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Wave invoice template for Administration

hey what is up guys it's brenon here and today we're going to be taking a look at wave invoicing which is an invoicing software for small businesses they do also have a free version that you can get started with completely for free on Wave so that's what we're going to be diving into here in today's video but before we dive into things of course I do want to mention if you do want to follow along and you want to sign up for waves free invoicing software you can go and check out that first link Down Below in the video description that's bry.com wve it will take you right over to wave where you can get started with wave for free today again that's that first link Down Below in the video description again some of which are affiliate links which is a great way to help out and support the channel and without further Ado let's go ahead and dive into wave now wave as a whole does offer a variety of different small business software whether it be accounting software invoicing software as well as the ability to run payroll uh and a few other different uh small products within that software suite we're going to be focusing in in this video just on the invoicing software side of things within wave again focusing on their free invoicing software as well as they do also have a pro version that does come with a few extra features so I'll be covering that in this video as well just a little bit so let's look at wave invoicing software so wave allows you to create those invoices uh which can as you can see here it can save you time get you paid and make managing customer information stressfree now I've tested a wide variety of different types of invoicing software and wave is definitely one of the best they do also allow you to customize the look and feel of the invoice as you can see here on screen between a few of their different templates whether it be modern contemporary or even the classic view uh for different types of invoices you can change the color you can add your logo uh you can you know see everything so you know in this tutorial we'll be going step by step exactly you know showing you the back end of wave as well in just a moment uh so stay tuned showing you exactly how the wave invoicing works but I did want to cover a couple things here again before we dive into the actual software um showing you what that sign up process looks like and everything is that again you can create the invoices you can also set up recurring billing for repeat customers um you can also get your bookkeeping done in here so in addition to invoicing if you want to utilize the accounting feature it will automatically sync in there as well again you don't have to use the accounting within wave you can just use them for invoicing as well uh but I figured I would mention that that is also included as part of the wave soft software suite uh so as you can see here you can send reminders as well which is a really nice feature that's something typically you know you see in a lot of other types of invoicing softwares as well so you can see if something's been received if it's been viewed opened when it's been paid uh you can track all of that communication within the wave invoicing dashboard so you can keep a good tab on your different customers within your business uh so you can say like hey which ones do I need to send maybe an additional maybe personalized reminder these are just the autom reminders that you can uh send out with wave which is nice um so as you can see here you can also invoice on the go so you can send them uh on their free app with via iOS or Android so you do have an IOS app and Android app uh that you can send free uh invoicing out you also get instant notifications like I mentioned before and you can accept payments online so again uh it's not just purely an invoice but it is also a payable invoice that customers can pay you on and then you can accept payments in your business uh directly from the wave invoice as well which is nice so you kind of get a little bit of both you get the ability to accept payments and send out the professional invoice for what you're billing your clients for uh in the first place so you can get paid again depending on your business they say one to two business days here uh it does just depend and then you can have that securely sent via a or electronic funds transfer um to your bank and you can accept them you know as you can see here for as little as 1% per transaction uh so it does just depend on your setup and you as you can see here you can get paid one to two business days for credit card payments and 1 to seven for Bank payments so depending on what your setup looks like um that is the difference there and then also to quickly touch on the pricing and differences here between the starter which is the free plan as well as the Pro Plan you can save money on the annual uh versus monthly again this pricing is subject to change as accurate as the making of today's video I did just want to touch on the pricing a little bit as far as the differences within invoicing um most of these differences are a little bit more catered to the uh accounting side of things but there are a couple things with invoicing so if you are going to be um you know marking transactions and things like that Beyond that's more again on the accounting side of things I have a whole separate video covering more details about accounting if you do want to check that out um but in terms of digitally capturing receipts things like that you know automatic late payment reminders so that is part of the pro side of things within the invoicing uh and in terms of the accepting payments within the invoicing you will be paying a slightly higher processing fee uh on the starter plan versus the Pro Plan it's an extra 60 