Create Your Google Docs Invoice Template Open Docs for Management Effortlessly

Google docs invoice template open docs for Management

hey so if you guys have been looking for a way to make invoices using Google spreadsheets but also using the other capabilities of Google docs or Google Slides this video is for you if we haven't met before my name is Melinda from spreadsheet Ables where we teach you to create and monetize Google Sheets which you can use to grow your business and increase your Revenue now for today's video I'm actually going to hand this video over to Hash who's our Google Sheets expert and he's going to explain this process to you step by step now the beautiful thing about this is that you can have all your invoice data stored in a spreadsheet but you can have it populate into a Google doc or a Google slide now if you're wondering why you would bother doing that I think if you wanted to get really creative with the design of your invoices you are going to be able to create something in canva and then put it into Google Docs if you're wondering why you would even bother doing it this way this video is about to show you why what I love about it is that you can get creative with the design of your invoices so you can design something really beautiful in Google Docs or Google slides and you can even use canva to design something into Google Docs or Google slides and then link it to your spreadsheet so that it automatically populates this is an amazing way to really brand and get creative with your invoices I bet not very many people know about this little trick so I'm going to hand it over to hash and he's going to show you how to do it now creating the invoice directly in the Google sheet is one option another way to do it which I quite like is uh to do it in either a Google slide or a Google doc I'm going to do it in a Google slide because that allows us to move things around wherever we want in a Google doc there are a few more restrictions on where we can place things so if we go to file page set up I'm going to go with A4 uh 29.7 by 21 actually the other way around 21 by 29.7 that's A4 size and then we can set up the layout here however we want if you're not too familiar with invoices then you can just go to Google and search up an invoice template here some from canva let's go ahead and take this one we'll customize his template and take anything we want from here now the bill to will'll delete that and the from well we can keep that because that's just going to be our information the invoice number we'll delete that but let's just move this across to there actually we'll just left justify that we'll change the date so we can bring that in later and then get rid of all of these details in here there's our basic invoice let's click on share download PDF I don't want that as a PDF I want it as a PNG size is fine that's a nice big size we'll click on download head back to our Untitled presentation and drag that right in there's our invoice it's a picture so it's stuck there if we want to keep that static and not have it move around then let's hold control and press X to cut it change background choose image click this download button and drag that in click on done and there's our image and we can't adjust that at all which is perfect now we just need to put in the text boxes so let's put a text box right here we'll call that invoice num align it with the uh the word number and there we go an invoice that we can use from a Google sheet now the next step is not to open a Google sheet but to open a Google form now in this Google form we're going to create a lot of the information that we've got here so first we'll start off with a customer name we don't want to include their address we'll get that later we don't want to include an invoice number we'll automatically generate those and we don't want the date we'll automatically gen generate that as well as for the description and the quantity that's the stuff that we want to include and any notes so we'll start off with notes and then we'll get into the products now we've got a red star next to item one and quantity one we're going to leave that there that just means that that it's required however for the rest of them item two quantity 2 we're not going to have those required because maybe the person's only buying one item but we will include them just so that we can have them in our invoice we've got six and I'll just update these here and if I was doing this for real I would make these evenly spaced but let's go ahead and duplicate all these um they shouldn't be an option they should be a short answer text and you could put in like a a skew or something short answer and then down here we'll put a response step validation number if you want a half number that's fine as well you could just have it as is number down here we'll do the same thing so that one should be a short answer or it could be a drop-down box actually a drop-down box might be better and then down here these would be your line items for so for example you might have socks necklace dog tag in the quantity we'll change this to short answer and again just like before we'll change that response validation to is number or whole number if you only sell whole items in this case socks necklace dog tag and shirt those are whole numbers so now we'll just go through and duplicate these and then when we click on this eyeball here we get the customer name any notes item one quantity one item two quantity two and so on click on submit and then you can go straight into submitting another response now back here we can see that we've got a one response here we'll click link to sheets and we haven't created a spreadsheet for this so let's call this sales tracker click on Create and now we have a sales tracker now it's important that these headers match the information in here so where we've got the word description I should really change that to item just like that cust name should be the same as well that's perfect and uh we'll add in a date in a bit back in our sales tracker if we put a new response in and click submit then instantly we get this new row now over in our invoice we have the word date but in our sales tracker we have the word timestamp now we can't change this so what we'll do is we'll go right