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Virtual assistant invoice template for Procurement

hello and welcome to the demo video for the CRM super virtual assistants what I'd like to do before I get cracking on the video is just to the inner hard works what you will be provided with is a spreadsheet it's a macro free spreadsheet it doesn't really look like what you probably expect this feature to look like you're getting good and second but it is a macro three spreadsheet so it opens using Microsoft Excel and you are able to make folders where you look where the unique folders and put this speech inch of into the folders that you create so in other words if I wanted to create on the desktop say I want to get a new folder called client and I could do that and in this folder I could save a spreadsheet per client as their job card and I can rename the spreadsheet based on the client there Oh Thursday I can even make some folding your clients and documents and things right there if I wanted to but essentially what would happen you can you can manage it however you wish the see the spreadsheet itself will give them a second that's them down here and I'll show you what they look like but it is essentially a macro three spreadsheet that you using for you can save as many job Coggins you like and there's a bonus Bridget ago which will get you but also the beginning of this video there was an index which showed all the different things going to be talking about in this video and at time we each one started if you want to skip through you can have a go back to beginning of video have a look at that index which gets me to the chapter which you would like to see so it's absurd to do it's get started alright so here we see an interim set up chief the idea for this unit is actually customize the three key for for you and yours and your client the idea is to do this right at the beginning I suggest setting this up first and then actually saving the copy of this once you've set efficient because this sheet shouldn't change because I'm client declined it should be set up for your business is beginning and it probably won't change between clients and my suggestion is to pull the sheet insert then stages of a default template that you say that for each client because then the sheep will already be filled in and everything will be as for your requirements this is the sheet as you receive it you see they're all blank some of the cells a yellow does it because they need to be filled in but as you scroll down and see everything else is blank except for each key that are folding already because those aren't things to put into those are more choices that you can select so I've actually pulled in a document already so here's the complete one first of all your country today care you the UK or the US all that does is it changes the currencies throughout the spreadsheet and it selects the different public or bank holidays you can include bank holidays or exclude them including bank holidays mean that each task as a new task lists you're able to fit how many days you want that toss to be active for so if you say you want their task to be active for few days that doesn't include weekend and it won't include bank holidays either if you include bank holidays that means that bank holidays are included in the number of days which means it if you go to bank on today on the monday friday will count as one day tuesday will count as one day you want and she canceled monday if you exclude bank holidays that means that eventually you working bank holidays which means it that will be included in the time that the toss will be active for your date display again in the UK we have added a first in month or you can change it to the newest that just shows the dates as for that so those are just reconnection that you can make at the beginning based on where you are and where you want to include bank holidays into the scenario or not tax abbreviation this is when UK we've got back by putting back you might have ght or some other kind of tax this just basically is what appears on your invoice to show the type of text that you charging so you can put the code in their registered company number that number under those are legitimate numbers are just puts in some summer place holders here but you can put the numbers in you can put in spaces as well as formatted as a text you can put in what you like there and that will just show on your invoices you're legit company in your back you'll set your tax number your company name will be locked in that's lost you can't change that that you'll see from us with your company name adjuster people appeared using your registered address the game measures for the invoice your name is your personal name the person using it it's just something that you know if maybe she's got different clients and different people had into compliance you can just put your name in their little pop up throughout this friction you don't need to put it in there you can leave a blank where you can put office or something in this if you're using it contact details either contact III details will appear on your invoice again put in your contact email phone number in the website if you want it will appear on on the invoice those details and your bank details your branch account another branch code banking and the camp name that's a game also going on your invoice and use this is the days for invoice payments in other words that fit seven that means that from the day that you issue the invoice I'll show you later on how this works that will start to count down or seven days before it tells you that the invoices over you so you can put in there how many days you allow your clients to alien voices well I just down here would normally have been blank what that is is you see that start David editions from the 30 January 2006 a date and apart and at the thing she goes for a year-long from where we are at the moment that is the current tax rate at the moment in that way because we input back at the top of the screen this is twenty percent let's just say for argument's sake that the government changes it down to eighteen percent on the first of febuary 2017 if we put their first group III 2017 as you'll see that will change to the last day of January and then it will give you a new option to put in eighteen percent that means that when it's putting up in voice vinian working between the first of January two thousand and million the end of January 2017 will be a 20-percent any invoices from that date on to that date will be at eighteen percent and as you go down so if the pictures that percentage changes or your taxes in key changes don't just change the top one add in the new line and let it so that later on you'll see it will pull up the invoice the tax price of each of the invoices that it'll check these days to establish at which way it was at that