Easily Create a Google Drive Invoice for Teams

Google drive invoice for teams

everybody I'm Rohan today we are joined with Victoria hi guys to learn about client invoicing at fin Suite we used four applications to do it airtable zapier Google Drive and Google Docs so let's get to it that's it sweet so this is the air table base so in this base you would start off with the start here table you will find a written explanation of the workflow we have also put in links for you to plot so you can click on the Google Drive zapier flow and this airtable base the last three tables of the base is to do with billable so we will not go over them today okay so let's start off with uh with today's topic in invoice payment methods we've stored information about the various payment methods that we have at fin Suite um for our clients so it's a very simple table here in the clients table we've got details about the clients we've got a linked record to the invoice payment methods so we know what the preferred payment method is for that client and then another linked record to invoicing so those were two very simple tables and now on to this big one so in invoices we will find all information about every invoice so on the left we've got some colors that's a quick visual reference so red is invoice not sent yellow is sand and green is paid they've got a generic invoice ID so that is the name of the client and a date and then we've got two check boxes so one is to indicate that the invoice has been sent another that invoice has been paid we could have had a single select but we went for two because here we've got a date paid field so that is an auto generated field which will update upon clicking this checkbox so as you can see I click this okay there it worked so continuing we've got the linked record to clients Services date created date when the record was created eight bit field which we just went over the class or type of project the amount and then we move on to the payment type so this is this is a very cool set um and that is because when you select a field the message here changes ingly so so we've got single payment here as you can see it's a formula field we've not written it manually it's it's generated so it says this invoice represents the full payment for all the services but when the first 50 is selected the message is this invoice is the first 50 for this project the second 50 will be due upon completion of the project and if you'd like a custom message we select the custom option and type in whatever message we want that will then be reflected there they've now got the generate invoice button which I mentioned earlier we'll go over that when we get to the zapier bit of the um bit of the session okay do URL links and then look up field to bring in data about the preferred payment method and then formula Fields so this is an invoice file name um very generic we've got a date in here you can have anything as you like invoice number is date and time and then today's date is to add that date inside of the invoice and then the client name so this is the entire airtable setup we will now move on to Google Drive so in here in the parent folder we've got the invoice template a very simple clean to the point invoice template um anything inside of this quickly brackets are variables so these would be the data points that zapier collects from airtable and then inputs in here okay and then we've got the folders so inside of every folder you will find invoices related to that company so this is another example company with invoices related to that company all right so in zapier we are going to set the trigger by catching a web hook so uh and before yes before we move forward let's just explain about webcook is webcook available for all plans or do you have to pay a plan on zapier to share a little bit more for people that are not that familiar as with tap your broken can you explain a little bit yes um webhook is available on the premiere plan so I don't think it is possible to access it on a free plan or a basic plan we would need a premium account to get this and um basically you can think of webhook like making a phone call like air table gives a call to zapier yeah and and a piece of information and we do that by giving them the phone number so that is essentially the web hook URL which we copy and back over to our table and then we've got this button field we are simply pasting that URL in here and we are going to send in the record ID so that is the only piece of information that we will send so when I click onto this button there the web Hook is sent that's the web hook URL and this is the record ID so you can say btq and that oh there the automation worked and we we have some URLs there um so that is the record that we are referring to we can close this we don't really need that um okay so we clicked onto that button um the web hook got sent zapier got it great and now it's moving on to step number two and that is to find the record in air table we're going to use the record ID to find that record we do that so we can pull in all related information about that record into zapier so that is the purpose of step two step 3. is find a folder with the name of the company so as you can see we've brought in the name of the company from Air table and if that folder does not exist zapier will create one in Google Drive so in when I click this okay I think Apex Consulting exists so a new folder was not created but we will try that at the end so it will look for it and because it exists it will then create a new invoice if not then it would create a new folder that is Step number three step number four is to format the numbers to make it more human readable so so this is 150 000 but it's much easier to read it with a comma so we are using the formatter step to make it human friendly or readable friendly step five is to create the invoice now we are going to add the invoice template URL which you can find here at the top they would copy that and paste it in here and then we now have all of those fields inside of the 3D brackets listed down here and we are simply filling those in using information that we got from Air table and in zapier you can you can access any information from the previous steps and that is how we are able to locate the URL of the folder so yeah in step three the folder was created and we are able to bring that in this is the ID of that folder which is put in there and then the final step would be to add the URL links back into the record so we've got the record ID from step one so we use that to find the record and then we insert in two URLs one is a direct link to edit the dock if required and another is to download it as a PDF so this is the entire workflow and begin see that in action now so as you can see we've got two folders let's let's use so that was Apex and birdie Bob so let's go with carbon cars and I am going to click on this button so the workflow is now triggered zapier is working the background it's looking for that folder it will not find it so it will create one it will then take in all the information and then create the invoice as you can see we've got them yes so let's open that up and there we have it yeah we can do another test let's go with um call me and that should also work just making sure that the zap was on yeah there's a link and there's any invoice number it's perfect okay so that is it thank you everybody for joining your session I hope you found it useful please like And subscribe to our channel that will help us a lot if you have any questions drop a comment and we will reply to you uh we look forward to seeing you at the next session where we speak about billable thank you guys for joining see you the next one bye [Music]