to the end and we'll type in here date and we'll write equals date value of A1 A2 sorry that gives us the 25th of December 2023 we'll turn that into an array formula so it copies down automatically when new information is added so let's do date value A2 to a and at the beginning we'll write if A2 to a equals lank then return nothing otherwise dates value A2 to a hold control shift enter press enter and there's our dates so as new information comes in let's just duplicate this you can see another line comes up automatically but we're not done yet because we haven't included the customer address the invoice number or the prices so over here in our sales tracker we need to do a little bit more work so in a new tab let's call this one product or whatever you want to call it we'll create a new one for customers and sales now we'll bring the sales in first so here in A1 we'll write equals and then put a curly bracket we'll click on form response one and select all of this information here close the curly bracket and press enter and that brings in that information let's just add in a colum to the left and give this an invoice number we'll write equals sequence counter select B1 and we'll go all the way to the bottom in this case we get one and two but let's say that we want to start with the numbers 23 0 0 because it is 2023 and we put an ampersand that just gives us 23001 we've lost the second one so we press enter back on here contrl shift enter to give us an array formula and there's our invoice number that will automatically populate whenever we get a new response so if we go over here and dupc at this line we'll go back to our sales back in our Tim stamp we only have until P3 so let's delete the three on that and now when we add in a new line let's go to form responses one and duplicate that line there we now get a new row with a new invoice number let's delete that cuz we don't actually want it there but we do want some customer details so we have the customer name already over there then we need customer address and then prices and totals for each of the items so we need item price one I'm actually going to do this vertically because it's going to save us a lot of time item price one uh total one item price two total two and then if we select those handle down we get all of that information I'm going to contrl C on that edit past special transposed there's all of our items they're totals so for the item price one we need our list of items so over in our products we'll have our product and the price socks shirts dog tag necklace price and our sales over here in our item price we write equals V lookup the item we're looking for is item one where are we looking for it in the product section over here let's press f4 on that to lock it in place column two press enter there's our item price let's copy that across to item price 2 3 4 five and six and if we have these Nas let's just include at the beginning and ifna let's not copy those down just yet because we want the totals equals this multiplied by the quantity of item one right there that should give us $30 done copy this across did we just get one of each of those yes we did 0 0 0 copy these down all the way and that's a lot of zeros we could write if FS2 equals blank then return nothing otherwise S2 * FS2 copy that across and those zeros disappear copy those down much cleaner for the customer address we're going to do pretty much the same thing so we have customer name and customer address let's put the New Zealand on a new row by holding alt and press enter and there's our customer details completed you can put in whatever rows you want in here I'm just setting this up for the invoice and to finish this off we just need to connect this spreadsheet to this invoice so we'll go up to extensions document Studio click on open for this you get 25 free documents a day I have the Enterprise Edition so I get 2,000 a day we're going to create a new workflow this is going to be the invoicing the data source will be the Google sheet and it's coming from the sales tab click continue we're going to process all rows click on continue create a file the document template is the one we we just created let's call this invoices I'm going to have to cancel this and reopen it I think there it is where do I want to put it into Tech talk 3 where it belongs subfolder path this will create a new subfolder every time you create a new document so you could put the year 2024 for example but I'm going to leave it blank the output file name let's go with invoice number and name and it's a PDF the viewers don't worry about it because we'll be printing this however if you want to email email this just add in the email into the customers Tab and put in emails we're not going to send a notification email when sharing this file because we're not actually sending this file to anyone although you really should if you want full automation we'll click on done and if you wanted to email this to someone click on add another task and then send an email you could also do this for any of these other uh apps as well we'll click save save save and run let's see what happens we show details we're doing rows two and three we'll run the workflow and the cool thing about document studio is even if youve run this before it's going to recognize that so if you continue to add in new sales here it's going to keep track of which ones it's already sent the details out for we'll close this down go straight across to here and we have have our files let's open this one up and see what has been entered there's my name socks shirt dog tag all of those details there it's missing the prices and the customer details talks too much about spreadsheets that's a notes that I put in there so all we need to do is add in the customer name the customer the customer address and the price a few moments later I'm going to select both of these again and click on run workflow more moment later workflow successfully processed two rows we'll click close we'll click on Christina's One open that up and we have invoice number person that stuff the date everything there even the subtotal so just like that we created nice pretty invoices that is fully automated and with document Studio again you have up to 25 items per day which is plenty for most people