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Create your own invoice for Research and Development

in this video I'm going to walk you through my new custom GPT that I'm using on my development project rvat Olympic um is an invoice manager that allows me to quickly manage um a large volume of invoices and just bill pay in general so I'll walk you through um how it works and then I'll walk you through how you can build your own so stick around [Music] all right I am excited to share a new custom GPT that I built um that I'm actually using in real life um to help me manage the rvat Olympic development project which I've shared with a lot of our readers and I'll continue to provide updates on that project as we go forward um you know one of the benefits of chat GPT if you know how to use it is um it can help with a lot of repetitive monotonous tasks and when you're doing development there's a lot of these tasks that come up um one of which is you get you're constantly getting invoices from subcontractors and they need to be processed they need to be organized they need to be paid um and in addition to just doing that there's a lot of sort of tedious backend things that need to be done everything from taking an invoice and just doing the data entry of the invoice into whatever tool you're using to track um all your invoices so I've created this custom GPT I'll show you how it works and then we will discuss and I'll walk you through how I built it uh so that you can then build your own so this could be good practice for anyone if you're actually working on a development project now this could be helpful or um it could give you ideas for other custom gpts that will actually help you manage some of your day-to-day tasks so this custom GPT was actually prompted by Spencer's recent post which um he walked through um a brief scenario of how you could connect a custom GPT to Google Sheets uh and to me there was just a ton of light bulb moments I literally have a a list of a bunch of custom G gpts I'm going to create now because if I'm not using Excel I can use Google Sheets to manage a lot of these mundane tasks so what I've done is I've created this fictitious um invoice tracker and it looks identical to what we're using for our project um so we have this we have a bunch of folders where all the invoices live and you know every week or so usually every two weeks um Kyle and I will go in in and we'll go through we'll make sure um we have everything in order we'll transfer funds and then we'll get these these paid so let me first walk you through some of the things we do and what I tried to solve for so we can make these processes easier um so one of the things is we had to input manually all the invoices that would come in during the week and make sure we kept track of them so it's just a tedious process it takes time where a small team so we don't have a lot of admin support so it would be myself or Kyle or somebody else that has other things going on that would have to come in and do this so as an example here's an inv this is a legit invoice um I've just blocked out the the subcontractor and um before we'd have to manually put in everything just you know sell by sell drop in the relevant details this is a receipt so it's not an invoice but you know if if we paid something and it didn't get into this tracker we want to track everything whether it's paid or unpaid then we'd be able to we'd have to input this so rather than do that now we can simply come to the chat GPT I can drop this invoice in and say please you I could say a lot of different things as chat GPT is a language um it understands language and can really just understand what you're saying get what it needs and do what's necessary and I'll walk you through the back end of how that all works too um as we get underway so please pull out the relevant info from this receipt and prior to adding to the Google sheet please confirm info let's hit enter oh so I'm going to blur this out it gave the actual name um so you won't see that but we can verify through the receipt and let me reopen it and this is for for you guys um just to kind of see so uh invoice number there's a receipt number which it won't put in we don't have a receipt number and maybe we should add a receipt number into this um Google sheet uh the vendor name which is correct the amount we paid it in full which is correct um the date paid description and the bill contact so all of that's relevant um what's interesting though is that this and this this is not an input into our sheet but let's see what happens I'm just going to say looks good please post looks good please post now you'll notice here it added it and it had due date it just put in the date pay which is fine for this example so that's one thing it could do it can now take any invoic I could put in batch invoices and just say upload all these to the file and I can do things like this so on a day that we come into to pay invoices give me a full list in table form of all unpaid [Music] invoices So it's talking to the script and then here it'll go and it'll give you all the statuses of unpaid so we can check we have ABC XYZ best plumbing let's see so ABC unpaid XYZ unpaid and then best plumbing so it didn't give us Urban steel Works gave us best plumbing um so now you can kind of see the function so rather than us I could say you know give us the total amount of give us the total dollar amount of invoices due this week there are no invoices due this week so total dollar amounts