stage these are payment methods that you could accept so i put in a few examples then you can put in some more I would suggest putting something like admin correction or something as a payment method because you may want to use that if you doing a credit note or something and select that at the same method but then what you can do you can fix the ones that you want to appear on your invoice step I'd make you want to put on an admin correction is an option to pay so you need that uncheck and just say for argument's sake you will accept cash but you don't want advertiser kids get cash if you leave that unchecked it won't put cash as an option on the invoice so anything is click here will say will show on the invoice is an option to pay anything it's not will still allow you to select that as being an option that's been used but it won't show on your voice these are your top two task boxes which is what's going to happen in your procedures sheet which we'll get to shortly but what you can do here is any tasks if you perform on each job so in other words we all get into a routine or process or procedure of the work that we do and any nem tasks that you may do on all the jobs that rely on each other so in other words you can't send out to quote until you admit to the client you can't get the signed confirmation before you send up the question this has to happen in that order you can put in the number of days let's go between those over here so in other words when you first meet your clients and discuss objectives that's four days after the start of the project in five days after that's complete can you send out a quote five days after the quotient terms of additions I think things will you get slimed confirmation so that's how that works and then you tick the ones that are the clients responsibility so for argument's sake get some confirmation is not yours if you click on their video drop down list of the tick so that's not for you to do that to your client to do you stick that as climb to do either one plank that you're going to be doing you'll see why that happens shortly these are unrelated procedural toss any tasks in you perceive your procedure but they're not related to each other like those ones are these ones just happened in the pendency of each other so this kin this case you put the number of days since the start of the project so maybe into the project at some point you'll want to add them to the mailing list maybe you want to send the free gift maybe you want to request a referral if there may be a way down into the project so you can put in things that you want to be reminded of in project but they're not related to each other so all of these days are literally days from the start this project and doing on one of these other tabs here you'll actually put in the source of project i will show how it works but those are all the tasks that you would do for most jobs you can remove them later on if you don't use them i'll show you how to do that but toss potentially be doing job for each and every job you would listen over here invoices from notes and terms and conditions on your invoice base and blocks and leave the disunity notes that you can type in 111 line each just to save you know gentlemen ditions on your invoice if you want to refer them to a web page or scams and or something like that you can put those on the invoice you cannot really put those numbers days that they had to pay whatever else you want to put in your kindle edition that will appear on your invoice and then document data and i'm going to show you a document list which essentially tracks which documents are being sent out and what version of things but if you've got standard documents that you can be sending to people you can lift up to five of them here if you get you have more documents as we send out while you can send others it's just the track these five more from these five more thoroughly so put in the top five documents that you'll be single to people whether it whether it be part of your process or whether it be document that you're creating for them that's up to you but you'll understand more about this when you have a look at the documents later on but that's where you list your your default documents right so that is the internship at page let's move along ok this is the logo page much like the inference is that in fact you can see their first for black tab so the logo page I would suggest doing this before nice a new default coffee so once you finish the influences up and load the page then save your people copy of the three typical you told Allison job because there's all these initial setup all done again I've done this on another sheet all I've done is brought my low doing all you do is you go out here to insert and you click on picture you select the picture from your files that you want in inserted in here and then as you can see you can move it around and as I'm really upset that box becomes visible so whatever I insert inside that box is sizzling then whatever's inside that red foxes smile odor as it appears so as I move it in there like that either that's what's going to be showing any other sheets and that is in fact all I need you on this page once this is done and as I said the intro and sisters all being set up then what you should or what I suggest you do users say those function save the document with all this to sit up being done and then you can move on to this the sheet which is what you would do good client so the initial setup is for everyone and then each client gets their own individual setup which we will do in the next phase thank you all right once you've done the information on the policies access in current setup and logos and you saved your default copy every time you get a new client you can actually say that under the new client named we would ever fall do you want agencies in the introduction and then you can start inputting your client information so this is really some specific huge client whatever you type them will appear here this is a blank to default version the flanker you receive it she did nothing fold in there i'm going to show you here's one of us that i solve an earlier so let's take a bit business oneness with the client information all right there's the loader that you put in you will see that there you can put in your clients name over here should you have a client reference number and if you give your clients or working summers you can put that in in that space for files provided and your invoicing billing information company name contact us and their that number or tax numbers should dad such a thing the landline alternative landline mobile alternative mobile email fax and then the address now the address what you need to do for the address for the publicity for this information here obviously that there is the trader the the actual company name for the invoice it may not