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Google forms invoice template for Customer Support

so in this video we will learn how to automatically generate invoices using google form responses and send it as a pdf on gmail so we are going to start with a small example so as you can see this is my google form and it has been titled recharge form so let's say a customer called as matthew matthew perry is filling in the form so the full name is matthew perry and this is the phone number of matthew perry and this is the unique tax identification number of matthew perry okay this is the email of matthew perry where the pdf of the invoice will be delivered and this is the address okay all right and the recharge type is post paid the recharge amount he's paying is 400 and of course he has no backlogs okay so let me just click on submit okay so the form has been submitted by a person called as michael perry matthew perry sorry so let's have a look into the email letters of michael perry do we have do he does he have the email yes he has some kind of email and this is from skyworks solution and this is the invoice so let's have a look so this is the pdf of the invoice and let's uh download it okay so this is the pdf so this is from star sky optical networks this is the invoice bill to name that is matthew perry this is the email michael carras481 gmail.com and then we have the phone number the same phone number that matthew perry had entered this is the address this is the tax identification number and then we have the richest type that is post paid the amount that he had paid that is 400 the due date that is this okay and the bill date that is basically today's date and of course we have the automatically generated invoice number so your obvious question is how did i manage to send pdfs from the google form responses so basically i have used an integration and automation software called as public connect that has integrated google forms google docs and gmail so the best part of using public connect is there is no need for coding skills or programming knowledge let me show you the process so first of all let me just take you back to incognito mode so your obvious question is why are we working in incognito mode well the answer is very simple the integration of google forms and gmail will involve the creation of google sheets now if you are working with google sheets and have multiple gmail accounts it is always advisable to work in incognito mode otherwise you have authentication issues okay so this is my incognito mode and in the new tab let me just type babli.com so your obvious question is whypavly.com well we have an app called as public connect that will integrate google forms google sheets google docs and gmail okay so this is the website of papri.com let me just click on sign in okay so this is the dashboard of public connect as you can see i already have made an account in public connect you can also create your own free account in just two minutes let me just scroll down and here you will find connect just click on access now okay so basically we are going to create a new workflow to integrate google forms google docs and gmail now before i create a new workflow there is something i have to do so let me just scroll down as you can see i have already integrated google forms google docs and gmail so this is that workflow so i'm going to switch off this workflow now the reason i'm switching off this workflow is if i don't switch off this workflow and create a new workflow there will be two workflows running in parallel to each other and this will create the problem of duplication of result basically for one google response we will be having two emails so we don't want that so let me just click on create workflow okay so i'm going to give a simple name google forms to google docs to gmail bracket invoices okay so basically this is the name google forms to google docs to gmail invoices let me just click on create okay so when you click on create you will find a window in front of you this is called as the trigger window so basically we are going to create a new workflow now if you want to access the link of this workflow i have made sure that it is available in the description box now basically in the choose app i'm going to select it as google forms google forms it is now in the trigger event how about make it as new response and spreadsheet okay so new response in spreadsheet is a trigger event so your obvious question is what is a trigger event trigger is basically a if statement it asks a question if this condition is met what should be done for example if a new response is made in google forms then what action should be taken by the system now at present we do have only one trigger event that use new response in spreadsheet now there is something you are observing that the trigger event is new response in spreadsheet it should be something like new response in google forms so why it is new response in spreadsheet not new response in google forms well as i mentioned before the integration of google forms involves the creation of google sheet so what's the role of google sheet so basically whenever a respondent fills in this google form all the responses will be collected in google sheets and from google sheets it will be sent to public connect so what i'm going to do here is i'm just going to show you the form that we are going to integrate with okay so let me just type google forms okay so let me just straight away take you to google forms and i have created a google form okay so this is the form that is a sky works data recharge form okay so this is the form sky works data recharge form so basically the idea is that when a respondent fails in this form it will be the data or the responses will be sent to public connect so first of all we are going to integrate this form to public connect now the integration involves the creation of google sheet let me show you how it's done so first of all let me just scroll down so as you can see let me just introduce all the fields we have the full name the phone