Automated Invoice in Google Sheets for Staffing Made Simple

Automated invoice in google sheets for Staffing

Are you a freelancer, consultant, or  a coach looking to streamline your   time tracking and invoicing workflow? If so,  you are in the right place. As a freelancer,   I use a time tracker template available in my  shop for time tracking and rate calculation.   I use a combination of a time tracker template  and an invoice template in Google Docs for my   invoicing. However, I realized it would be  more efficient to manage all the invoices   for all clients in just one Google Sheet.  That's why I have created a new solution,   and in this video, I'm going to show  you how to use it for your business and   save your time for better use on other  tasks that are more interesting to you. First, let me walk you through the features  available in this template. We have a time   tracker that lets you track time and calculate  the rate for each time entry based on the client   name you enter. It automatically pulls  the corresponding rate from the client   database. You can also customize it to  calculate in units of hours or minutes. For invoicing, our invoice generator makes  creating your invoices very easy. You just   need to select the invoice number,  and it will populate it for you.   You can export it to PDF. If you  need to attach the timesheet to the invoice,   there is a timesheet export feature. You  can either make a copy or save it to PDF   for export. The invoice dashboard gives  you an overview of all your invoices. Lastly, as we grow, it's important to  track how our time contributes to our income.   This template includes an earnings dashboard  to analyze the time spent and earnings based   on the date the work was performed. This  was added as a bonus because I believe   it would help us better manage our time and  charge appropriate rates for our services. If   you're interested to learn more about  how this template works, keep watching! Now, to get started with our freelancer  invoice manager, this is the workflow that we suggest. First, you'll need to  customize your tool. There are a   few important settings that you'll need  to put in for this to work for you. First, we have the billable duration display.  This is used to customize the duration to either   display in hour or minute units. For example, if  you're charging your client on a hourly basis,   you can use the default settings, which  calculate based on the hour. If you are   charging based on the minute, and you want to go for "minute", simply untick this  box and click on the minute box to change it. Next, we have time rounding. This works better  for those who charge an hourly rate. For example,   now I'm rounding out to one decimal point,  and for 31 minutes, it's rounded to 0.5 hours,   which means we are undercharging the client by 1  minute. Let's say if we change it to two decimals,   then this would be the displayed and calculated duration based on the start and end time. As a result,   we overcharge the client by 0.2 minutes.  This will give slightly less deviation   compared to one decimal, but the choice is  yours. You can just enter the decimal point   that you want to apply to each time  entry, and it will calculate for you. Next, we have the handy feature of the  invoice due reminder. When the invoice   is due based on the number of days you want  to get an alert before the invoice due date,   we will calculate this for you and alert  you by showing it in a different color. Next, you enter your company details. You can key  in the business name, the logo URL (for example,   this is mine), and once I key that in with a PNG  or JPEG format, as long as it's an image URL,   you can put it in, and it will populate  the logo for you for reference. This will   also be displayed in your invoice later. You  will need to key in the business address and   all the necessary info to have a complete  invoice in your invoice generator. This   information is being populated based on  the info you key in on your setting page. Next, we have the year-month format.  This is applied to where we need the   year and month for analysis and visualization. Next, we have the service category. You can use  it as a service name or simply categorize your   tasks. Note that this will be displayed  in your invoice generator. For example,   the service name will be displayed  as a main title for this task,   and the description will display underneath it.  This is also helpful for categorizing your tasks.   I highly recommend using it. If you don't want  to display any category, you can leave it blank. Next, we have the client database. Here in the  yellow cells, you need to keep track of your   client name, ID name, business name, business  address, contact person, email, phone number,   rate per hour, and lastly, the payment link. The  payment link will be displayed in the invoice.   If you don't need it, you can leave it blank.  For the rate, it uses the same currency as the   one you decide here. Let's say if I'm putting  Euro here, it will change the display here,   and all the displays here will be in Euro  instead. If you are following the minute rate,   it will also show it as a rate per minute.  Make sure the setting here is done correctly   before you move on to the next phase,  where we are going to track the time. Every time you do work for a client, you  have to first add a date. For example,   add a date here and select the client name. I only  have one here, so I'm going to select it here, but   once you enter all the client's names here, they  will populate in this dropdown. Then, you enter   the start time. For example, I start at 11:00 and  stop at 11:43. You have to indicate whether this   is billable. If it's billable, just tick it.  You can click on it or just hit the spacebar   to check or uncheck the box. Then, you can select  which category this task belongs to. For example,   if this is in-person coaching, just select it, and  that's all you have to do. Just make sure you only   fill in the yellow cells and not the grey cells, as those contain formulas. Also, do take   note of the invoice status because it will help  get the invoice status from the invoice tracker. Now it's time to invoice your client. You  want to put in the invoice number. For this,   maybe we'll just do invoice 01. I can copy this  and put it in all the invoice cells here. I can   do two and drag it down to copy everything to  the same invoice. This will help us build all   these entries to one single invoice. Just  make sure you use the same invoice number,   and that's it. Now move on to the invoice tracker  and click on this dropdown. You will see the new   invoice being added to this list. Just select  it, and it will help populate the total amount   and total billable hours or minutes based on  what you selected. Then, select the invoice   date. For example, it's today. If the client  hasn't paid, just leave it blank for the rest.   