Create Your Airtable Invoice for Export Effortlessly

Airtable invoice for Export

hello everyone this is Carly shona-san and today I wanted to talk about how to convert or make an invoice using your table and convert it convert it to PDF so we'll be using an airtable base for this for this automation I created a sample gym membership base which has a subscription model which runs on a subscription model that renews every month or every three months so if you have a similar business and you want to automate all of your invoices then this could be a very useful tutorial for you so I'm going through the basics here um just selecting the air table base the label Fields when it triggers as well as selecting the views you're going to leave the formula Fields alone now basically if you want to create an invoice or automate automatically create an invoice you must have an invoice ready in Google Docs so what I did here was basically download a sample invoice and created a template out of it I'll be showing you later on how to use the template so right now um you cannot see any field where you can enter the data that you want to so what you can do here is basically number one just enter all of your data your name your company name and the address and phone numbers these are your constants however things like your customer name and their address will be dynamic so what we're doing here is we're simply adding curly brackets to the fields that we want to be dynamic or we want to change frequently now that we're almost done with it we can head on back over to make our air table ensure that all of our fields are correct so right now if you come back to our module we'll see that new fields are created within this module where you can enter your data so now I can dynamically change your dates invoices uh your customer names as well as all the other information that you want to put in and now once we have all of that set up we can Simply Save Our module and move on to the next step of the process now we're gonna try to run the module and if everything's fine you should be able to see a new document in your Google drive with all of the information that you just sent and now that we've successfully transferred all of that data to a new template file um we are going to Simply convert that document into a PDF file because um initially your documents will come as a doc file so we're just going to find the create a doc module um my bad I think we need to create a get another module for this one essentially we've chosen download a document we're going to enter the document ID that we received from the last module and simply choose PDF as the type we're also going to add an irritable module attach our new PDF document back to the air table a base so that we have all of our documents in one place we will need to um convert the document before we actually send it to Google send it to a table so I'm just going to add a pdf.com module in between and repeat the process for the pdf.com module does is that creates a new URL for your um document and since a table can't directly receive a file it needs to create a URL before it can receive your PDF document so we're gonna try and run the module and see if that works now if we go back to our base we can see that there is a new attachment you can download it and check it out and see if that works additionally if you want to send your invoice directly to your customer then you can also do that through a table air table has its own set of automations so basically what we're doing is when we record matches Foundation um that is uh whenever airtable finds that there is an attachment to the invoices field is going to trigger and perform a set of actions so what I'm doing is using the Gmail send email action and choosing the air table record record that I want to send for the subject you can write something like your invoice and then write a message like hey your invoice is ready something like that since this is a test I kept my um this is very simple but you can do whatever you want and don't forget to add an attachment beautiful sending um I'm just going to select my Gmail account for this and once we are ready we'll run a test and see if that works perfect now as you can see um airtable automatically sent an email and we've perfectly set up and automated invoice using a table and make thank you for watching