cents currently per the credit card transactions when you're accepting uh online payments and then you know you would get a cheaper rate for the first 10 transactions per month um on the Pro Plan so you might want to balance that I it's not a huge price difference um but that is something to consider that uh in terms of sending out the invoices you can do both with uh links and PDFs you can send them automatically uh with online payments uh via wave uh the automated uh late payment reminder again that's with online payments um that you will send out you can add your logo brand color that's included on the free version as well if you do need to send attachments this is one of the other things I figured I would cover here in the pricing section that is limited to the Pro Plan same with the the uh reusable message templates which again you know may not even necessarily need in your business but I did want to also just mention that here in the introduction uh section uh as well you can do the invoicing and estimates on the mobile app but actually adding attachments to them um you know s such as maybe certain files that is only on the Pro Plan there um but besides that the majority of the basic level features when then invoicing is included on the free version which is pretty nice you can do quite a bit so without further Ado let's actually go ahead and take a look at uh what it looks like now so as far as R name we're going to go with Joe Schmo as I always uh go with essentially and then for the business name we're going to go with uh Joe Schmo Industries Industries and for the what your business does you can go ahead through here and select uh what your business does we're going to go with uh audio visual production I guess uh legal structure now this is something that you know you can always edit some of this information here too uh so you're not necessarily locked into that you can always edit your business name but it is just important to know that that will show on the invoice whatever business name that you do put there um so if you do need a certain business name on the invoice make sure you include that here in the sign up process again you can always come back and edit these features as well um and so the business structure we're just going to go with sole proprietorship again you can go through and select uh LLC Corporation whatnot we're going to go ahead and click next this is going through the step-by-step uh sign up process for wave then when did you start your business uh let's just say uh 2019 how many customers uh let's say you know two to five I guess I don't know six to 10 uh one nice thing again you can invoice as many customers as you like for free with wave that's something that is not included on a lot of other invoicing software uh and that's an important feature set here within wave invoicing and then do you accept payments online so either yes um you know I accept payments online uh what type of payment do you typically accept you know if you're typically accepting PayPal um or cash app things like that like these are things you might want to select here as far as you know maybe if you're already on QuickBooks or venmo or zel or however you currently accept payments that you might want to include here or no you don't or not yet but I want to start um you know cash or check things like that bank transfer so you can include that information there we're going to go ahead and click next uh and then what would you like to do in wave so as you can see again the main focus of this video here is the invoicing uh within wave now again just to mention as well they do also allow you to do accounting I have a whole separate video going over the specifics of the accounting if you do want to check that out I'll leave a link in the description uh and they do also offer the ability to payroll as well um for an additional fee for payroll but we're just focusing on invoicing here in this video so we're going to select that uh and then again you can select either the starter plan or upgrade to Pro Plan again the main difference here is going to be uh a little bit of the per transaction rate Fe that extra 60 cents per transaction uh as well as some of the you know attachments if you need attachments or reusable message templates things like that uh if you don't really care about that within your invoicing then again you know maybe the Pro Plan doesn't you don't necessarily need the Pro Plan you can always upgrade to the prop Pro Plan later so we're just going to continue with the starter free plan for now okay and once you have verified your phone number and you're all signed in this is what the wave dashboard will then look like for again here we have joeo Industries and to go ahead and get started with the invoicing and as the main thing we're focusing here we're going to go ahead and start to go through the invoicing setup process so first you're going to go want to add your logo and style so we're going to get into that for Branding the invoicing so all you have to do again it's pretty simple and straightforward uh we're going to go ahead and add a very basic logo here so we're just going to go here we're just going to add this very simple minimalist logo that I have saved here on the computer we're going to go ahead and add that as the logo so as you can see here the 99 is the uh you know 99 designs is sort of the template there I went with uh now it will automatically sort of Select you can change the accent color to match your logo it'll Auto Select a color uh that may be in your logo or some something that kind of gives it a nice accent color so you can either update it or keep the current one uh this is sort of like a weird yellow so we're going to actually go ahead and update the accent color here uh so to change the accent color you can select the hex code you can actually enter