Simplify Your Billing with Airtable Invoice for NPOs

Airtable invoice for NPOs

[Music] today we're going to be covering how to automate invoicing in airtable this tutorial is geared towards those of you who may be operating service based businesses that require generating invoices maybe once a project or task is completed for your clients so this is what our final invoice will look like and it will be automatically generated for us as we complete tasks for each of our clients let's get started by building our project tracker base so you can start with airtable's project tracker template or you can start from scratch we're going to start a little bit so i'm going to click use template so we've added the project tracker template to our base and we'll need to add a few fields to our tables and we're going to modify the space a little bit so that we can pull those values into our invoices so first up we're going to close this sidebar here and we're going to add a invoices table so create an empty table and we'll create our invoices table great so now that we have all of our tables let's start by adding a few fields to our client table so with the project tracker template we are given a bunch of clients and some default text here logos and some projects that are associated with each client and to just kind of go through some of these other tables we have our design projects which are projects categorized by type of projects we have brand identity projects industrial design projects healthcare design projects and technology design projects and we just have a few you know that have been completed some with project images a client table is already linked to this table so we can see which clients are associated with each project as well as kickoff dates and due dates and any notes and our tasks table is also linked to the design projects table as well so just a few kind of sample clients and projects and tasks are already loaded up in the project tracker and we can see here that if we go into tasks we can see that there are tasks and subtasks whether or not they've been completed estimated time days and which project they've been associated with and then we can also see our clients and that default text that's in there and our invoices table is empty so that's kind of where we're starting with from this template and we're going to modify it as we go so let's head over into the client table and these are the fields that we are essentially going to be pulling info from into our invoices we're going to be pulling some of the client fields the client name and the projects associated with that client into our invoices but we just need to set up a couple of other fields first so we're going to create fields for and actually i'm just going to change instead of name we'll change this to client so that it's a little bit more consistent for us and we'll be able to know that this is from the client table so we're going to add a bill to field which will be a long text field and we're going to just duplicate this field and we're going to add a bill from and we're going to add one more which is going to be another long text field we could have duplicated as well but this is going to be our payment information field oh don't need to put field there so our bill to our bill from and our payment information we're going to add now another field this will just be single line text for our billing contact which will be a person's name and let's add a field for email we'll go with billing email and this will be an email field so it's formatted correctly and lastly we're going to add a field for our billing terms which is terms in number of days so the number of days that people have your clients have to complete payment on their invoices so we'll do billing terms and in brackets we'll put days and so this is going to be a number field and it will be an integer just a clean number no decimals and that will be you know 30 day terms or 60 day terms or anything like that so we'll be able to put those numbers in for each client as well great so now that we have our client billing info added all of the fields that we'll need for each of our client in the next video we're going to edit the design projects and the task tables so that we can dynamically pull in the total costs into our invoices [Music]