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Google sheets invoice tracker template for IT

hi this is Leah from pal and Grace this is a video tutorial for our invoice tracker spreadsheet in this video I'm going to show you exactly how to use this spreadsheet and how to take advantage of its amazing features if you have any questions at all please reach out to us and we'll be more than happy to help you and without further Ado let's get into the video tutorial the very first tab that you're going to want to go to is the start tab the start tab is where you fill out all the drop downs and all the information for the spreadsheet it is important to note that you can come back to this tab later on and add more drop- down options the very first thing you're going to want to do is add in your currency symbol either by typing it in or copy and pasting it then you're going to want to select your week start date from the dropdown so either Sunday or Monday and for me that's Sunday you can then go ahead and add in any dropdown options for the following categories for the client database tab as you can see I've already added some in but you can customize these completely to your liking if you scroll to the right there are also three completely custom drop down options these are fully optional and you do not have to add these if you do not want to however if you do want to use them you can simply just edit the title and then add in the drop down options below if you scroll down there's also an invoice specific drop down option which are your invoice payment methods and this will show up on the invoices tab once you've filled out the drop down options to your liking you can now move on to the the rest of the spreadsheet after this is the client database tab this is your allinone information tracker of your different clients one important thing to note about this tab as well as the tabs in the rest of the spreadsheet is that it's super important that you fill out the columns that have an aster sign if you see the asterisk sign it means that the data that you input into that column will automate some of the data on the dashboard tab so again anytime you see an asteris sign you should try to fill out that column so let's fill out some information on this tab the very first thing you want to do is add in a company name then you can select from the dropdown and pick the client type we can then add in a status a service or project and then a category to go with it then you can add in any details in this column and then add in a lead or Source throughout the spreadsheet to add any dates into the cells you can simply double click the cell and select the DAT from the popup calendar however you can also type in dates by typing them using the month day year format so for example I could do 6 2 24 and the date would go in there as well moving on you can add in your custom dropdown options that you customized in the start tab now in the client database tab there are a lot of different information options if you don't need any of the options you can easily hide those parts of the spreadsheet so for example I didn't add anything into the second and third custom dropdown options so I can go in high hide them by selecting those two columns right clicking and clicking hide columns so I can hide them by selecting the colums right clicking and clicking hide columns you can also make columns larger or smaller by clicking on the line up here and dragging now if in the future I wanted to open up those columns again I can easily click these arrows up here and they'll expand once again next you can add in contact information then you can add in contract date such as the sign date the start date and the end date when you add in different end dates the status options over here will automatically update to show you if your contracts are currently going or if they've ended and as you can see above this column there's a check box there are multiple columns in the spreadsheet that have the same feature you can check and uncheck this checkbox to add in colors to that column this can help you with organizational purposes next we have the onboarding checklist this is a really great place to keep track of your client's onboarding information and progress to fill out this section the first thing you can do is fill out the titles so for example maybe it's send email one and send email 2 you want to have as many columns as you need for the onboarding process so for example if you only need two sections then you'll want to delete the third column if you need to add in another column you can right click this still here and click insert column left and then you'll have another column to add to once you have your column ready you can then begin checking off the progress that your client has made you can click this check box up here to highlight in green any clients that have fully completed their onboarding process in the next section you can add in the client's social media handles if necessary you can edit the headings up here and you can add in any Moes by right clicking and clicking insert one column left the next section is the client files this operates exactly like the last section with Google Sheets you can only add in files existing within your Google Drive however you can also add in locations emails and more to experiment around with this you can type in a box and just click the add symbol after that different files different dates and other things will pop up you can begin typing to search for specific files and for different places to pop up and more then just click something to add it in like that and if you don't want this section remember that you can just hide the columns as well the next section is the payment meth method where you can add in different information for that client's payments and then after that is the invoice summary section the invoice status section the last invoice section and the upcoming invoice section all of the following sections which are in blue are completely automated you don't need to add in anything here as you add in invoice information the data will automatically populate here