the specific hex code if you do already have that for your branding uh and for your business uh but if you don't then you know you can easily select the slider here as you can see the color is changing and it is easily reflected here on the sample preview uh so as you can see we have uh you know red purple blue green um if you want to go darker lighter you can also kind of move this around if you want to go black you know keep it real Sleek or you know I would I would advise not going white because then you can't actually read the text there uh so if you just want something plain maybe just go black uh you can also select a color if you want there so we're we're going to go with sort of like I guess a blue uh of some sorts again at choice is up to you and then you do also have the template uh as well that you can choose from uh within the color so we already have the logo the accent color now we're going to choose the templat so you have contemporary um this is the Contemporary as you can see here um on screen and then you also have the modern view uh so you also have modern that you can select here as you can see uh kind of moves some of the things around it puts the um a big block color at the top uh so you can't necessarily see the logo is a lot smaller in the bottom left hand corner uh compared to the contemporary has like a bigger logo section uh you have modern and you also have the classic which does look pretty nice as well this is maybe a little bit um again a little bit more like styled I guess maybe the classic view uh really all three templates I think are pretty nice uh it just depends on how you want things represented in your business maybe like where certain things are placed if you like the address and your business name in the top right corner if you like the logo being more visible or if you just want that dollar amount more visible uh then you know the dollar amount maybe you go with modern if you want the logo bigger maybe contemporary or classic if you sort of want a little bit of both I do like the amount de being highlighted here on the classic view uh and then another thing to mention here as well is if you do want to get rid of the powered by wave uh feature then you will need to upgrade to the paid version if you're just on the free version it you can't remove the wave footer um that's only available on Pro uh but really the power by wave it's not really too d rating in in my opinion as well again it is a free invoicing software so we're going to go ahead and click looks good let let's go uh so we've selected that now this is where you can actually enter in all of the details on your first invoice again this is just a sample invoice here for this tutorial so I'm not going to be necessarily typing in things on every single section uh we already have added the logo this is where you can add in like a project name or description uh you can also edit your business details this is where you would add your business business address your contact details such as maybe your phone number that is where you would select this here uh and then it will bring up a menu um where you can actually add that information again I'm not actually going to be adding in that those that information out here it's not required either so maybe if you don't actually have a physical location or an address that you want to put here you don't have to put that there the only two required features is the company and business name as well as the country that you are located uh so everything else is optional same with the contact detail although personally if you wanted to make it look more professional I would recommend filling in this information uh same with the you know the contact details maybe the phone number website as well as the business address would recommend doing that if you have it probably would make your uh maybe would look maybe would look a little bit more professional uh but we're not going to be adding that here just for the sake of this tutorial but that is where you add it if you do want to do that uh next then you have the ability to add a customer uh as well as the in invoice number you can also edit that invoice number so maybe if you don't want it to be like oh you're the first person buying something in the business you know maybe you want to make it just like some random number uh you can do that there too just so it doesn't look like oh wow you're your invoice number 001 you're the first customer ever to pay an invoice in the business so you have that choice there honestly I don't really I don't think most people really care or or even look at that but you can edit it if you want to which is kind of nice you do also have a p slso number personally I'm not really sure exactly what that is but maybe that's a personal organizational number or something you can also add another number here if you want uh you have the invoice date as well as the payment due date so this is where you're going to be selecting you know the the invoice that's dated if you want it to be the current day and do on receipt that's the default that it will put uh maybe if you make your invoices pay in a Net 30 Terms uh you just go here and you click on the date and you say Okay within 30 days then boom within 30 days it's automatically updated here uh maybe if you are net 45 you select within 45 days uh within 60 days or 90 days as well or even within 15 days so you have quite a few options I personally like do on re C is kind of nice but uh if you do want to just give your customers more time to pay uh and not necessarily be as high of pressure yeah that's up to you if if that's how you want to operate you know as long as they pay within 30 days you select the payment due date there and it will update now in terms of adding a customer this is where you add in the customer details uh so this would