Collaborate on Google Sheets Invoice Tracker Template for Finance with Ease Using airSlate SignNow

Google sheets invoice tracker template for Finance

hi there today I'm going to present you the last template we have built uh it's a about a invoice tracker this is built on Google spreadsheet and it will work for the time being only on Google spreadsheet it is not a template buit for Microsoft Excel uh that was the first thing I want to clarify from the beginning the second thing I want to clarify uh it is that this is this invoice tracker it's uh tracking only the expenses but not the incomings also so this is an invoice trucker build to track all your expenses invoices uh I built this uh invoice trucker only for expenses because not everyone of us is having a company not everyone is uh releasing invoices for their customers to track those invoices also uh I have another template in progress for that thing uh more advanced and uh with more option on board to say so but uh this right now is uh one invoice trucker uh for multiple years for many months uh to follow only from a single place but only for the expenses as invoices uh this tracker is built uh having four team colors this first one the yellow a light uh gray one brown and also someone who want uh some colorful in life light pink and a bit of red okay but uh every presentation and this guideline video introduction and guideline guideline uh it will be done uh under this uh yellow because I like it more it's more uh uh the sections are more highlighted and visible uh than the others other color other team colors to say so so we have uh for this trucker uh three main tabs the settings tab invoice DB which is the invoices database and the dashboard basically from where you can find anything you'd like related to any invoice any status uh any amount paid or unpaid uh for your invoices uh first of all when you will uh download this invoice tracker you will have to go into the settings tab uh you have have here three main options options you have the currency you have the language and you have uh small list of 49 uh company names which can be interpreted as providers for your services for the services you receive like Disney plus HBO uh Netflix and so on for for any type of Provider you need for any utility uh how related utility to say so or any kind of services or invoices you are paying uh so first of all we have the currency switcher uh you don't need multiple templates you don't need multiple files uh to use related to your uh to your currency you have by default a list of 18 currency with a currency symbol and currency name uh you have the option to add more uh up to 20 26 uh uh currency uh you'd like to use or with this uh invoice tracker basically to use this invoice tracker in your actual currency you just have to uh select from this drop down list the currency cot you like to to use and uh as you can see I have updated for the AO and everything uh in this uh tracker will be updated for the euro currency uh in just a flash so we have Euro symbol by everywhere okay let's switch it back to to the dollar symbol because I used more with this okay so everything is back to normal to say so in the dollar currency forther uh because I noticed that uh many of you uh has been asking about about uh a multilanguage language uh system you have at your disposal up to 56 languages everything you'll have to do is just select from the drop down the language you you need to use to set up for this tracker let's say you want Italian okay select Italian wait a bit for the system to translate then the entire tracker as you see it's loading the language and now everything is displayed on the selected language uh the dashboard the invoice database with the filters headings uh status and the settings also you have the translations for the default headings okay let's go back now to English because I'm used to it to go further to present this okay but let's prove another one let's prove I had English let's prove the Arabic translation as you see it is loading wait for a bit and we have in a few seconds everything translated to Arabic including the drop down filters also okay in the dashboard invoices filters headings statuses everything is translated to to Arabic let's go back and uh switch to us English sorry for that okay further the third thing I would like to mention for the settings tab is the company name basically the providers for your services you have a default list up to 30 Ser 30 providers but you can uh just delete it and come up with your desired list uh you have the option to record the uh phone Fox email and address in case you need to contact them and it will be much more easier to come here and uh grab all the contact details you need uh to get in touch with with your provider so select the language select the currency language build your provider list and that would be all uh to set up your entire system further The Next Step uh is to record your invoices I have I try to find the better and the the best and the easiest way uh to record your uh invoices uh without being forced of a lot of manual uh inputs so basically on that uh thought or on that on that uh with that in mind uh you have only uh to record the invoice number the company or the provider name uh the date issued the due date and the value value okay that would be all let's prove that point just now let's do one let's assume this is the invoice number the provider you have the drop- down list available from where to select or if you don't want to select from the drop down list just type the name of your provider let's say I have apple I just have I just type app and uh the system will find the provider name for us from the entire list you have built uh you have the uh date issued uh for this invoice from a drop down or a popup calendar how it is called uh you select the date due date also from the popup calendar uh this way with this at your disposal it is impossible to uh type any date in a wrong way okay uh we have the value for the invoice as the last row so let's say this is $25 uh after you you insert the uh invoice value the system will automatically recognize that you haven't paid this yet because you haven't entered any amount paid value if you do not enter the amount paid for this invoice the system will consider that uh that invoice is unpaid and it will give you the amount uh due for that okay and in the same time we'll uh uh allocate a status for your invoice there are four available status we you have the paid partially paid unpaid and uh there is a status which is not available in this list but is available on the dashboard for the next s days uh as invoices uh meaning the invoice is due in the next seven days okay so every time we enter an invoice and we have uh uh entered the amount the value of that invoice if if we do not enter anything in an amount paid uh the system will consider that uh that this invoice is unpaid if I let's say