number the tax identification number the email the address the recharge type the recharge amount and the backlogs basically the same fields that we had in our earlier form okay so at the last we have the backlogs so i'm going to make sure that this field is required so i have already toggled this to the right so basically this will act as a trigger so your obvious question is trigger for what trigger to create a google trigger to send all the data to google sheet when the form is submitted so you are saying a lot about google google sheet google sheet google sheet what is that so basically let me just click on responses click here and let me just click on this icon so basically it will create an associated google sheet for this particular form so this is how you create as you can see we have two choices create a new spreadsheet select existing spreadsheet now we are going with this one so let me just click on create i'm happy with the name that is skyworks data recharge form responses okay so this is the one as you can see the sheet has been created skyworks data recharge form responses so basically the idea is that when this particular column that is column i is filled it will keep sending the data to public connect so basically technically we are going to integrate this form to public connect now to integrate this form to public this google sheet to public connect let me just click on add-ons click this so when you click on add-ons you will find public connect web books now public connect webhook is an add-on that i've installed in my google sheet now since you're beginning fresh probably connect by books might not have been installed yet first so first of all just click on get add-ons so when you click on get add-ons google workspace marketplace opens up in front of you so basically in this search all you have to do is just type public connect for books fabric connect for books okay so as you can see the button is showing it has been already installed in my case it is already installed all you have to do is just press on this button and public connect web books will be installed in your google sheet also now there is something you should know after installing public connect web hooks do not forget to refresh your google sheet okay so let me just cancel this go back to addons clicking on papi connect webhooks and i have to click on initial setup click this now there is something you should know we have two fields to fill the web url as well as the trigger column now with the case of trigger column the trigger column is always the last data entry column i repeat again the trigger column is always the last data entry column in our case the trigger column is column i because it is the last data entry column so i'm mentioning the trigger column as i okay so now in the case of the fabric url so this is how you get the web url go to public connect and copy this this is the webhook url you want when you copy this it is already showing it is waiting for the data okay so let me just go to a google sheet and let me just paste this okay so we have pasted it all we have to do is just click on submit okay so basically we have integrated this google sheet to public connect let me just go back to add-ons okay and once again go back to public connect webhooks and this time just click on send on event so basically it will ensure that any time column i is filled it will keep sending on the data now what we're going to do here is we are going to conduct an experiment so let me just take you to the form so this is the form okay let me just click on preview and we are going to fill in some details so let's say we are going to fill in as the same guy or how about a different person okay so how about we fill in as lucy black so the full name is lucy black this is her phone number okay and this is her tax identification number or the tin number okay so this is the tin number this is the email where she will be getting the pdf of the invoice and then we have the address so this is her address okay and the recharge type is post paid the charge amount is 4500 she has no backlogs okay so let me just click on submit so the form has been submitted by lucy black so the details of the form as i mentioned will go to google sheet and from google sheet it will be sent to public connect so let's have a look first in google sheet yes the data has been sent to google sheet so we have the recharge amount the backlogs the recharge type the address the email okay and let's explore the timestamp so basically the timestamp is the time at which the response was submitted and then we have the full name the phone number the tin then email okay so basically we have got all the details so let's explore do we have got all this detail in public ranked or not yes the data has been captured by public connect also so we have the timestamp okay the full name the phone number the 10 the email the address the recharge type the recharge amount and the backlogs now using all these details we are going to create an invoice in google docs so to do that let me introduce one more window okay so in the choose app how about we make it as google docs google docs it is now in the action event how about we just scroll down and let me just click on create document from a template okay so what is this action event create document from a template so basically we are going to use a template to create a document let me just show you the template so basically this is our template okay and using this template we are going to create an invoice so let me just take you back to public connect let me just click on connect okay let me just click on connect with google docs going okay so basically this is the account in which my google doc is present so let me just click on allow okay excellent so it is showing the authorization is successful press ok now as i as you can see we have three fields to fill the template document new documents name new documents location so we are going to start with the template document so by default it is showing invoice template and as you can see these