necessarily be the same as the client name which put up here but every time you put in a company name and you click on that it gives you the drop-down of all the other company name did you ain't it so say for argument's sake you've entered the company name over here and you've got a company and over there when you come down here for a cycle office information and you click on a company name it's got the previous ones entered as option so if it's the same as what it is up here you don't have to read part that you can just select it and that happens in all the different fields so essentially once you've filled in the first lot of stuff here for your invoice and billing and you go down to the second one if this comes the societal off such information is the same as the invoice so company name you can see it eases out your fine animal sample you can basically select the one that you like me put that one of the ones you've already previously put if you don't want to select one you can actually put in the new one so let's just say for argument's sake you want to put in a new one over here once you put that in then that new one will appear on the list of options the contact person is at the same thirst when yesterday is registered a decision landline number they're the two options from the bubs which one is actually that's the better one to be calling the mobile is of the same as before years to do so just to make that one email it again you can just select the one before it won't turn into a hyperlink if you want to turn it into hyper linking wind connection just click up there if you type it in and click into and then it'll change to a hyperlink alternative landline again s collection sees now that offensive landline number and if the address is the same you can the tree just click on there and each field because a lot of drift to you hasn't got anything tighten it will be blank then when you down to carmel city you can see it will give you the previous inputted information as options so this is your site office information you may want to keep it to contact people see the invoice specific things details and then we can scroll down I was expected per month this doesn't really do anything other than just give you an indication each month as to how you are and your target so you can if there is an amount if there is a number of hours that you plan to work in tomorrow special you expecting you can put it in there just for interest rate but you don't have to also your hourly rate again excluding the text you can put in there this will monitor you later on the street sheet i'll show you how it works this purple section i'll come back to that in a second so they should scroll down if you've got account the paper argument's sake you need to manage the person and social media and you need to put in the count well they can stay here you can put in the Facebook for example and a log in then you can put in your facebook login name whatever it might be your password and with link so you can put in WWE facebook com /he are in opa whatever your facebook maybe and you can answer this can now be kept for your information obviously so that you can log into your clients accounts you begin your social media just please keep in mind that this document is any secure is the location where you keeping it so obviously will stop in their selfishness is preaching to people from get access to your your drives they're going to get access to that so you want to keep any confidential information here and if you do keep confidential information I suggest that you make sure you know where this document safe and secure location and lastly you notes just notes regarding this client you can put some notes you can just remind you of certain things or within specific that you need to be remembering so this will form the job card for the client with their information all of emotional information being used elsewhere you'll go to and I'll show you hard works the glass see this purpose diction later on we're going to get to a boat and bonus content but I'm going to show you a master dashboard where you can bring your certain information from each client when we get to that this is the section where you're literally going to highlight this purple section right click you're going to select copy and then you're going to go to the other spreadsheet and do paste link because actually although you can't see it inside their their activation specific details from the spreadsheet that will then show up in list form regarding all of your clients on a market dashboard so when I say when they get the master bath I say come back this is the one that you would come back to essentially that is set up for your client information so we can move on all right this is he our procedures sad simple etiquette the bank on Aegean Sea is so the first few seconds of data and what this does going to go to one we are forbidden all the green headings are already done all the red ones you can fill in and the blue one sometimes you can sit in sometimes you can't and the blue ones normally refer to the clients side of things being ones all automated so as you can see like this all of this information has already come in now where is that come from that come from your intro and setup sheet where you input it those cheese's class see that's what's come in under the procedure and as you can see these are your tasks that all will alarm to one another so the dates are dependent on the previous one finishing that's why these ones don't have dated because that's a client's tradition so only once you come in there actually that was done on the third of every and see the next day to come in because then these dates are alarms my clients having done it and you can't really force applied to do it on a certain day you can chase them up so this information will be populated already as all the statuses all you would need to do is come down the left hand side here and decide when to exclude so first of all this is the project start date that's the data basically govern with these other dates so if that date there is blank Thursday to all show as be meniere's disease on the clear 0 so what you would need to do is you would need to put in the date when that starters for the 16 / january so that attention now shows the dates when all of these tasks will be you and you can also stick the number of days as nasa taas remember this was the one that included bank holidays you should include bank holidays that takes bank holiday into account and so basically this for the next three days excluding bank holidays and weekends it will show is active you can change that to five days and then you see something else that comes back to possess within five days and if you take it to one day and fewer thing directed you can decide how long a period you want to make them back all the nodes task then essentially becomes active so