be a business person you enter in you know billing information uh shipping details so we're going to go ahead and add in uh a customer name so we're going to say it's uh s is the customer uh and you can add in an email phone contact name you just need a customer name so we're going to go and we already have that entered here uh this is their ability address so you can add in a billing address for your customer as well I know a lot of people or businesses do need their address listed on the invoice you do also have a shipping if you are going to be shipping things you can put that there too uh as well as additional information maybe internal notes uh account numbers things like that you can also add all that here as well uh so we're just going to leave it as s for the customer name so just built a s uh and that will then populate there now this is the fun part where you can actually edit what is listed on the invoice so you can edit the columns and see like hey what is actually build out on the invoice so if you edit the column section uh you have the ability to leave it as an item as a product as a service as well as units whether it be a quantity amount or an hours or a price a rate or another or a different amount as well you can also hide certain columns and then apply those settings for future invoices as well as so if you want to hide item descriptions names units prices certain things like that if you don't want to be entering them now for this tutorial I'm just going to be leaving these features on sort of the default but you do have the ability to change it to hours and rate uh and really customize things depending on what what you need here um in terms of the quantity and price just to make it more obvious to your customers what they're actually paying for so you do have a lot of flexibility here within the wave of invoicing to edit it to look exactly how you want it to look in your business and not be stuck to a certain like label you can change it to other for really all of these uh details so you do have a lot of flexibility there um so for an item name for this case we're going to maybe go with like hey it's a design firm or something maybe a or maybe a lawn care company something like that you know there's a lot of different types of businesses that do utilize invoices so we're going to call this uh a lawn cut and uh lawn is trimmed uh so and the quantity is one so it was one lawn and it cost um I don't know let's say it was a really bad lawn so it was a $60 maybe $100 I don't know um May it's a really pretty big bad lawn let's just say it was one there uh and then you can also add additional items here too so maybe if you want to say um in addition you maybe did some extra land scaping uh then you could put in landscaping um plants maybe you had to purchase some plants there or something like that so you could also list it out with like one um Fern or something like that you know you could really get into the details here and maybe maybe you just list it as ferns like you bought some extra ferns landscaping plants and maybe you bought three of those and then they were maybe $20 per um and then as you can see here it automatically calculates you know the multiplication here between the quantity and the price uh and then you can have everything added you can add as really a lot of items here uh you can also add a tax if you want to add the tax name and the tax rate you can also just not add it if you don't need a tax there uh you can also add a discount as well to your invoice so maybe it's a a loyal customer discount or something like that uh you can do a percentage base or a set dollar amount so we're going to do like a 10% discount so they save $16 as you can see it's automatically all calculated here uh on the invoice so you have that 10% loyal customer discount you can also do a set dollar amount so it could be just a set $10 discount or the percent base discount we're doing everything here in US Dollars you can also enter extra notes or terms of service um that you want maybe you know for legal reasons or legal jargon you can also add that here too uh you do also o have the footer section so that would be maybe a thank you note or anything else you want to add to the footer you can also add that there too and the again the attachments are a newer feature that is only on the pro version to add specific attachments um so I you honestly you could just send those in a separate email if you do have attachments um if you wanted to stay in the free version you could just continue with the free version of the invoicing and send any other attachments in a separate email uh from your business email or something like that so just keep that in mind you know that's not necessarily the end of the world um for that too and so once you have added the details you want uh you can then uh save and record a payment save and send we're going to go ahead and click save and continue uh and then this will show you the actual payment now currently I do not have online payments enabled I'll be going through at least a little bit of the basics that in just a moment um this is just a regular invoice without online payments enabled uh so we have created it it will then save a draft of the invoice as well uh so you can see this is just a draft invoice I have not sent it yet uh and the amount due is for $144 uh and this is what it would then look like so as you can see here we have the payment due one month out uh it is a lawn cut so lawn is trimmed for $100 and landscaping plants listed with the fern three of those for $20 each as well as that 10% loyal customer discount for a total of $144 uh so that is what the invoice looks like again this is the classic invoice layout uh you have the total amount due invoice number Billing to sell and Joo Industries in the top right corner uh again this is a