here okay so let's see so this week it's it's November 3rd so so anything between November 3rd and November 9th and there is nothing so let's actually change some of these dates and see what happens I'll put this one it's $99,000 unpaid we'll put this as 11 uh five 24 and I'll go back again please so now it will try it again and hopefully it should grab that this week there's one unpaid invoice at $9,000 here's the details so pretty cool all right so this is a 1.0 version there's a lot of things this can do and I'm still exploring I just wanted to share this now um and then also show you how I did it because I think it would be really cool you know this is something you want to utilize and you could take this this to you know Way Beyond what I'm showing here so this is really just a scratching the surface and as you guys know this stuff is changing so rapidly by probably by the time I put this video out there'll be a new thing all right so I would say step one is really um setting up your Google sheet right making sure you have the framework in place and that it satisfies everything you need um likely you have something you've been doing already and there is some framework set up you can pull from that's really step one um now step two is you know off coding off modeling or whatever it is and it's really just thinking what do you want from this tool like what are the questions it should be able to answer what's the functionality it should have um and for this example you know and I I'll walk you through my process I had I had five bullets that I really wanted this to help me answer you know one was calculating total outstanding amounts listing unpaid or overdue invoices being able to add new invoices on my behalf updating paid status and then retrieving invoices due whether it was just the total unpaid invoices or that were due within a certain time period um and those were really my key goals so that's really your first step sit down um you could even ask chat PT hey this is what I'm trying to do I'm trying to manage my invoices what are the key functionalities I might need to help me do this here's my Google so you can use chat GPD for everything in this entire process um I've been doing this for a while um so I had I had sort of my list in my head um so that's the first step really create that list you know the second is um and actually let me prompt before we go on to the next step is that you have to understand and I had to learned this the difference like what what are chat gpt's limitations um you know chat GPT cannot go into a Google sheet and change things it doesn't have that type of power um so you really have to create the Frameworks and the framework for chat GP to function and so what I mean by that is that there is there is coding and there is a script you have to write that all the functions you want to automate can automate independently without chat GPT so creating and I'll show you actually real quick um actually I have it open so I come to extensions I hit app script and this is my script and you know in my world it looks a lot like uh like VBA so you have to create all these functions first that can do things autonomously without you once the function is triggered you know like function get total amount do and it it executes whatever whatever is executing it can execute it so chat GPT can't do any of this chat GPT can go in and Trigger these functions and then you can you can write the script so that it retrieves the right information so the first step well the first three steps creating your Google sheet creating your wish list of functionality and then writing the script is all completely unrelated to chat GPT has nothing to do with it um however you can use chat GPT for everything and I did I am not a coding expert I couldn't tell you all the details of what this even says I just knew how to ask chat GPT for it it gave it to me and I knew how to test it so first and foremost um you know I shouldn't say first and foremost again you create this framework you create your wish list and then you start in here so I had all these cases that I wanted and I asked chat GPT hey look I'm looking to do this I'm looking to get a total amount Due based on you know unpaid invoices here in the sheet can you write uh a script that allows me to do that so it did that and I also informed it that I'm use I'm going to use a custom GPT for it so it created the script here and then it also utilized this do get function which is how chat GPT interacts with the script so you'll see the get total amount do um now I am not an expert in this I do know enough to know that you need this du get function for chat GPT to interact and Trigger this function and so I went step by step through all of these and you know get total amount du get invoices due this week you know get overdue invoices and everything I thought I needed so on and so forth now I created the script and then before I did anything in chat GPT I ran test functions so test get unpaid invoices so you can come up here in this um in this section up here and one of the things you have to prompt um the GPT as well if you're not writing the code on your own is to create test scripts and you'll know for example test get paid invoices right so let me scroll down here so you'll see test add invoice line right so I have the function add invoice line and then the test add invoice line and then here inside here you can test all this inside the appscript um interfaced so you can put anything you want here