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Create pdf invoice for teams

hello there so in this video we are going to see how we are going to automate the creation of PDF documents from notion how can this be helpful well if we want to send an invoice we may host the data that is related to a particular client and the rest can be a template and we can transfer that data particularly to the client to the template which is going to create the PDF if we want to send a proposal and we just change in The Proposal the bullet points of what the proposal contains but the rest is all the same we can do exactly the same we are going to host the data inside of a notion database inside of the the previous database overview here that we are seeing and then we are going to trigger the creation of that PDF which we can store in Google Drive send by email to our clients or whatever we need okay so the trigger is going to is going to be a changing in the in the in the stereos so let's say that we are working with uh with a proposal so we want to send a proposal to the client so my recommendation will be a to have here a text property and that is going to allow us to um to send the proposal Pro proposal text whatever okay and here all text related to the client in this point Plus okay this is just tested because this is what is um what is only from this client let's say that this is Project okay cool so now notion is ready we are gonna be triggering this automation by changing the Status over here but make is not ready so let me open make my phases in the middle my face always in the middle okay I don't know where to put myself maybe here cool so we're gonna create a new scenario this is gonna be first the trigger is going to be in notion if I can type well yep and this is watch database items we want to see by updated time because we are not creating a new entry where yes um updating it with changing the this status and this is projects or it is not the recollection projects done just in case we send a lot of proposals let's set the limit to 20. this is the amount of of items that this automation can return cool from now on so the next uh The Next Step because okay what I want is um that from notion I have here the name of the project is going to be I don't know build a website so something like very very generating whatever but we have the company name over here so I would like that at least in The Proposal what appears is a company name not just the name of this we can we can use both but I'm gonna show you how we can get this name into Google doc which is going to be converted into a PDF so next is going to be yes search objects and I'm going to send it to um to search for it in the compound database companies and what I want is the name contains something that I don't know because I don't have I don't know I do have company ID yes if if you cannot see this this property because maybe I was testing before and maybe that is why I see the properties you will have to to run the the automation once and like edit something in notion run the Automation and in fact Let me let me do it just so it's clear so what you will do if if you cannot see properties is and go to an ocean edit something that's it go back and run the animation once okay so these it has already all the UC players have all remodel it so this is what we edited and search for items okay this is not working let me tell you what's going on so what we need to do is to to use this one instead they get a database item okay and that was my bad so this is in notion get a database item here on the top and we need to use the same the same property that we were using before and this is in Company ID okay so like this we are going to get the name of the company and now we can run it and we will see how the output I have already running a how the output of this is the company itself okay so we can see here the company name systemify which is what we had over here cool so let's continue now we are going to need something in Google Docs foreign I have this sample a sample thing and the way the way that this is going to work is a this I copied from another place so this is not from my service and by the way that is going to work is a from make we will be able to a to see these a between curly braces text and we'll be able to transform it to whatever text so this company is going to be the company name so this is like the templates like I like a variable that we are gonna gonna be changing in this document so feel free to to put as many as you as you want in your in your template let's say that in the solution here I have my proposal points okay so let's leave it here and and that is it these are going to be the two variables that we are going to be using okay the name of the file is remote OS invoice yes so we can remember it once we have that over there the next step is Google Docs and create a document from a template okay document ID let's find it remote OS invoice and you see here is the two variables that we have company proposal and in the invoice company and proposal okay the rest is going to be the template templatized so company is going probably I can find it here a company not made with name yes from this one here is name systemify or even plain text it is safer and proposal is going to come from the first one let me find it here proposal proposal text here it is okay then title we can write it as proposal for name of the company since semify which is here plain text whoop and new undocument location remote OS testing this a folder that I have already created here in my in my testing let me delete this from my previous test in my drive okay so you if you want to have everything organized it's better that you create a folder and that is okay so this is gonna create the Google Doc document from uh with the variables that we are getting from these two steps now how do we turn this into a PDF we're gonna come here and download a document document ID sorry let's map it document ID comes from this tab over here this is the document that we want to turn into a PDF and this step is done okay now what I personally choose is to download these this document because this document is nowhere yet we have to upload it somewhere I said download before so it's upload and I choose to upload it to Google Drive he about and upload a file folder i d yeah this is the files okay and here folder ID it was in in here okay this is then the parent folder so since we are using the same folder for this document so everything is going to be in this remote OS testing a folder so I can choose the parent if not I will have to find the folder ID which in Google Docs is quite easy I'm gonna show you know and yes and the file is already selected by default so if you are not using the same in the same folder you can get the link of the folder itself copy the link and you can paste it whatever and this number over here is going to be the folder okay the folder ID sorry what is after this slash okay so this is going to upload the file to Google Drive and then we can also for example send it as an email send us an email our attachment and this is the file and then you can write whatever subject here's my proposal a Content a fine to also text into recipient here we have the email and double bit then I'm gonna get this document as a PDF okay if you cannot see the email it may be because you don't have it and I believe I have it here yes here is my email so I'm taking it from the company name okay so let's test it let's bring this back let's bring this back and I still have one thing left to do that yeah I can do it now because I just wanted this gets triggered whenever the status is there one that I want so conditional here will be the status is proposal sent context operators no it's not text operators is Select time date time ah yes okay so it's gonna be select a contains casing sensitive what they're saying yes proposal sense okay so since I have already updated the the record in version whenever I run this uh they should be working okay what happened here let me see and I tell you what happened so what was going on is that this was causing mistakes this title so so probably I was choosing a property and I was not focused and I was choosing a property that it was not the the right one and so so I just changed the title and and that's it um now here is proposal for whatever name of the company so since the one of the example is systemified which is mine so I can find it easily with this one and this is the one that I chose property value name plain text okay so this should we go to up and Let's test it again let's update it and let's run it okay so it's created the template they may turn into a PDF upload to Google Drive send an email let's see the email this is the one proposal there's a PDF so we can see here systemify and we can see here there really the text related to The Proposal that we had in inertia okay remember it was over here okay and then of course if we go to here and reload here it is the dock and the PDF dog we can even delete it later and the PDF is so it's also here okay so with this you can create any kind of document you just have to craft a cool a Google doc and then with the variables that you have from lotion you can bring them to two wheel docs and you have a free invoicing creating software free proposal creating software free everything this is the power of automation so and now that we know that it's working the only thing that we need to modify is how often this is going to to run so we can do it once a day very today every one day every whatever so this is going to be we Sorry every day at this time okay this is gonna be the the only thing and then don't forget to first save it and then turn it on okay so now every day at this time this is going to get trigger if he's not say too frequent for you so maybe change the frequency okay but that will be well this automation was part of a pack of automations that are included now in remote OS a full notion system that has been built for remote companies that has just received a huge update if you want to have access not only to this one but to all the automations that have been built specifically for this system plus a fully functional system that you can run your business on I have left a link in the description of this video it's taken me Consulting 50 plus companies to get to these points so I was able to build the system and that is it for today guys and as always Hasta la Proxima