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Blank bill format pdf for Export

hi today I'm going to show you how to build an automated invoicing system that will save you tons of time we will have customer details automated calculate toal and taxes generate unique invoice numbers and Export everything as a PDF all with just a few clicks here is how the system works fill in invoice details like products quantities and prices the total will autocalculate in cell f19 generate an invoice number by clicking a button and a unique number will appear in cell F4 export to PDF with a single click and the PDF will be named using the invoice number and customer name this system will streamline your invoicing process and make it super efficient so let's dive in we are starting with a a set of sample customer data we're going to use this to automate the customer details in the invoice I would have this new shet renamed to customers in this customers tab we will enter details for each customer including their name address email and phone number here is the sample data we will be working with we will use this data to populate the customer details automatically in the invoice now that we have our customer data in place let's create a new tab for the invoice so add a new tab by clicking the plus icon and rename it to invoice we will start by formatting this invoice tab to make it professional and clean so go to the page layout tab and uncheck grid lines this will make the background clean and give your invoice a polished look now we're going to add your customer logo at the top to do this is go to the insert tab click pictures under illustrations and select this device to upload your logo have the logo resized if necessary and fit it nicely within your layout in B2 type invoice merge it across B2 to HE2 increase the font size to maybe 16 and apply bold to make the title stand out I would increase the font size a bit more now let's input the company's and customers details in B4 type from and make it bold in B5 to B8 type your company's information like this make the company name Bard to make it stand out from the rest in Def 4 type bu2 bold it and leave space in D5 to D7 for the customer's name address and email this will be automated later let's move on to the invoice details like invoice number and date in E4 type invoice number make it bold and leave F4 for the invoice number we will automate this in E5 type invoice date make that bold as well and leave F5 for today's date we will automate this with a formula in E6 type due date B dat and leave F6 for the due date we will automate this to we're going to have the product table formatted to calculate totals and taxes automatically let's start by setting up the product table headers so in B10 to he1 we're going to create colum headers I would have description in B10 quantity in c10 unit price tax and total exclusive of tax make this headers bold have it Center aligned for clarity give it a dark feel like this and make the text color white add some sample information in row 11 for example product ha as the description the quantity as one and the unit price as 5025 let's add borders around the product table for a clean and structured look so select the range B10 to F15 right click format sales border then hard outline and inside borders click okay I would have the sales for unit price tax and the total formatted as [Music] currency we are now going to automate key Fields such as the invoice date and the customer information with formulas to save time so in he5 I will use the today function to automatically display today's date then in he6 use this formula to calculate the due date based on a 30-day payment period you can have this formula amended to suit your need by changing the figure here to the payment period that applies to you I would have this field aligned to the right to make it appear as a form now in D5 let's create a drop- down list for customer names using data validation so under the data tab click on data validation list and select the customer names from the customer [Music] tab now you have a drop- down list with all the customer names so you can quickly make a selection of the customer you want to send the invoice to for the customer address email and phone number we're going to use x lookup to have them filled in automatically based on the customer name selected for the address I would type in the X lookup formula my lookup value is the customer name so select that the lookup array is in the customer's tab which is the customer's name and I want it to return the customer's address so I will click on the B column and close so for every customer name you have selected you would have the address updated automatically for you you can have this step repeated for the customer email and the phone [Music] number next let's automate the calculation for tax and totals in he 11 use this formula to calculate tax based on on a 20% tax rate in he 11 calculate the total before tax by simply multiplying C11 which is the quantity by the unit price let's now automate the subtotals the tax and the grand total amount so in his 17 I would type subtotal make it bold and use this sum formula to sum the totals exclusive of tax in he 18 type tax and again use the Su function to sum the total tax then in he1 19 type total then had the subtotal and the tax together to make the grand total for mat the Total Line to separate it from the rest of the figures by making it bold giving it a b like the top and the double bottom border and give it a feel of your choice now we will have the payment information section and comments to complete the invoice so select the role right below the product table and apply a single line bottom border this would separate the product information from the product table in B22 type payment information have that meshed with cell c22 make it bold and increase the size right below heat we would enter this sample Bank details then in e22 had a comment section he can write something like thank you for your business payment is due in 30 days then have the invoice enclosed with an hter thick border finally let's automate the process of generating invoice numbers and exporting the invoice to PDF we're going to start by automating the generation of an invoice number this will ensure that every time you create a new invoice a unique number is assigned but only when you're ready if you have multiple lines of invoice transactions don't worry you won't get multiple invoice numbers instead once you're done entering all the details for the items you will generate a single invoice number for the entire invoice by clicking a button this method ensures that no extra numbers are generated while you're still working on the invoice we're going to be using a macro for this here's how we will set it up click on the developer tab then click on insert and from the options choose buttons under form controls drw the button anywhere on your invoice sheet where it's convenient vent a window will appear asking you to assign a macro we will now write the macro that will generate the invoice number when you click this button so open the Visual Basic window by going to the developer tab and clicking Visual Basic in the Visual Basic editor go to insert module in the new module I'm going to paste this code now that we have the macro let's go back and assign it to the button so save that right click on the button then choose assign macro select the macro named generate invoice number and click okay you can also right click the button and choose edit text to rename it as generate invoice number make it bold the button will generate a new invoice number in he form this number starts from 10001 and it increases by one for each new invoice the last used invoice number is stored in cell High 2 which will be hidden this ensures that every new invoice gets a unique number and avoids duplications to make sure I2 is not being manually overr by mistake we're going to have it eaing out of sight because we don't need it shown anywhere and place that back to the the top once you have finished filling in all the invoice details such as the transaction lines and the totals in f19 has been calculated just click the generate invoice number button to assign the number it's just been changed to two if I click on that again see how it's been updated in real time this method gives you full control over when the number is generated ensuring that no unnecessary invoice numbers are created while you're editing after generating the invoice number you can easily export the invoice to PDF we will have the second button that we handle this here is how like before go to the developer tab click insert and select button under form controls drop the button beside the first button or anywhere you like and when prompted assign a macro click okay for now we will now write the macro to handle the PDF F export so going back to the Visual Basic under developer tab in the same module where we wrote the code for generating the invoice number paste this code below the existing one a line has just be haded automatically to separate it from the existing one now save and close right click on the second button you created choose assigned macro and select export invoice to PDF have the button renamed to export to PDF by right clicking and choosing edit text I'll also make that Bard I will zoom out a bit so you can see how a glance what the invoice look like this is what we have here is how the system works once everything is set up you enter the transaction lines the product quantities and prices into the invoice the total will be calculated in he9 based on these entries once all the details are filled in and you're ready to finalize the invoice click the generate invoice number button a unique number will be generated in he4 once the invoice number is generated click the export to PDF button to save the invoice as a PDF if it's exported successfully you get the message prompt the PDF you'll be named using the invoice number and the customer name just like we have it here and saved to the specified folder part in this case it's saved in the C drive let's take a look at the PDF file that was just generated so I'm going to go to my C drive to fetch it for the code to work you need to make sure you have a folder named invoices inside your C drive so if you click on that I would have the invoice created here just as expected created with the invoice number and the customer name test code so if I open that this is what we have an automatically generated invoice number exactly as what we have on the template test cod with the invoice number 1019 and that's it we have just built an automated in voicing system that will save you hours of manual work click that like button and subscribe to the channel for more tips and tricks and I'll catch you in the next one [Music] oh