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Google sheets invoice generator for Administration

hey guys sh here now last year I built a now popular all-in-one CRM with Google Sheets app script and your favorite Google Apps and since then many of you have reached out and asked for a similar toolkit but instead for bookkeeping activities so with all the positive requests and feedback I've now created a 10in one bookkeeping toolkit designed to help you better manage your personal and business finances through income and expense tracking an invoice generator task management reporting and access to C Visual and custom accounting dashboards pretty cool huh now my focus today is to show you how this works and how you can make the most of my bookkeeping toolkit which I've called sheety bookkeeping okay so this is a new product that I recently launched and as I mentioned this is called sheify bookkeeping this is our all-in-one Dynamic and datadriven bookkeeping platform built with Google Sheets and integrated with your favorite Google Apps and today I'm going to walk through a complete sheet ofy bookkeeping tutorial showing you how to get up and running with this template in minutes shifi bookkeeping allows you to stay on top of all your bookkeeping and accounting needs from managing all your assets and liabilities as well as income and expenses through to automatically generating invoices managing accounting tasks and Visually understanding how your business's finances are performing this is with our seven Dynamic visual dashboards allowing you to understand the health of your business as well as forecasting and achieving your financial goals okay so to get started once you've purchased shifi bookkeeping simply open up this PDF then come down and click on get template and that's going to take you to this folder we have a custom invoice that we can set up our sheify bookkeeping template and our sheify guide and Licensing PDF let's go ahead and open up sheety bookkeeping then navigate over to file and make a copy then come down and name this template you can add your business name if you like I'm just going to add sheify bookkeeping demo then come down to folder and choose a location I'm just going to select my drive for now and then click on make a copy then simply give sheet ofi bookkeeping a moment to load the sheify menu and this scroll down option this can take a few moments the very first time you open up your own copy of this template then navigate over to sheify and then click on set up sheety bookkeeping and set authorization come down click on okay choose the Google account that you use to open up sheify bookkeeping navigate over to Advanced and then click on go to sheify bookkeeping now if you see that warning don't be alarmed this is normal because you're essentially allowing your sheify bookkeeping template to access your other different Google apps but remember at the moment only you have access to this template because you created your own version then come down and click on allow and just like that we've set up sheify bookkeeping now let's navigate back over to sheify and what we can do is open up quick start if we click here and that's going to open up this quick start guide now if you prefer to learn through Reading then you can make use of this quick start guide however we'll be covering everything in this tutorial now we can also navigate up to sheify again and then come down and click on hide quick start and that's going to hide this quick start option from your menu down below okay so let's first cover settings here you want to select the currency that you want to use inside sheet ofi bookkeeping as well as the start month of your financial year as well as the start year so here we have our five FIS schal Years starting from 2024 however if I change this to 2025 that's going to up update the coverage period let's change this back to 2024 then navigate down the page this is where you can add notes resources and links that are relevant to you if we navigate across we have profit goals for example let's focus on 2024 and add some profit goals for each of these months as you can see I've quickly added 10K for each month and these are my monthly profit goals we can also navigate down to business goals and Define our business goals in here okay let's navigate back up to income categories this is where you can add specific income categories you can see we've added some default options up here I'm going to leave these as they are for the purpose of this tutorial as well as for the expense categories however if you like simply add your new expense categories or income categories down here or change the existing options then what we want to do is navigate down to reporting email here you simply want to add the reporting emails that you want to send reports to and if we navigate up to sheify and then come down to report sptify if we click on send all reports that's going to send a snapshot of all these different reports directly into the emails that you added down here you can also send these individual dashboard reports by simply clicking here and that's going to send a PDF snapshot of those reports to the reporting emails that you have added down here you can also click on setup weekly reporting and every Monday you will receive a snapshot of all reports okay we'll talk more about that soon let's navigate down to income and add our first income value I'm going to add the date as well as the ID then the item over here this income transaction is from an ebook that we sold and if I navigate across here I can choose the category let's say I sold this product via Shopify sales then add the amount as well as tax and fees where applicable now what we can do is also leverage this tax calculator to determine the amount of tax that we need to pay for example I'm going to add 59 which is the price of this ebook which we just sold and let's say the tax rate is 15% 0.15 so the amount of tax for this specific product this $59 ebook is $8.85 so I'm going to add that amount in here and then transaction fees of $3 and we can see the net income over here for this particular transaction now what we can do is add another transaction down here or we can simply navigate up to the sheify menu and then click on ADD income and that's going to add a new row at the top this saves us scrolling all the