what can you do a deed you can either exclude them so let's just say for argument's sake you don't need that time confirmation back from the time and you say exclude in a grade that out and it ignores that date so it's unrequired so you can exclude any of them here by just checking lines that you want to exclude and also data over I d % CQ and the twentieth of January but you found the client to make you said listen you're going to get it to them the following day that would be a sec Daniel acer to save the calendar and you say all right level beyond the 23rd of January if you come in here actually that's going to be early written for the 23rd january then all these dates for them change ingly so you don't have to go back to this intereses that you can just change the date / light over here this is what you select a client to do you can't changes because that comes from your internet up page and then all the fifth to do is when it's actually complete you put in the completed date so at the moment with one active talk if I coming here on the 19th of January and complete risk and going on campus generally actually I've met with a client kind of stuff the objective that become completely fit a complete and now you know being active sauce and exactly the same applies down here for these set of tasks which are all these dates are based on the starting date and they're not blind on each other so that is your procedure as you go along as the date changes Eagle updates and as you complete them put in the date when you completed and obviously carotid date you can put that and you can exclude any Picatinny exclude and that will keep updating based on the current day in your Excel spreadsheet but meaning lumps thank you right the document lists this is the answer to solicit document teaching you sent to your client this is what the blank version looks like I'm going to go across last week one of our folding some these documents are your main document that you put in on the influences of shoes today will automatically appear here and what you do that you need to prepare a document this is for anyone in here they should say for argument's sake you want to send me document and you want to send a letter for the client let's just say you call it a climb through it so that you need to type up your client that's not on the list up here but when you click enter and you go to the next one now you'll be able to actually add the Conqueror Foley drink so says they can't referral version 1.01 if you put in as epic she required on me 19 to turn ue it will show you there's being active is one accident moment again you can put you active days up there yeah required 819 January so now when you send that document and you say actually I think that on the 19th can see there's the latest refer or later these ones here or please click switch up here which you can monitor your loss and your loss and your document version a nor'easter but it's just complete one user said simple additions and swings in the January you stand out a little bit once again you know it's predicted that once it's gone for here you can congenital conditions what's the loss of latest version you've done is version 1.01 and in the 27th of Chad it's say for argument's sake you do another client referral later today phone and they could be some changes my cell like a leader plan prefer later if you can either version 1.02 they say that once you on the twenty-third of January it's not active and it's a you send that on the twenty-third of January now you can see it seems two of them and that's the latest version so they all change to show the latest version so wherever you find the Congress well if you'll see data at the latest version and the total that is insane and if you slip to shame that's a more updated terms and conditions version 1.02 it should say from forces jam and then on the twenty-fourth of Jamie actually game that later you can see it in our gems magicians version 1.02 is latest version there it is terms conditions 1.02 when was a lot simpler 24-foot january which exact date of the day so that allows you to track your main documents otherwise you can just give it up down here for the latest version it takes work with it but if it's on this list it'll ticket so you can clean up its up here and that will help you track how many oz would you active and open if this one here for argument sake was actually due to be sent on the AP / january which is yesterday then that will show as being over you will go red so this helps you'd attract the documents you sent and as you scroll down it Scrolls down and keeps behaving in place you can keep this in all the documents and sense and it'll keep track your videos to harming you've got in each category and a overview of your main data mr. chief priests evicted I'll see you send one more thing on your sake that column down here as you see when you see if you're taken to information to changes to version 1.02 but should you actually do a complete new version which you want to meet version 2.01 and what you do in butcher says well if you say you doing out of cloud cover so you do a client referral just one to completely make so you don't want to do version 1.03 you want to be to version two then you click there and take that and then they change EG coupe 101 and will continue to come from two until you want to cook it again jakarta version free so that's just to change that version number to go one up from 1.02 up to you just click that column all day you can't remove that because that essential can make it the calculator so you can only remove those 26 / day okay dear to do this this is your to-do list this is just random tasks good luck introduce your procedure you look at those cathedral task which is just for random talk you can put in the date when you receive a talk it's a look and see one that I've done here a date where you receive the task what your your task is that you need to do you can ticular tip its importance if it's important if it doesn't really do anything as far as the stats are consumed but in just maybe just remind you it's important you from star in their due date when the dude again put your active day the top here which will change coming in which ones become active which tasks become active and when you complete the simply put in the date when you finished it and it will go and we'll stay here that you've done a long time in the w in fact competed if it's a client asked and what you can do is you can click set there and not become declined you client use wherever you'll see them our clients related tasks that are due that are either active or overdue so if this will say to you on the cydia says january it would just show that it's open talk but because it's active or overdo it shows us climb to you it won't be won't become over to you and it won't show in the active and it won't show any other dude it'll