are all the templates or all the document files present in my google account so we are going with this one okay the invoice template so this is the name of the template okay invoice template we have selected it now we have some fields that is new documents name and new documents location we will deal with that later now let me show you a magic okay so this is how the magic is look going to look like so what i'm going to do here is after this name field i'm going to introduce a pair of double quotes and inside the pair of double quotes i'm just going to type name okay that's all that's all okay so let me just take you back to public connect and what i'm going to do here is i'm just going to click on refresh okay so when you click on refresh as you can see we have an extra field earlier there were only three fields now we have one extra field that is for name now what i'm going to do here is i'm going to conduct one more magic okay so this is this time again a pair of double quotes curly brackets not double quotes curly brackets and inside that i'm just going to type email go back to public connect and let me just refresh this once again okay so as you can see we do have the email okay so i hope you get the gist so basically this is the concept of dynamic tags you enter a pair of curly brackets inside the pair of curly brackets you put in some substance that will be represent as a field here so let me just fill all of them okay in one go okay so this is my phone and this is for my address okay and this is the tax identification number 10 and this is the recharge type okay type let me just type type okay now coming to the bill amount amount and the date due and i hope it is getting clear to you okay now coming to the invoice number okay so your obvious question is the guy didn't feel any kind of invoice number basically i am planning to auto generate an invoice number it's actually pretty easy i will show you uh invoice okay so basically we have entered a pair some pairs of dynamic tags let's say one two three four five six seven eight eight extra more basically total ten of them so let me just take you to public connect once again and let me just refresh this so we will have eight more fields that is total or ten of them okay so we have the name email phone address then type amount due due date and the invoice i think it's total 10 of them excellent so basically we are going to map all the details of lucy black here okay now before we map all the details there are two things we have to do first of all we have to mention the date okay so basically this is how you generate a date so what we are going to do here is as you can see we have the data okay so we have the data the time at which uh this data was captured so as you can see it was on 13th of may 2021 and this was the time so time is not really important and this format is actually looking clumsy we do want this date but with the association of this time it is actually looking clumsy so we are going to get rid of this time so we just want a simple format that is month day and year so to do that let me just introduce one window so this window is called as the date time formatter daytime formatted by pably and in the action event let me just scroll down and let me just click on format date only okay let me just click on connect okay so we have to mention the date so this is the date that we have okay and we want to change the format as how about we go with this one okay the usual format that everyone use day month and year and we we don't have to fill this from format all we have to do is just click on save and send this request okay so we have got a perfect date okay so it is not looking clumsy it is just a normal day 13 may 2021 okay so we have filled it we have got the date and there is something else that is the new document's name and the new documents location now what are those so first of all we will deal with new documents location so the idea is that once a pdf or when or the document is created from this particular template it should be stored somewhere now i'm planning to store in my google drive for that i'm going to create a new folder so let me create a new folder so the name of the folder is invoice today just a random name that's popping in my head or sky works okay let me just click on create okay so this is the name of the folder invoice today sky works so let me just take you to public connect and what i'm going to do here is i'm just going to click on refresh okay so it is getting refreshed and here also i'm just going to click on refresh okay so let's explore do we have that folder yes we do have the folder invoice today sky works so basically we will be storing the invoices in this uh folder okay so let's start building our invoice so we have to give a name to this invoice okay so what i'm going to do here is i'm just going to click here okay let me just click here and here i'm just sorry so basically i'm going to assign a very unique name to this document so let me just go to this first ion and let me just map the full name and after that i'm just going to map the amount she has given okay so i think that would be an excellent unique name you have the person's name and you have the person's amount that she has she or she has paid then we have the document location that's pretty much obvious i have explained you that okay so let's start mapping all these details okay so let's start with the name so we already know the name so the name is lucy black we have mapped it now coming to the email so this is the email and we have mapped it so remember at this email address she will be getting the pdf now we have the phone number so this is the phone number we have mapped it now you know the drill you just basically click here and just map the details one by one then we have the tin so basically tax identification number we have mapped it now coming to that type so i think it was post paid yes and then we have the amount so the amount was 4500 so basically in terms of due date so due date is always static okay it won't really change so that is