right so invoice o1 um I'll do I'll do and you come in here and you update what's in red I'll do invoice 100 test vendor X testing services amount due 1,000 unpaid and we'll put the data 24 now I'm going to run this test ad invoice so I'm down here we'll find a test add invoice and we'll hit run and then it'll create this execution log and it'll say invoice line added successfully now if it did I can come over here and you'll see it did it invoice 100 test vendor X testing services 1,000 so you'll see it executed everything perfectly so once you add everything and test everything first before doing anything in chat GPT that's what you need to do first once that's confirmed all your functions are working then you'll come here to this deploy you'll hit new deployment I'm not going to do it for this one because it's live and you'll hit deploy and doing a brief cut in in the video here because it's been multiple days since I deployed the first time and so there is something unique that that I didn't cover in the original video so I'll do it right here um quickly so when you come up to deploy and this is just a blank I just created a new um Google sheet and I'm about to deploy this for the first time so you'll click new deployment and then in select type you're going to come here and you're going to click web app for the first time you'll click deploy and it'll take a minute and sometimes what'll happen is It'll ask you to sign in and then there'll be like an error message or something or or it's like an untrusted app or something click on you'll click on Advanced and just allow uh the app to be deployed and that it's trusted and then what happens when you hit deploy I'm coming to manage deployments it'll show you your deployment ID um and then your web app and you'll use this web app link um to update uh for chat we'll get into that in a minute all right so you'll notice I have my um I have my spreadsheet ID you'll put your own spreadsheet ID and you'll see here um this is your ID it's between the D and forward slash and then the forward slash and the edit that's where your custom ID will be and let me see it and then there's another spot here I believe okay so I think yes so you're going to put your ID in the script so that the script knows where to go um where your specific Google sheet is all right so that's everything again utilize chat GPT fully and the better you can be clear about what your needs are the better the script will be um and if you get errors you just work it out and have a conversation with Chach and it'll it'll work all right so once you have your total script um and again if you're watching a video if you go to Adventures inc.com if you click on the link below you'll see I I have copied all the scripts into that um post and you can actually post exactly what I have in here the only thing is you'll need to update this section with your own Google sheet all right so once you've done your script um you've tested it you've deployed it now you'll come in to um your custom GPT section and so when you're in custom gpts you'll click on my gpts you'll create a new one but I'm going to just show you mine so we'll come into edit GPT and the first thing you'll do is configure now I prompted chat GPT I gave it mine so in chat GPT I gave it my script and I said I'm creating a custom chat GPT to execute on this script with Google Sheets and I said so with that please fill out all this information which it did and then I came down here and here's a really important thing you go to actions and you'll create a new action so now with the action you have to create this schema now I got a ton of errors on creating this schema it was a constant back and forth with chat GPT and why am I getting an error and I utilized So eventually what came down to is chat GPT started going line by line and I and so every line I drop the code into here this um this yaml l.com website and this is a website that'll verify whether your code will work or not or it'll if there's an error it'll tell you what the error is so I would go back and forth um you'll see I'll drop this code it should say that it works valid valid yo so um before it would not and I'd constantly go back and forth till finally I got this thing working um and so you can go back and forth with here and then Swagger editor somewhere where you can you can actually uh drop it in and see what would come out um here on this interface so once you get that done there's no errors you come back in and you can simply test your now we know that this works as I was just doing earli you'll come here and you'll test some of the things you want to see make sure it all works once you're done here it says update but you'll click create um and then you're pretty much done um let me just check if I'm missing anything but I think that is it now you can go again you can go to our website there's a link below and you could take all the all the info I have here um and just create your own and then utilize it U but there's also you can also do whatever you want there's there's infinite ways you can utilize this but I think that is everything so I hope this is helpful and you know you could use I'm the next thing I'm going to do is create a to you know we have a massive to-do list and I'm going to have a custom GPT that utilizes that to create our agendas for our weekly meetings and things like that there's endless opportunity here um so yeah that's it uh read the post go step by step create your own and I hope it's helpful [Music]