just show you the client do column so you'll be able to see it obviously with one class that your client and think you to you but it has existed your task you can remove that and now it shows activity because it shows that you're taught so that is the citta swear to do this cheap alright this is the time log now the time log the jobs to be invoiced an invoice was so closely related let me show you how that works here's a promenade I pulled some things in so I've actually selected some dates and here you competed some job description now it is to say on the voyage change this one over here it's removed left and the needler 19th of January you do two hours worth of work at the moment this is an undefined task you haven't responded to a specific job now what I mean by jobs you'll see on the job the screen was you can actually create a list of jobs that need to be done that you're going to be playing time into so whatever you've created in a job screen worthless as you can they say see this there aren't any jobs at the moment the reason being is because all of these have already been assigned to an invoice once they're assigned to an invoice and the invoice is closed you can't actually send them so let me just go back here and open that invoice for now and then go back to your time log now when you select here you'll see there's a list of jobs you can issue assignment cute so you've got time to make this monitor social media accounts let's just say for argument's sake this is actually taking the loads of looting so you click on that one now it is yes you've assigned it so as you generate jobs and the jobs to be invoiced missed you can then actually assign every time you do some work if you do some work another twenty third of January and you say actually I spent five hours doing that one which one is it is the one of those if it's not one of those and there's something else then generate yourself another job if it's whether you fill in anything here or not if this is just uncharged able so let's just say you do some work but you're not actually charging them per hour for that you can click this and just kick back and then what it is is that backed up on their set time spent days actually uncharged evil but for now let's just go actually no that was more typing client bases now you've done more work on that particular job you can type in any comments you like over here and it gives you a running total of total time Marques invoicing so unfair for so that is your job the only thing you need to remember is pretty straightforward except for this job description but that job description is based on jobs that you've got to be invoiced and that state as they can't be closed as soon as you go to your invoice listen close your invoice I actually going to send you invoice or then it falls off of this listing you can't make it anymore however if you go to your jobs to the invoice then you want you close this invoice but you want more typing of lipids if you put in some more talking a client day today and you go to your time log you will now see at your next one that you actually got one cutting of it and for so when you close the sim boys that will remove and you'll only have that one day so that's why I've got the numbering down the left hand side to show you the difference between between kind of job that you been because you may yes you can you can rename them but you may have the same job for January and then you might start see the least before you close of jeggings invoice or something like that so you can actually put in few jobs but they just numbered with that number calling me on your time log so the idea is to create the jobs that you're going to be working on over here and you're just in whispers moves your time does put in a date for time would let which job you've worked on and that will be assigned should you not assign it a solid uses unassigned condom and it shows you your breakdown of all the time and state and somewhat you and what you've spent on if there may have been one more addition to the processor that is the extensive tab you can added afterwards but essentially what it is is just like the time log instead of logging time what you give you lot of expenses so you can add on expenses which can also be added on to the invoice and you can even put a markup on all expenses which you recharge the client so let me show you how this works if you put into these dates for the January good per second of the day can you put the January description you can put in the description so you go and purchase some files per person and you say well the valve cost you can pound the first thing you do before you start doing these things into default amount but here you can put a markup for each product you can override it but if you want to security plan for people Tiffany bankers will take a default so if you say for example that there's a ten percent markup and everything and you're going to put timpson markup on if you say well actually the files everything so I'm going to put twenty percent on and it'll change obviously the markup stream so that would be the figure that you will be due to to charge the client if you don't want to charge the client if this is going to be absorbed in your hourly rate you can just click their anger at son chargeable and it will lose it is uncharged book but if you do want to charge to climb in what you would do in what you do is you need to obviously assign this to an invoice so what you would do here is I'm I've already added on to monthly expenses so when I go here and I can click on us said that goes towards monthly expenses you can list a few items and put them all down to monthly expenses if you wish and then what happens when using go two jabs be invoiced instead of putting in hours instead of putting an argue rate you were just go to this new column expense amount and you can click on there and you'll see there's got the amount for the expenses for that month and then you can also actually get out invoices in close but it's that invoice weren't closed yet you could go to your job spean voice you can click on there and you can add that onto that invoice and then when you go to your employees and you look at that invoice what happens as you can see there's got monthly expenses of the amount added on to so it works the same way as the as the time log but instead of putting in hours in the rate you need you select the amount and then when you go back to your expenses if you if you go through it invoice and you say well that invoice is not closed are you sending it off to a client and you go back to you in which you consider that has been invoiced and those expenses have Donald well I fear we have a job he embraces this is a bank version essentially what this is each of these lines will become a line on invoice so you've got up to ten lines per invoice that you can invoice for there for