Each time you work or get paid, you type one line in one of 3 sheets: Time, Invoices or Payments. The Dashboard shows your month.
You log your hours on every job, fixed-price jobs too. When a job is delivered, the file divides what it brought in by the hours it took and shows the figure in red if it’s below the rate you aim for. In the example file, a bakery logo sold for KES 60,000 took 40 hours: KES 1,750 an hour, against a target of 2,500.
When a client asks for more than the quote, you write the request and its price in Extra work before you do it. Once the client says yes, the price adds to the job and to what you still have to invoice.
Each invoice is one line: a 50% deposit, the balance, a month of hours. The client, the currency and the due date fill themselves, and the status says Paid, Part paid, Not due yet or Overdue with the number of days. Seven days after your last reminder, a late invoice asks you to send another. The Invoice to send sheet turns any line into a printable invoice with your tax number, the client’s, the withholding tax, what was already paid, the balance and how to pay you. Quote to send gives a quote with a deposit to start, the rounds of changes included and what isn’t.
In Payments, you type what the client paid in the invoice currency and what really reached your bank, M-Pesa or Payoneer in your own currency. For a payment in dollars, add the rate of that day: the file shows what fees and exchange cost you. Tax a client kept is counted, with a reminder until you have the certificate.
You get the empty file, an example file filled in for Mumbi, a made-up graphic designer in Kilimani, Nairobi, billing in shillings and in dollars, with figures that add up, and a guide with a picture of each step taken from that example. The file is made for Excel 2016 or later and only uses functions Google Sheets also has. Every figure of the example is checked by automatic tests. We opened the example in Google Sheets: its figures match our tests. We haven’t opened it in Excel or on a phone ourselves yet. Any currency (NGN, GHS, KES or another one), plus one foreign currency.
What you get