way down the bottom when you you have hundreds and thousands of transactions so I'm going to quickly add another income transaction and as you can see one of the items we sold was a web design package the category was web service this was the amount the tax and fees now up here you can see the total amount of income transactions as well as total tax total fees and total net income over here okay so we got two transactions let's now navigate over to expenses and quickly add two expenses similar to how we added two in transactions okay so as you can see I've added two expense transactions we have a web developer expense which is a salary let's say we paid a contractor to develop our website that cost us $2,000 100 of that was tax and 200 of that was fees and you can see the net expense over here and then we have Shopify subscription which is a subscription under category and then the amount tax and fees again tax and fees are optional again we have a tax calculator that we can take advantage J and up here we have alltime totals total amount total tax total fees and total net expense now let's navigate down to monthly dashboard and this is where we can see the financial performance of a specific month let's navigate up to April and change this to July and then change of the year to 2024 here we have income and expense details in terms of categories we have total income this month total expense profit and loss and profit margin we have a snapshot of our income breakdown as well as expense breakdown income versus expenses our profit goals and because we're in a deficit this month we are nowhere near achieving our $10,000 goal our current profit for the month is- $242 so we're a bit off achieving this goal here we also have expense breakdown down below now we can also navigate across to annual dashboard again let's change the calendar year to 2024 and you can see our annual performance from January 2024 to December 2024 this financial year we have monthly income and expenses our profit goal progress for the entire year monthly income annual overview income breakdown expense breakdown and monthly profit you can see that's an a deficit if we navigate down the page you can see our profit margins per month and our income per month based on the category we can also navigate down the page and look at the same four expenses now in terms of dashboards if we navigate down to 5-year dashboard we can see a 5ye overview simply add the start year and you can see performance over 5 years and this allows you to analyze how you've been performing over a 5-year period again we have similar snapshots and graph breakdowns that you can find in monthly dashboard and the annual dashboard so take the time to analyze each of these graphs then if we navigate across we also have custom dashboard we can choose the start date and the end date I'm going to change this end date to 2024 and I'm happy with this and you can see the financial performance of your business over this period here's our income breakdown expense breakdown based on category net profit and tax down below again if we never get across to comparison dashboard this is where you can compare three different date ranges and you can see this important data like income verse expenses profit growth total income and expenses total income breakdown as well as total expenses and total income again based on categories let's navigate across we also have sales tax let's change the calendar year and you can see the tax that You' collected as well as the tax that you've paid here we have a breakdown of sales tax per month as well as fees per month let's navigate over to balance sheet here you can simply add your current assets fix long-term assets other assets and then we have liabilities down here as well as owner Equity then you can see your calculated financial ratios down here okay so that's a brief overview of the financial dashboards they allow you to see a visual representation of your cash flow and Financial Health of your business now for example if we navigate over to annual dashboard and let's say we wanted a report a snapshot of this data all we need to do is navigate up to sheify then reportify and then locate send annual dashboard and click here and as you can see you have sent an annual report to these two emails and remember you can add those emails under setup and then Down Under reporting email and here's the PDF that has been sent to my email inbox see attach file if we click here and here we have have the annual overview as a PDF we can simply download this report if we like by navigating up to download okay let's head back to sheet ofi bookkeeping and again if we navigate up to sheify and click on ADD expense that's going to take us to the expense sheet where we can add a new expense down here now what we can also do is click on scroll down and that's going to take you to the very bottom of all your transactions let's say you had a transaction on row 87 then if you click on scroll down that's going to take you all the way down to the deest row or transaction that you've added down here now let's navigate over to tasks this is where you can manage your bookkeeping tasks for example let's add a task name the task name is called send invoice add a description here the description is send an invoice to Sam at Sam's Furniture let's add priority which is medium the status over here and progress and you can see we get this notification status date updated and this status date will be updated automatically so every time you change the status this date will be updated to the date that that status has been changed you can add the due date let's say next Monday and then add the time in here and you can add anything in here for example let's go 12:30 now what we can do with each of these bookkeeping tasks is we can automatically send these tasks to our Google task app and you can access the Google task app from inside your web version over on the right hand side by clicking tasks or from the Google task mobile app so what we can do is simply click on this task navigate up to sheify and then click on task ify and as you can see task added to bookkeeping task list if we click on my tasks and then come down and locate bookkeeping tasks that's going to take us to this task list where we can see all our tasks that we've sent from our sheify bookkeeping directly into