ten different projects that you've done or 10 different jobs or 10 different type its actions or whatever the case may be but turned it on your invoice and each of these will pertain to a list of a list on that invoice so essentially what's going to happen here is then you open up the one which I've done already that one I've done already type of clamping of lizards for example monitor assertion we get accountant minute taking the meeting if that would blank a time when you click on the time it is a default time and that default time is essentially the time log so what you do is you come here type in a job description so that once you've typed in a job description you can then assign that to your time log but then what this does is when you come to actually putting in how many hours when you come to warn consumers and how many hours going to invoice when you click on their diligent with two hours because it tallies up on your pine logs so if we were actually to do say on the twentieth of January we will just do another four hours and we assign that to the minutes to take a minute taking of meetings when you come to your jobs to be invoiced now the sudden that's going to take six hours and its values up what it should be you can either select what it should be or you can fail actually know that needs to be five hours surely there's not exactly the same as a clam logging you can go okay you can override it or you can just click on it and select the people your hour rate comes from there which comes from your intro and pipa all your arm client information so that is a default for seeing again you can override that with something else should you want to and then all that comes ease what we should clear that for now but then all that happens is these time again orange or why that you created a job description but you haven't actually signed tune in were here so you can keep that Bank you can you can you can send us some job descriptions do some work on it when you're ready to invoice completeness of your hours and your rate they need to sign it an invoice now this is your Englishman so when you create this we are created in which here's one at 11 double hero one so created that invoice now when I go to the drop-down list I can issues finding setting voice and you see that invoices for open as long as an English is open i can keep the climbing lines to it and every time I find a new line sir it says okay but find three lines to that invoice and and there's the hours worked and here is your invoice status so how many invoices so what is the state of English at the moment you secure your invoices open you can keep adding more is it a credit note no it's not and your line value so the line value of this is is 180 times the line body is 120 in the line that is 90 that's essentially just set times by that so this is how you would use your job to be in voiceless keep adding a new job because you go along as you close off the invoice that will change so if we stash use and which is closed closing did you send in the invoice so you can no longer add anything to it then when we go back to the jobs you see that invoices can closed that will shows and was paid and whatever else as the status of the invoice changes so the dust essentially or your jobs to be in versus the virus while it invoices if you ever look care want you to sign while burning bush is still open you can go back to your time love and you can score a sign up to those to the opening voices when you go to invoice and you say your invoices closed your key there it is closed now when you go to your time log it's not available if so what you need to do then is add four more job descriptions are the next ones that you want to be inflation so these three tabs your part-time log jobs to be invoicing workers are all very closely linked together alright your invoice list the invoice list this is essentially just exist where you can create the next invoice so what you can do let me open up the one that I've done already you can put an invoice number whatever in your next invoice number is and you can put in the date of invoice what better thing she does is it opens an invoice it doesn't it doesn't generate an invoice needing a facility it just makes a number is available that you can now add stuff to so when you go to your job to be invoice and you actually select the different jobs in England you can assign them to an invoice so because I've assigned a multi invoice one double zero one when i go back to english which you can see there to find three lines to that invoice and the total so far it's more than sixty eight pounds so that will keep a running total of all of the jobs that are designed to this particular invoice when you ready to send the invoice then all you do is you mark those clothes which means now you can send you think the invoice now you can't now here told you that it's closed so you can't add any more time to it what you can do here we are closed is you can go here to wind up in the client pays that you can click on here and you can say fully paid and it then marks it is fully paid and you can put in the date when the winds actually pay just to help you keep track of things if it's partly paid then you can click over here and say partly paid and then you can put in the date as well when it was partly paid and you can put the amount to say that a former times in astoria the balance and then what you can do is you can actually select the payment if it sets was used alright then she's change this for now to paid in full booty paid but before we do that one more thing that I want to show you is the actual invoice itself and before it's paid you want to send an invoice this is the invoice template i'll show you how it works here will you do to come here click english them and you can see how as I should've stayed on the invoice so that would be the three lines basically show you what you've got here one last thing if this were a credit note if you tick this then essentially what it is it says this is actually a credit note so it takes all of these items here as being credits so the same rule applies if you want to if you want to credit summer for something you create yourself a credit notes on this list could say these use invoice back and use close but now you want to invoice creative mode because you need to credit you for something you can vary a twenty-third of January you can say this is actually a credit note and then you can go back to the jobs invoice and go what is it that you created well you create a thing the meditations of meat when you're creating two hours or for any other day it is that's not the same you go okay that's fine you select your 15.com and then you assign an invoice to choose one double zero to which makes it a credit note that's open so now when you go back to invoice this now becomes a credit note because you pick that cotton so