Optimizing Your Workflow with the Google Sheets Invoice Tracker Template for Administration

Google sheets invoice tracker template for Administration

to create an invoice you want to start in your invoice tracker and you'll need to add all of your invoice details so all of this stuff is your basic information so you need to enter the invoice number the customer name or reference um you can put in your issue date and the due date which will be used to calculate when it's overdue Etc and then if you scroll across this is where you can enter your product or service so you can either do this by using the things that you enter in the setup tab so if you go back to setup down here you can enter your different regular services that you offer and a standard price and when you select that service the price will automatically fill into the tracker so say we want to do service two that will be 150 pounds and it will automatically calculate the tax based on what rate you enter here so if I change that to 20 percent we've now updated our tax rate to 30 pounds then you just select how many of that item you're going to use if you're offering a service it probably will only be one um but you can always change it if you click two it will then double the costs because you're charging twice so we'll have one of those if you're offering multiple services on the same invoice you can select additional ones over here and again they'll enter the price and your tax and you just enter the number of times of that item that you want to enter so you can have up to six different products or services on the one invoice once you've entered those if you come back to here all of these things in the grayed out section will have automatically calculated for you so your services total the tax so the invoice total which is obviously your services total plus the tax and then your amount paid and outstanding balance if you do lots of Individual Services that don't have standardized pricing you can also enter them manually without selecting them from the drop down box so say I don't know for example we're going to create a logo um you can select enter that it will come up with this little red triangle at the top just saying it doesn't fall within the range that you have in entered under that setup tab but that's fine it doesn't mean it won't work and then you just need to override this formula and just type in whatever your price is going to be so let's say it's 150 once you do that it will remove the formula from the cell though so you just want to make sure that you have another copy of the sheet that you haven't done this with so that when you want to reuse a copy again for the next years you have a fresh copy that has all of your formulas still in it it will still calculate your tax based on whatever this number is and again you just need to enter how many of that so to create your invoice you're going to enter your row number which you'll find down here that corresponds to the invoice you'd like to create into this cell here so if we want to do an invoice for row six for John Smith so we just type 6 in here and that will automatically fill in your invoice template so if we go back and sorry if we go back and get rid of the six there and have a look at the invoice there's nothing filled out if we go back and fill in row six and then we go to our template it automatically pulls all of the things that we've already entered into this template now there is one more section that you will need to add if you'd like to have their details all filled out in the build to section if you don't it'll just show their name um so if you would like to show all of their details you need to just come down into customer list it will automatically fill out all of the customer names or references that you've entered whether you want to use numbers and names or anything that's totally up to you and then you fill in all of their details so you can pop in the address email phone and notes and it will automatically fill out all of the first all of these things um when you fill it out the notes won't be filled out that's just notes for you um to keep in mind if there's anything you'd like to include for that customer so if we go back to the template there's a few things that you'll need to customize when you first get the template obviously you want to fill in your company details and things and pop your logo or your business name up here you can change fonts or make it pretty or however you'd like to do it and then down the bottom in the payment details section uh you want to make sure you fill out all of your own payment details in there the payment reference number will automatically fill based on which invoice you'd like to do so from this number it will automatically pop that there so that they can add that when they do their payment and you can manually type in any notes or anything you'd like to include to the customer and then down the bottom is where you can create your finish off your template so anyway regular things that you like to say to your customers or things they need to know you can write in here and it will automatically fill across the sheet and if you want to add social icons you can get them from if you go back to your setup tab so if you just highlight this so you highlight both sections once you've obviously changed it to whatever your um the thing is and then you just copy and paste so you can either right click and copy or you can use your control C or command C so if we just copy this as an example we will just make sure that copied and then we want to paste in our invoice template so when you're pasting just make sure you select the cell with the little star in it and then if you just paste that there you don't need to highlight both rows it will paste it so that it sits nicely if it doesn't if it gets rid of the coloring behind it you can just go back in and you can just change the color to your standard brand color at the end you could also just highlight this whole section and change it to a different color if you'd like a different color for that background section you could make it any color that you like as well um so you can just highlight the whole section at the end and make sure that they all are the same color so one other thing to just quickly go over in your income tab when you're entering your thing so say if you copied it from a um an income statement or even if you manually enter it you'll often get these random reference numbers in your description so the way that you make it format so that when you go into your invoice tracker it will automatically see how much you've paid is it links it back to the invoice number so back in income tab under the ID column if you match your invoice number to what that invoice is for it will automatically add all of those numbers together so currently it's saying that none of these invoice numbers match a current invoice because I've deleted um the other examples from the list so we've only got invoice one and two so if I change that to invoice one so it's now invoice one um and the little red um triangle above it's gone which means that it does match one of the criteria so basically it matches an invoice number that's entered um and if we go back to the invoice tracker under invoice one we'll see that we've got 125 pounds um that has been listed as paid towards that invoice and so that's the outstanding balance there