from $25 dollar I am pay I I have paid $12 uh the system will uh notify that and we do all the calculation automatically and will tell us that we have $30,000 amount due and this is uh partially paid invoice okay so you'll not uh need to set up the status ourself because we will we might enter some uh some wrong dates just a second we might enter some wrong dates and uh everything else will be uh wrong displayed after that okay in case we PID that amount in full and we type $25 as the paid amount the system will notify we will uh not have any amount due and the status of that invoice will be paid uh also in this tab in the invoice database we have a very simple and very useful uh uh filters at the top we can filter the entire list and let's say we have recorded it 10,2 or 2,000 invoices and would like to find from this tab but it will not be the case because I will show you later uh how we will go to do that uh I want to find an invoice based on the company uh just click on the filter clear the list and select the provider you wish and click okay so we see that we have only one invoices uh after that to come back to all the invoices just select all click okay and everything H is back to normal same for all the all the other four filters available for the date issued the due date and the status okay uh what is uh special in this uh invoice DB uh sheet is that every row and every status every type of status is automatically formatted based on the based on the status of the invoice so if is an inv voice is unpaid it will uh the status it will be uh light red highlighted and the entire row text for the entire row uh is getting red uh for the paid the text is black and the status is light green and for partially paid the text is automatically uh yellowed and the status is light light yellow uh let's take this invoice for example this is unpaid let's say I have paid in I have partially paid that with $100 uh and we see that this is automatically getting partially paid and I need to pay $230 more if I not paying it at all it's getting red amount you 350 and text is red if I'm paid if I paid this in full automatically amount you is zero paid status with a a light green okay uh this is all uh built to prevent every mistake you might you might do here and to provide you the real stats of any invoice so you have to enter just the number of invoice provider du date and uh the date issued value and any amth you have paid for for that invoice even if it's fully paid or just partially paid and you will get uh the status and the amount you automatically the last tab is the dashboard this is uh seems to be pretty simple and it is simple if you have a look on it on it uh but as simple it is uh as many details is offering you and in a very Dynamic way okay uh first time we will set up your language for the entire system from here uh I advise you to come here and change because uh this full this entire list all the months and the full year uh and also all the statuses statuses or the status list uh it will be automatically translated and if we change the language from English to let's say to German or is it or not the French not necessary there is not that really doesn't matter what language uh uh you'll uh select to have your uh invoice tracker translated is the same thing for the languages so as you see this dashboard has been uh fully translated and completely dynamically translated to the French everything in this dashboard is in French now okay but the list is translated into the background and uh it's not dynamically Reloaded The List It is uh available in French but you need to select the term the proper term in uh in the corresponding language meaning uh in French now okay and everything will work exactly as it should be okay so let's go back to English us and if we go back into the dashboard we see an complete or to fact I don't know how to spell this in French but it's obvious L we need to use the English version for that so we will select the English vers version for the filters so that will be the first thing you'll need to do after you you change the language for the for your trucker uh the dashboard is built is based on uh four main section we have the left side left side section the top section Center and the bottom to say uh the top left section is the uh fully and completed year overview uh for all the invoices recorded into the invoice database you have a small section here when you will see the number and the value for all the invoices which are due today okay so this is uh locked by today's date okay uh the next section year overview this will uh this is represent in uh how to say it uh an invoice breakdown section for every month and every month is presenting you the number of the paid unpaid and partially paid invoices and the corresponding values so if you want to uh see a complete uh status of uh every invoice you have or all the invoices you have in this section based on month for for the current year for the 2023 in this case you will have everything on this side for December 2023 for example I have three uh paid invoices uh with an amount with a total amount of $495 so un paid with an total amount of $166 and one invoice paid partially uh with $300 okay so if I'm am changing what what why do I say that uh this is completely Dynamic and you will not need uh to clone this uh file to clone the entire uh tracker or the spreadsheet file uh to to to follow uh all the invoices for the 2024 2025 or even 20 2031 because everything is related to these three main selections from here uh so with these three selections you can track any invoice starting from 2023 up to 2020 2031 with a single tab for every or for any month from this all years beside that for any selection you would do here for example 2023 let's say I'm choosing February but not because I have no uh invoice recorded on Fe let's say for December I can filter more and I can see only the paid invoices only the unpaid invoices for December 2023 all uh due in 7 days I have one which is due on uh December 10 and this amount due uh so everything you have in your invoice DB can be tracked and will be track will be followed we'll offer you statistics only using this single dashboard and only using these three filters okay if I'm going for example for 2024 I see that I have nothing return here I have no invoices recorded for 2024 not in the year overview which is 2024 now and it will display all the uh related invoices with 20 24 per month and per status and as as a number and as value I have nothing in the invoice breakdown here I have nothing in cash flow 2024 and nothing in the invoice details because I have recorded nothing nothing for the year of 2024 same for 2025 if I select if I uh add any invoice here for 2024 so I can go and add any invoice here start from 2023 uh up to 2031 I can use this year by year without changing a thing without multiplying any shet without multiplying any file nothing just record