when you have a look at you in voice over here and you select one part not close that's why when you go to English bliss when you're ready to send that credit note you can play closed when you close it it will become available on this drop-down list and when you take one double year or two it is it's a credit note number and it shows that there's a critical node rods and an invoice so it does seem quite tricky but it this column you any tip when it becomes Christmas the other thing that you can do they should go back to the job and we'll move them calling you that all right if you actually want to create an entire invoice in what you can do is you can come here and go credit note tick and actually I want to create the entire invoice one double oh one I think enter is are you sure and you say yes or integrated variant I invoice and then when you say close it is exactly the same as the other one it is nearly a Ignacio the exact same as what you've got on one double 02 cancel one double oh one it will show you the exact same thing or one double oh one and one double achieve it is just the exact opposite of scribbler so then she on your invoices that you sought only for them if you want to credit the entire invoice when you put the number of the entire invoice that you want credit if you want to credit part or you want to do bits and pieces and just take that and you create more jobs to be invoiced but this time assigning into a credit note selecting the credit and the same rule applies here you can say they fade mounted save and that's when you would select your payment method and put admin correction because you wouldn't actually miss security give you finding a new democracy and administrators correction this turtle here shows you how many invoices you've got down here in the list that have been sent that are overdue so in other words is here in words where would you if you wouldn't bring a number of days you put for people to pay the invoices if mail may not show up as I with you and this total amount here show you total outstanding excluding party fades or credit so essentially any money that's earning to you excluding the balance of an invoice so as any fool invoices that are earning to you are shown here and then a truck last animal partly paid family and bushing be partly paid and what's up sending on most part you paid invoices that toga will appear over here so you can see that at a glance at the top of the page so that is your invoice list and then lastly that would lead us to your invoice it has been an addition to the job Kimmy invoice between an additional column put imaging expenses amount that amount is merely from this new care for that the expenses which you can have a look at this video for that the other addition obviously to this is that you can't have put it up up here you can only have time invoice all expenses you kind of time in goods and expenses all on one line so you can separate them out with the line for if it's an expense man you can put very big numerous expenses on to one line or numerous hours obviously on to online that you can't put hours and expenses all on so yeah that would just be the way to sort that out yeah that's just an addition they're moving on now your invoice looks clear this is what looks like on the bank erosion it's all blank but let's see what happens once you fold in all of the details when we look at your invoice this will be based on your invoice list so all you can do on this page is to dig this block and choose the invoice number that is all you can do on this page this information here comes from your intro and set up this information here comes from your client information this will all come from your invoice list and your job to be invoice to pull them up from there this as well on your intro and set up this will be calculated based and that's your that value and all the rest of it intro intro + tip up again also entering set up all these come from those different sheets so you can that once you've filled in all of us your invoice will be generated or you can actually adjust on this page is brilliant full of the next invoice number if you want to see and you will see how that invoice appears on here so much so that if you went to the invoice list and this was actually paid in full on the fringes of January when you look at that invoice over here it will actually say painful so this is essentially a visual pay for your invoice for whatever is on these three tabs at the bottom and this can be saved as a PDF if you save this PDF you can send it your clients subscribe that an invoice so that is the invoice tab so we're moving along to the overview right the last sheet which we have on bridging is a an overview sheet and this is an overview of all of the different tabs this is one on earth on a blank she didn't caught up the one which shall solve in earlier each of these down here you'll see all the different tabs of the boxes the client info procedure so on so forth so just like all the other tabs we beam through each of them has a serious alert and a warning serious alert will either be a tick which means they aren't any or it'll be a Red Cross which means the business use alert and then a number will appear in the corner of the box like adults here warnings will either shop with at that ! in the in the triangle or green tick so what is showing up here there is a small description so in other words on the client info client details apply for the invoice procedural tasks which are either activate or the user active overdue tasks so it will be up here will be across and active tasks will be able here so we can see there's one actress active procedure talk document document for do to be synced use the documents that are the GBP Center over dual active so overdue documents active documents so they're both good task is which are overdue and actors so there's no other do toss it is one active toss in your to do list pine log and assigned time older than a month and current so is there any time in your log which has not been assigned to a job which is older than a month that'll show up as a red cloth and any current time which is less than a month old that hasn't been assigned will show up as a warning jobs not 50 min each invoice each English only has 10 lines and each of these job is essentially a line on an invoice so do you have more than 10 jobs assigned to one invoice that will show to be good cost or any other fine job any job that you got that you haven't decided to endorse will shall appear as a warning your invoices any overdue invoices will come after the red cross and if you've got any party paid invoices little sharp as a warning and then any details missing from this interim setup page I will shop here as a warning so there's an overall view of all the tabs you think exactly what's going on any red crosses need your immediate attention and any warning you