pretty basic invoice you can really add a lot more details to this than I have here uh so we're just going to approve that draft so you can see like okay cool uh the draft it looks good to me um and and then in terms of sending out the invoice again I have not entered an actual customer email uh so that is just one thing to keep in mind there now we're going to go ahead and take a look at online payments now this is where you can accept credit cards uh and you know Bank payments on your invoices which as you can see you get paid three times faster than accepting payments more manually um so this is an option you can enable again you don't have to enable this in the invoicing software either you don't necessarily have to accept credit card and Bank payment uh but to go ahead and turn that on uh this will bring you to a payments sign up section uh now this does require approval from wave so I'm not going to be going through the entire sign up process here I did just kind of want to give you a little bit of a basic overview of what that looks like so you can get paid by credit card Bank payments via a as well as Apple pay directly on your invoices and this is what it will look like so they can pay with a credit or debit card uh on your invoice again there's no monthly fees to get started with this um and will accept uh clients online payments as well uh as you can see here you can enable what types of payments you want to accept so maybe you just want to accept a maybe you don't want credit card or MX on there uh you can set that up there so you can only you know you're only going to pay for what you want so you have you know control over the customer so as you can see here you know take online payments directly from your invoice and you can select the preferred method uh and then you can see the you know the invoices if you are using the bookkeeping and accounting software side of wave it will then automatically be kept here within your uh books as well in the accounting section of your wave account and in terms of the specific fees as you can see here it is just payer use there's no additional fees um this is just the um variations here between the different payment processors so Bank payments is the cheapest at that 1% um per transaction you are going to be paying more for AMX so it would be that 3.4 because AMX does just take a higher amount if you have it off of course you're not going to be paying anything to accept payments in your business so uh you know maybe if you don't want to accept online payments and you just want to have like people venmo you or do zel but you still want to send out the invoice uh that is an option you can just keep it turned off and still be able to send out the invoices so your customers know how much they owe you uh and it looks professional but you're not necessarily paying those extra fees on processing the transaction um does just depend on how you want to go about doing your business and how easy or difficult you want to sort of make it for customers to pay um it is totally up to you so you can accept credit cards AMX uh a they do have varying different fees obviously uh as stated here now there are certain discounting discounted rates that you may be able to get you know with the pro version again you would save that extra 60 cents on the pro version uh and so that is an option there too versus just the basic um on there but if you're just going to be accepting a then there's really no difference it's always going to be that 1% uh it just may take a little bit longer to get paid out um so that is something else to consider and there are no uh unique payment links with just a so that is something else to consider there but that is sort of what it looks like in terms of accepting pay in your business what it looks like it will be a little pay button on top of the invoice and you can choose to enable it or not choose to enable it uh that's sort of up to you to decide on the invoicing side of things within wave uh so going back to the invoice here now again we have the draft and then you can go ahead and send it out now we're going to go ahead and approve the draft um and then again the automatic payment reminders are on the pro version uh and I have not actually sent anything out because I I this is just a test for the tutorial don't have an email attached here uh it will get sent to the email if you do uh send it out we're just going to go ahead and say Marcus sent even though technically I did not send it to them because there was no email attached um but if you do have an email there it will send it out so that is something to consider there and then you can either click here to charge a card or record a payment um you can record payments manually so let's say you know in your business you maybe got paid via zel V Mo any other uh platform you can also just say okay I'm recording it uh and then this will add it to your bookkeeping for your business if you would like to use that side of wave or you can just be like eh um it's it's paid you can Market as paid in here and then you can keep track of things maybe separately maybe in a spreadsheet or something like that if you're more attuned to that or you can use wave for keeping track of your payments as well um but once the invoice is paid I would recommend marking it as just totally done so that on your records you can see in your invoices section uh that that invoice is then paid because right now it just says sent um so I would make sure I would recommend that you actually do Mark things um in here so you can see you know your whole list of invoices and in here it will automatically combine totals here so you can see your total amount due um in your business and then the upcoming payout when you expect to get your online payment uh average time to get paid you can also see that data here as well as anything