Simplify Your Workflow with Automated Invoice in Google Sheets for Production

Automated invoice in google sheets for Production

hello and welcome to the Google Sheets course where we will be building easy to use automated invoicing system in Google Sheets we'll split this course into multiple Parts this is the introduction video here I'm gonna show you how this tool works so the core idea that user don't need to touch final invoice so no need to edit the recipient information products data invoice number or dates or something else so all this information will be generated automatically from other shits so let me show you how it works in this document you can see that we have different tabs dedicated to specific part of the invoice so let's start from the settings here we are specifying data related to our company and invoice format settings we have company details we can change the logo add some specific text to our document then currency currency format date format and invoice format invoice number format also we have third-party integration details we need this in order to send invoice emails to our customers directly from this tool by clicking invoicing and send invoice email okay let's go next here we've got customers here we can save our customer details ID should be unique value because we will use it when creating specific invoice email address will be used to send emails with invoice right from these Google Sheets all the add other data will be automatically imported to the invoice what's important to mention that empty columns will be skipped and no empty rows will be in our invoice okay next we have invoice data here we can select our customer specify the number of invoice invoice date due date and vat rate below rows is shown for the information purpose we don't need to do anything with it okay good now let's add some products to our invoice so the cool part about the products that we don't need to edit or delete the previous product from previous invoices for example if we need to add new products for new invoice we simply append them to this document let me show you uh let's have some cakes for four six nine sixty six then milkshake two four five ninety nine so we have two products and we want to include them in invoice number two so we just simply add a number of the invoice so next time when we will change the invoice number it will automatically take these products from this tab and add include it to our invoice here so as you can see this is the our final invoice so let me demonstrate you how it will change so we see that the products are from the invoice number one and if we change the invoice to number two it automatically Takes the Cake and milkshake that we we've just created in previous step also all the all the prices automatically calculated and the final amount is correct from this tab you can click Ctrl P here you can save this document as a PDF or print it out what you might see you might see the grid lines when you first time open this window so to remove it you can just uncheck the box next to show grid lines in formatting tab okay let's go next now we have one more tab left it's called sales so the purpose of this tab is to add invoices and track the payments of our customers let me demonstrate how it works so let's say we want to start from first so what we are doing we simply click invoicing add invoice to sales table and we can see that it appears here automatically the cool part here is that we can track the payments of our customers if they're late or not so let's let's change the due date to previous one and we can see here that the status changed to overdue and if customer has paid the his invoice so then we can change payment status to paid and overdue sign is gone so this allows us easily filter the customers who haven't paid on time and send them reminders for example okay good one more thing to show so when we are at the invoice to the sales we have this warning sign that tells us that invoice number already taken and this will reduce the mistakes that we can make in our day-to-day job we'll see this warning message in few more cases for example we forget to change the dates and the due date is passed so it will show us that please check the invoice dates okay and one more is when we have new invoice and there is no product so it also will show that no products added for the invoice so this means that there is no products with uh ID number three and we need to add it because the invoice will be empty finally let me demonstrate you how we can send emails directly from this document let's go back to our settings here we have few settings related to our templates first we need to create account on template.com this is the tool that allows us dynamically change the data in our emails for example we can change the name to Anna here and we see that it automatically will be replaced so with help of this tool we will create our invoicing template and we will take data from our Google Sheets and replace the necessary parts of our invoice with the information from this spreadsheet okay so what you need to do is start for free I have mine already and just log in here you will see templates so you need to add new template I'll show you by editing existing one in my account here type any name you want this will be visible only for you subject we can add Dynamic variables to the subject line in our case we have word invoice then it goes in invoice General formatted invoice number so it will take the data from this part of our dual sheets and it stands for and also the customer name will be placed instead of this variable next we have HTML I'll put the link in the description so you can copy the HTML template and just paste it here you don't need to change anything it will automatically take all the necessary data from your Google Sheets okay next just leave this simple text empty and click save in my case it's update now we need to go back to templates just copy the ID of our template and paste it in our settings next to template template DD like this one more thing to do we need to generate new s so just go to s Tab and click add new and just complete the new value and just paste it in your settings tab now we're good to go we can send our emails to our customers with the invoices to demonstrate you how it works I will use tools called temp mail so it allows us to create the temporary email address that we can send message to and we'll see how it looks in our dummy inbox I've already pasted this value next to our customers let's say we want to send this invoice to our customer so we just click invoicing send invoice email and and you can see that it has arrived here here we can see the invoice number and our customer name next let's look at the invoice itself so you can see that all the data was replaced from our little sheets and this is how our invoices look like and basically that's it as you can see the invoicing system is really easy to use and if you want to create same spreadsheet for your business watch our future videos with step-by-step implementation instructions in case you want to save time you can purchase copy of days ready to use document the link will be in the description you will get the copy of this document where you will be able to replace the information with your company add your customers add your products and you will be ready to use this automated invoicing system if you have any questions just write your comments below and if you think that this tool is helpful please like this video and see you in the next course videos thank you for watching bye