can maybe take a look at green ticks all good news now as we scroll down here's a time overview now these all work on sick on a six-month period so the latest month is the current month and you can see the previous five months you can see what's happened in the last six months if by default takes this as your current month if you want to look a month ahead and you want to make this februari as you're in mine for example you can put any date in theory so even people take a 12-4 februari 2017 and what it does is a change let's defib you and you can see everything moves up one so you can you can actually put in your final monday so you can you can basically select which six month period you want to see that's the only thing you can put it on the sheet the only athlete that that there and serve it here all the studies include or exclude an chargeable time so here you can see your long time for this month your invoice time and your expected time this was what you put into the tomato plant that you expected to working on this job that's what you've actually invoice and this is your long time now if you include on charge of all time we will include that time in your long time if you could going to include on chargeable tonnage if you click on in select the cost of states and want to lose it will excuse me I'm chargeable time from there and show you that for RC on chargeable time All Right see these are the blocks here live monthly breakdown of time status as we can see it in January all of the time has been invoiced now what it means by live is this is how each of these months look at the moment so as you progressed to the next month and and then this becomes January and this becomes degree if you do have any uninvited us on time as it goes back it should eventually become a sign the idea obviously that you want to try and get all of this your current month maybe a very of colors but once they go into past month you really want to get them a sign your invoice so this is alive as at the moment how does the last six months look you can see the breakdown as a fire chart at the moment they're all invoice but you'll see the breakdown of pie chart based on the different category of all of the time statuses in your in your time log here's the money overview it's essential last six months again the same 61 keys you've got above for what this is is how me what value of the invoices are open and what value of the invoices are closed so your invoices that are close essentially invoices that have been sent your invoices that are open i essentially invoices that you still may be working on a restore maybe adding to it hasn't been sent yet you can kind of see a breakdown of what's up in each month and then last but not least these are all the same as a sense here but what this does is it gives you a signed I'm default are you right that's what you said it should be at the beginning you got your maximum hourly rate over here in other words it looks with all the all the time use it looks at all the time you find the right to a job per hour it takes the maximum this one takes the minimum and this one takes your average it's not just the average of the amount into there's actually an average of the amounts based on the time spent so overall you can see overall in all the work I've done for this client what's the average later charged them how does that compare to what the default rate was an art of the maximum minimum rate a job charge editors campaign this whole page is updated automatically based on the data inc is the only to catch you into some so you can change in these two over here everything else is automatically updated this is the new overview all we've done is added inexpensive severe adding the new tab of expensive so that which show they it's the same kind of setup as the a lot time love which expenses are not timeline so it's just a new addition do you need overview now that is the overview of this job the next thing is actually an overview the Masters dashboard is recorded this is a spreadsheet which you'll get as well if you purchase the other one this isn't available as a free download but you can get you by earlier to achieve this will give this one free of charge essentially what you do here is each and every one of these jobs it's go back to feeling on the client info as I explained earlier in the video you like to highlight that purple section right click copy come to the dashboard click on the next available line on the left hand side right click and paste the link that is a link of set to the job so whatever you do on this on this dashboard here whatever you do on this job card or update on the master dashboard you can look each of your clients one below the other one below the other and you can see a summary of that job what's happening so let's just say for argument's sake your procedure tops you can see did it all executed to do toss is one active do toss if it goes open up that job when we go be to the cue list and we say yeah we've actually completed that one and then we go back to the master dashboard you can see that has now become 0 so there's no active to do clock so this update automatically as you proceed with the job on each job god and you can actually list all your clients down here you can use these arrows here to sort you can sort the data you can sort by whichever one you want and at the top you've got those totals to show you exactly how many active tasks they are active you this class they are so on and so forth you can see a summary of all of the jobs all your own place these are these are partly protected if you try and remove it it won't let you do it it'll show you out there that it's actually a link to another spreadsheet you don't want to change any of these manually you are changing on the sheets if you do want to remove it all you do is you come to whichever job you want to remove I like the entire low right click and say their contents and once you've cleared it you can leave sorts again with all the other jobs that you've got so that is the final master dashboard which are the skeeters that will show you of all the jobs that shows your dashboard in a bit more detail about this job and then obviously to update each and every item you can click on the different ad and change your image change ingly so I hope that you see the value in this product i'm sure that you will if you found this video on youtube please take a look at our website can you come and you can find out more details but some otherwise i hope that the sweetie works you if you feel that this product will work for you or does work for you but it needs a bit of tweaking or it's not quite right or you want to customize he's gonna hesitate to contact us because we do make custom some spray cheese as well so we are more than happy to look at this one customizer for your needs should you require something thank you very much right