everything here from now up to 2031 and this this dashboard will uh provide you any details you'd like for your invoices from the start start time of your record up to the end of it okay so if I'm for example now let's say it's 2025 and I want to see some invoices from 2023 I don't need to look up in my computer after the files uh recorded in 2023 because everything is under one file just this record it here keep recording year after year and it will be at your disposal at one click select year select month select status and you have all the invoices with all the statuses all the paid amount uh everything at your fingertips you don't need to clone anything you don't need to create new tabs one tabs one tab for every month no it's just a crazy A crazy thing and okay it doesn't matter that are just my ideas and uh let's go further on the invoices breakdown this is fully depending by these two filters for the year and for the month so we have now 2023 year selected and full year meaning uh it will consider all the months when displaying this as we see here I we have all 2023 all over the place and uh it's uh showing us uh the total invoices for the 2023 meaning uh the number of invoices and the total amount for those invoices okay uh that's the invoiced amount uh we have the paid invoices the number of the paid paid invoices in 2023 we have paid seven invoices and this is the total paid amount we have unpaid invoices we have partially paid am uh invoices with the amount we have paid partially and the amount uh left to be paid for these eight invoice voices and we have the invoices uh due in the next seven days and we see we have one invoice in the right side we have a small and very simple chart that is representing uh the total amount okay that's the total amount invoice uh the total amount paid and the total amount unpaid for the 2023 full year if you want to see some specific uh data for the specific month let's switch it for example for example uh year 2023 and November and we see that in 2023 November we have one invoice and it is paid so we have only one invoice in November same thing here okay this chart is represent that we have 70 $725 to pay and we have paid $725 which is stated here also one invoice paid in full with full payment okay if we go to December for example because I have recorded more invoices in the month of December we see that we have six invoices for December 2023 three invoices paid in full two un paid one invoice paid partially and uh one uh next in one do in uh in the next uh seven days so you can play with this for any time R you like 2024 2029 2031 select the month or full year and you'll have everything displayed here you can't miss any invoice using this uh invoice tracker uh the next section would be a cash flow uh what is specific to this cash flow section it is that uh this cash flow it will uh only show you uh the details for the entire year I mean if you select here 2024 okay it doesn't matter if you select January or any other specific month okay this will use uh always all the details for the entire year you have selected to use okay so it you will see always the total value for the entire year and the total payments you have paid through the entire year till the the current day okay uh and the graphic representation of that the dark line the black line is representing the amount you have to pay and the green line is representing the amount you have paid from what you needed to pay okay that is simple but it it will uh uh show you all the time how your uh payments uh uh are going for the entire year for every month okay so we see that in October we have the largest invoiced 3,717 and we have paid uh $2,000 from that uh from that amount and if we are curious to see why in October we have we just simply uh select October and we see we have five invoices uh we have paid to uh counting $2,000 we have three partially paid we have paid $1,205 and we have left $565 and in the bottom section we see all these invoices uh for the current month selected so we we work curious to see what in October we selected October we have this breakdown for all the invoices and also in the bottom section we have listed all the invoices for October okay and if we want to go farther with that we can use the third filter available which will complete the uh the entire functionality of this uh of this tracker uh let's say for example I want to see uh what invoices I have paid partially also or only that and we go and select partially paid and we see that these three invoices for from October uh are this from excelon American Electric Power and HBO Max I have paid from October this month I will not use I will not watch on HBO HBO excuse me and we see that what a bill on HBO and we see that everything is returned from the from our invoice database and we see every detail we need to see okay so we have a curiosity to say so I would like to see or maybe what invoice is in is due on the next seven days so I see that I have to pay YouTube uh in the next seven days which is due on 10 and amount due is uh is $9 okay uh back to all uh to all invoices uh for the full month uh and we see everything under the current year uh and once we this cash flow I also presented this invoices invoice details basically this section is showing you all the uh invoices uh you were interest interested when you selected the year and the month okay so if I wanted to see invoices for December this is automatically filtering all the invoices from the uh invoice database tuab based on the ear I choose to preview and the month and it's offering me the list with all the invoices from this selection and further I can play with this invoices and I can select uh let me see I want to see only the unpaid invoices I want to see only the paid invoices from December 2023 I want to see only the partially paid okay so I have everything my fingertips to to get an opinion and to truck and not to forget to pay any invoice so this is basically very very simple you don't have to type anything here just three selection and three selections and I have have everything uh for a large period of time starting from 2023 up to 2031 from one place so I I don't have to multiply I don't have to copy I don't have to add new tabs for every month for everything switch between tabs scroll down scroll up through the left to the I have everything statically here on one preview and I simply just have to add an invoice number provider two dates and two two values that's all I have to do for every invoice and I have a bunch a bunch of details at my disposal basically everything you need to see it is displayed here okay uh I think that is all if uh something is wrong with my expenses in voice truer please do let me know uh and uh I will fix every issue it might it might appear but as I test it I couldn't find one so if you have any issues any questions please do let me know thank you and I hope you like it have a good day