Go back here, and you'll see that this will be  displayed as not paid. Before we track this,   it will be shown as not found because when  the invoice number is not found in the invoice   tracker, there will be no invoice status, so it  will be shown as not found. Now you come to this   invoice tracker. You will see this payment term.  This payment term is used to calculate the due   date for the invoice. For example, if we are  giving seven calendar days for our client to   clear the payment, it will calculate starting  from the invoice date and add 7 days to it to   derive the due date. Based on the due date,  we have this status reminder. For example,   these two invoices are overdue, so they will be  highlighted in red. If you want to follow up with   the client, just scroll to the right and look  for the client information. You can call or   email them to remind them before the payment is  due. We have another status called "due soon,"   which is used for those who charge interest or  penalties on late payments. You want to remind   your clients a certain number of days before the  payment is due. In my case, I'm setting it to 10   days before the payment is due. I'm going  to give a reminder to the person in charge,   but you can change it if you want to remind them  three days before. Just change it to three days,   and the status here will change to pending because  we still have seven days for the client to pay. For the invoice generator, we need to select an  invoice. For example, select one of the invoices,   and it will help populate the invoice date  based on what you entered in the invoice   tracker. It will pull your customer information  and your information for billing and display the   description in the service category you defined.  You will see the rate, the total duration   depending on what you selected (minutes or hours),  and the total amount. For this one, the correct   rate is hourly, so change it to hours, go back to  the invoice tracker, and this will be calculated   ingly. It will also auto-populate the  payment methods for you and a logo based on what   you entered in the settings page. We have more  space, so if you have more than four, just expand   this part so you can export the invoice properly.  If you have just four, you can delete this line.   Then, click print, and it will be generated  in this format. You can save it as a PDF. Next, we have the timesheet export. Select the  client name, the type (billable or non-billable   hours), and the invoice. If you want all for the  same client, select all for these two options.   This will create a table ready to be shared  with your client. You can copy and paste it   into a new spreadsheet or use our formula to move  it to your new sheet. After the payment is done,   you can click on this tracker, check  the box, select a payment date (e.g.,   today), and enter the amount the client  has paid. If they paid the exact amount,   key it in, and this will be highlighted in  green. If they paid part of the payment,   it will be shown as partially paid. There is also  a quick table here to keep track of the overdue   amount, upcoming payments, paid amounts,  and pending amounts for your visibility. For better insights, I recommend  looking at the invoice dashboard.   This gives you a fuller picture  of all your invoices. For example,   you have the total hours and amount paid, pending  payments, overdue invoices, total hours, and   amount to collect. You can also see the percentage  of unbillable hours, which helps you optimize   your time. In the future, you might account for  non-billable hours in your rate to better charge   or estimate your time. We have an interactive  dashboard for a better view. In this example,   you can see multiple clients in a pie chart,  showing each client's contribution to total   earnings. For instance, if a client holds 40% of  the total income, so you want to prioritize their tasks or help them better in the future. We also   have summary earnings by client and month, showing  the breakdown of total earnings by each client for   every month. This dashboard shows earnings when  the work was completed, providing insights into   revenue-generating activities regardless of when the invoice was issued. For example, you can see a   monthly trend over time from this chart, so you can know when most  productive periods happens, and you can ask yourself why does that happened and how to replicate the success. Then, we   have a simple table to show you summary earnings by month (table), earnings by client (pie chart) and total earnings by client in a table. On the most right, you can see the monthly earnings breakdown by client and as a total. If you want to just analyse it for certain period, use the filters. For example, I'm interested in Q1 performance, I can select "Jan-2024", "Feb-2024", and "Mar-2024", and click OK, this will filter the entire dashboard to just include Q1. If you want to analyse based on 1 client, simply "Clear" everything and select the client name. Or you want to compare the performance of specific service, you can select them from the filter. This will help you compare the selected services. There is also a work date filter, that you can use to filter to specific dates. That's all about this software I created. It  is comprehensive and also in a way kinda complicated,   which is why I outlined the process to help you  get into the workflow to use this the best way. Once again, if you are interested in   this template, check out the link below. I have a  limited-time promotion for those of you who followed my YouTube account. I appreciate your support. If you have any  questions, please ask before placing your order,   as these are digital templates and non-refundable. So I'll appreciate if you have any questions, just feel free to ask away, and I'll be happy to answer and direct you to the   appropriate solution. If you prefer a simple  solution, check out my time tracker tool,   which only has the time tracking function.  It is sufficient if you are just starting   out. For a more comprehensive solution  that streamlines your invoice workflow,   I recommend this invoice manager, because it offers an  invoice tracker, time tracker, insight dashboard (we have 2 of them),   invoice generator, and timesheet export,  this would really makes your invoicing easier and help you managing them easily.