the Google task app again you can access this on your mobile device too if you like and you can see details about this task and you can also modify these if you like now only you will see these tasks in your Google task app if someone El was logged into your sheify bookkeeping account and they navigated up to sheify and clicked on tasky that's going to send the specific task to their Google task app we can also click here and make this task reoccurring if we like let's close out of the Google task app now to add a new task we can simply add a new task down here or we can click on the sheify menu and click on add task and that's going to add a new task up above okay so let's navigate back up to sheify and we also have the option to set invoicing now what we've created inside sheety bookkeeping is a way for you to generate invoices for your customers this is using Google Docs Google forms and Google Sheets for example let's generate a new invoice to do that simply navigate up to setup sheify invoicing and you'll see these notifications pop up down here essentially sheify bookkeeping is setting up the ability to generate invoices for your clients inside your account then you'll be taken back to settings and if we navigate across over to these settings here you can see all this data has been generated and I'll cover this shortly first what we want to do is find the invoice template ID to do that simply head back to the folder that you have access to when you first got started with sheify bookkeeping and here we are inside this folder then what we want to do is click on this custom sheety invoice navigate up to these three dots and then click on make a copy and then come down to show file location and simply open up that document and that's going to open up this copy of the sheet of invoice template you can also change the name up here if you like and you want to take some time to make changes to this invoice add your business name business address as well as add your website URL if you have one then all you need to do is navigate down the page to payment details and add your payment details as well as terms and conditions all of this data here you want to leave as it is because we're going to automatically generate this information okay so once you've made some small customizations to your business details as well as pay details and terms and conditions what we want to do is simply click on the URL and copy this code up here so this is the code that we want to copy right click click on copy and then head back to sheeta 5 bookkeeping then navigate over to invoice template ID and paste the link in here and that's all we need to do now if we come down here you can see invoice folder URL this is where you can find all your invoices so once you generate a invoice you can find them all in this folder then then if we come down under invoice form link this is the form that you can share with your customers to fill out their business details or you can fill out this form yourself for example let's click on this form and then open up this Google form now if you like you can make changes to the look and style of this form however you want to keep all of this information the same down here simply take the time to add the invoice number invoice date the due date add the first name of the customer last name as well as the company name street address their phone number email and you can add a discount in here if you like this is optional and this is a dollar value for example you can add 50 for $50 off then down here we can add the units we have unit one description and price so what is the unit for example I could add website package the description could be this is our e-commerce web design package and then the price down here then these other units are optional we have unit 2 as well as the description and price unit 3 unit 4 and unit 5 which are all optional okay so I'm going to take the time to quickly fill this out okay so as you can see I've quickly added the new invoice number invoice date first name of the customer last name company name street address phone email the discount unit one description and price so this is a web design Max package this is the description and the price down here we also have unit 2 which is another service that we offer Google ads this is the description 3 months of Google ads management and that is $900 $ okay if I come down and click on submit and just like that in a few clicks we generated a new invoice to generate a new invoice simply click on submit another response let's head back to shifi bookkeeping and now if we navigate over to invoices folder URL and open up this folder you can see we have the new invoice generated here let's go ahead and open up this document and you can see all this information has been automatically generated as well as the billing information the unit names which is web design Max Google ads the description as well as the unit prices and then we have the discount value down here and the balance that is due and then what we can do is simply navigate up to file and download this as a PDF if we like or we can simply share this document with our customers if you're using our sheify CRM what you can do is share this document and add it to an email and send that email using our email marketing capabilities inside our sheify CRM pretty cool right again let's head back to our sheify bookkeeping and soon what we're going to do is release more invoice templates that you have access to that you can simply add the ID in here and use different templates we can also navigate down to form responses and you can see all your form responses over here we can also navigate down here and change the name if we like as well as hide this sheet however that is everything that I wanted to cover in this sheify bookkeeping platform again if you want to learn more about our sheify CRM or or sheety bookkeeping you can find all the relevant resources Down Below in the description and there we have it for this sheety bookkeeping tutorial now if you have any questions about my sheeta face CRM or bookkeeping toolkit make sure to pop them down below and with that said thank you so much for watching this video all the way through to the end if you got value make sure you leave a like And subscribe to this Channel and that way I'll see you in the next video take care everyone