hourly rate is for example $5 or say $6 right and it will automatically calculate that for them over here under VA name they can change this to have their name in it right so maybe I could put my name as a VA right doesn't really matter so they put their name the the the dollars per hour that they're getting paid and then here will automatically calculate that now if you're in some sort of sales role or whatever maybe you have closing bonuses they can if they have a closing let's say they put the closing bonus down here maybe you're on contest right maybe they want a $10 contest maybe you have some discretionary bonus because they're doing a good job if you choose to pay that out right that sort of thing so anything you put down here will automatically get added to their salary you know at the end of the payout um so if I take this and now I add more days right let's just keep copying the same over and over again um you can see that it shows the total but it also shows the effective rate after you include all the bonuses and this is really important especially for sales roles where they get paid um closing bonuses and commissions you want to show them you know not just the the hourly rate but also how much they're getting per hour when you include the bonuses uh because that's in my opinion more motivating so anyway this is a very useful you know simple Excel sheet that they can use what they what I like to do is have them basically submit that to our um our payroll person or if you're the only one they can submit that to you at the end of every payroll period now the weekends are going to be different year to year so they just need to modify you know what days are the weekends so I hope this is helpful and I will see you on the next video