why i'm going to manually enter that is 22 of may 2021 okay and uh in case of the date that the payment was made so this is how we have got it so this is something we have got from the second ion okay so let me just click here and let me just map the detail 13th of may okay so now in case of the invoice i'm planning to create a unique invoice so i will be using the tax identification number and the amount the person has paid so the tax identification number is always unique okay so let me just click here and this is the tax identification number and after that i'm just going to enter the recharge amount so a unique invoice has been created awesome isn't it okay so basically we have entered all the details all we have to do at this point is just click on save and send test request to create our first invoice so let me do that okay so excellent so we have sent that data so what i'm going to do here is next i'm just going to go to my google drive and this is the folder that we have to look into so the name of the folder was invoice today skype works so let me just take you to the drive let me just look into the folder yes this is the folder so let us have a look so basically this is the dock okay so we have the name that is lucy black and then we have the email the phone number the address the tin that is tax identification number the recharge the bill amount the bill due date the bill date and this is the invoice number a unique invoice number so basically as you can see we want to send this particular dock to lucy black so but before we do that there is something i have to show you so as you can see it is showing private to only me okay when i click on this button it is showing private totally me and i'm going to show you a magic okay so let me just uh click on this plus button okay so this particular talk is present in my google drive and the idea is that we want to make it as a shareable one so google drive it is now in the action event how what we just scroll down and click on share a file with anyone click this and let me just click on connect then let me just click on connect with google drive of course this google drive is present in this account so i'm selecting this one okay let me just click on allow excellent authorization is successful just press ok now it is by default showing the file id as lucy black 4500 we don't want that okay we are just going to toggle this and i'm just going to remove this one so basically we are going to enter a dynamic id so this is your dynamic id basically this is your file id okay this is basically a document id we have to map this detail here okay so let me just click here go to the third ion scroll down and this is your file id we have mapped it so at this point all you have to do is just click on save and send test request okay so as you may remember it was private tool limi now i think the link will change so as you can see the icon has changed anyone with a link so basically we are going to send a particular link to lucy black so let me show you that particular link so let me just scroll down and let me show you the link okay so yeah so this is the link that we want to share okay ali is to export link application pdf this is the link that we want to share on gmail so to do that let me just introduce gmail okay so in the choose gmail it is now in the action event how about makita send an email let me just click on connect click on connect with gmail yeah same account only okay click on allow so the authorization is successful so as you can see a set of fields has appeared in front of you the purpose of these fields is very simple we are going to compose a message in gmail from the data that we have received from google forms via public connect so we have the recipient name so the recipient name we already know that is lucy black and then we have the recipient email so this is a recipient email and we have mapped it then we have from name so let me just take you to from name so from name i'm sorry the from name will be sky works solution okay so this is the name of the company and this is from me so that is why i'm just going to type my email okay so this email will be delivered by this email address okay and i have mapped it now we don't have to do anything about this field that is reply to email subject invoice skype works okay and this is the email message hello and enter the name lucy black this is your invoice pdf and after that colon and let me just map the i link so this is the one we want and we have mapped it so we have entered all the details okay so all we have to do at this point is just click on save and send test request to send the email so let me do that okay so it is showing a positive response that is the email has been sent so let me just take you to the account of lizzie manuel or lucy black okay so let me just straight away take you to that account and let me just show you the email that she has received so yeah so this is the invoice that she has received okay lucy black this is your invoice pdf and let us explore the pdf okay so this is the pdf that she has received excellent so we have got a stunning invoice pdf excellent so uh now before we end this there is something i have to tell you basically i just want to explain you the whole mechanism in a nutshell so i'm just going to minimize all of my window one by one and then i'm just going to explain the whole mechanism so i have to i have minimized the trigger window minimize the action window minimize this action window and minimize this action window so basically this is the whole process in a nutshell first you integrated google forms to public connect and then you have used this action window that is date time formatter so basically you have formatted the response that we have got from our google sheets okay and then you have integrated google docs so as to create a template now after creating a document from a template you have shared that template via google drive and after that you have sent that link on gmail so now there's a perfect flow of data between google forms and gmail excellent