that's overdue so you will have a nice little dashboard here for your invoices uh that will all be listed out here across all your different customers as well as each of the invoices uh will be listed here you can also filter by invoices and really have like a good view of your overall business within the invoicing section here so you have unpaid you have drafted ones uh you have all invoices you can you know click through here select from a certain day uh and really dig down in certain customers you can really dig into the insights there as well uh you can also send uh recurring invoices or even break things into uh installment payments so that is something else you can do in terms of setting up recurring invoices so you can break things into multiple payments for your uh business as well so that's something else you can do so you can also create a recurring invoice um so that sort of would look just a little bit like this so this is a recurring invoice separate from a regular invoice inside the dashboard here you do also have estimates so we're going to be going through couple of these in just a moment I just want to sort of speed through this process as well so we're going to select s uh payment due on receipt the invoice state is already uh generated so we're just going to go ahead and add uh it's a lawn cut trim $100 uh save and continue and so this will be set up as a recurring payment and then this is where you can set up the specific schedule uh as far as the recurring payment goes so you can set this as a payment plan to end after you know end automatically after sending a specific number of invoices or maybe if you have three payments uh you can set your schedule to end after three invoices so you can set it to be like a payment plan across three different invoices here uh so you can repeat the invoice monthly on the first day of the month uh and it will end after you know three invoices if you wanted to make it sort of like a payment plan or uh or you can set it to end on a certain date if it's maybe spread out you know per day or something like that uh you can also set it to never end unless you go in and manually end it uh yourself so if it's like a uh some sort of monthly service that you offer maybe you cut their lawn once a month or you just build them once a month um and you're going to cut their lawn whenever you feel like it gets kind of long or they say hey going come and cut the lawn but you set them up on a monthly retainer um that's sort of what you can set up there and it will automatically send out that autogenerated uh invoice number payment date payment due date along with the item that is then you selected for the recurring invoice so that is kind of nice as well uh you can set up those monthly invoices you can set them up as even daily invoices weekly invoices monthly yearly or a custom date and it can repeat you know whatever specific day that you actually want it to repeat in that month and you can set it to create either any date you want and to end it any date you want and within certain time zones as well so you can really set out those payment schedules there uh and you can set them to end or you can set them to be infinite so that is sort of what recurring invoices looks like you also have the estimates so this is very similar to an invoice but it would be just an estimate uh it is going to look very similar so I'm not going to be spending too much time here but you can send out an estimate uh and then you can then later uh send that out as as you can see here create and share a new estimate and you can convert it into an invoice once maybe if you have a little bit of back and forth with the customer uh you can then set that there too uh in terms of the payment setup we already went through that you also have checkouts so again those are the different fees uh in terms of accepting payments within your business uh sending out customer statements so showing out in in outstanding invoices you also have that here uh you can select a certain customer and create like a total statement for all of those things so you can send this out to customers too so this can be nice if maybe you do Bill a certain customer a lot and you just want to have everything in one sheet uh you can do that here too inside the customer statement sections you can see all outstanding invoices are all account activity uh maybe if a customer requests it or maybe even just for your own internal use uh you can also track all your customer data here uh inside the customer section as well as all the different products and services so this is a good area if you want to maybe go in and bulk add all your different products and services in your business without having to go and make a bunch of invoices um you can either do that on the Fly within invoices or you can just add them here within the products and services section uh and then that'll be saved for future invoices when you go and make them uh you'll already have all your products and services populated here within the invoicing uh dashboard so that's pretty much everything within the wave invoicing software under the different you know sales and payment options uh within the wave app for waves invoicing again wave does also have you know receipts accounting banking payroll uh reports a lot of of other features as well but I did want to just make this video really just focused here on the wave invoicing software uh which is free to get started with again links are down below in the video description again guys if you found this tutorial helpful on Wave invoicing be sure to give that like button a good old smash up so smash the like button hit the Subscribe Button as well and the notification Bell as well so you're notified whenever I upload a new video anyway guys that all for today's video and I will see you in the next one peace out