for you to see and then finally we have the notes section over here when you type in notes information you'll see that they will be cut off here however you can just double click the cell to see everything that you have included you set the spreadsheet up this way to keep the format the most streamlined as possible here's an example of what the client database tab looks like when more information is filled out as you can see you can select different clients from the dropdown to view their specific information more easily remember that you can check and uncheck these boxes up here and here is what the invoice section looks like when there's more information filled out one last thing that I want to know about this tab is that you can easily sort and filter right in the tab so for example if I want to sort by client last name I can click these three lines here and click sort A to Z then you can see it automatically updates just like this the invoices tab is an easy and organized place to track all of your clients invoices now similarly to the other tabs it's important to note that the darker columns are all completely automated so you don't have to add anything into these columns to add an invoice the very first thing you want to do is add in an invoice number then you can add in the client or company and as you can see a link back to that client will appear here then you can add in the issue date you can check off if it's been sent and then you can add in a due date the number of days until it's due will automatically appear here next you can add in how much is due and as clients send in payments you can update how much has been paid once an invoice has become paid it will cross off so you can easily see that it's done if you add over the amount that's due the status will turn to overpaid if you add under the amount that's due the status will turn to partially paid after that you can add in the date that the invoice was paid and the method that was used as you can see based on when the invoice was paid you can see if the payment was on time or late so if I change the date that the invoice was paid to after the invoice was due it will turn to late this is a great way to track which clients are paying their invoices on time and which ones are not now up here you'll be able to see a bunch of information for any given year choose the year that you want to view click on the box up here and type in the year so for example if I want to view for 2024 I'll type that year in and the charts will automatically populate if you keep scrolling to the right you'll see a section where you can sort and filter your invoices by lots of different criteria it's easier to see how this works in a tab filled out with more information here's what a tab with many more invoices filled out looks like as mentioned over here you can sort by many different criteria to view certain invoices so for example if I only wanted to view unpaid invoices I can uncheck the other options here and as you can see only the unpaid ones show I could sort it for example by invoice number and maybe I want to view just for the month of December so it's super easy to do you can also search for certain clients payment methods and if the payment was on time or late or if there's been no payment yet now as you can see there's another turn colors on and off section up here if you check this on you can easily see which invoices have been paid which ones are overdue which ones are not due yet and their status as well so this is an easy way to better see the status of certain invoices but it can get a little overwhelming so you can check it right back off if you want to as well in the section over here where you can sort and filter the invoices you can click any of the arrows to go back to that invoice and update it over here and again you can also sort and filter using the filters over here you just can't do it by multiple criteria which is why we provided this section over here if you're using the version of the invoice tracker that keeps track of payments as well then the interface is going to look slightly different as you can see there's both an invoices Tab and a payments tab which looks like this additionally in the invoices tab there are more automated sections such as the amount paid the last payment date the last payment method and the number of payments again all of the darker beige columns are completely automated and you don't need to add anything to them once you're ready to add a payment for an invoice go over to the payments tab then select the invoice from the dropdown that you want to add a payment for once you select an invoice a hyperlink arrow symbol will appear here so you can jump right back to the invoice in the invoices tab next you can add in a payment date and the amount paid then you can add in the method of payment lastly once the payment date is added the payment status will automatically update this will show you if the payment is on time or late based on the due date of the invoice and lastly you can add any notes if you would like as you add in invoices and payments you'll be able to see a status section to the right for each invoices status so as you can see I just fully paid that invoice off and appears as paid here at the top you can click the check box to add in more colors for organizational purposes going back to the invoices tab you can now must see that that invoice is marked off as paid you can also see the date of the last payment which was July 2nd as well as the last payment method which was credit card you can also see the last payment status and you can see the number of payments as well going back to the payments tab if you scroll further to the right you'll see a section similar to the invoices tab where you can sort and filter the various payments so for example you could filter by month or year here you could sort by any of the options here in ascending or descending order you could search for a certain client or company a certain invoice number a certain payment method and you could filter by payment status and just like the invoices tab you can stack multiple sorting and filtering criteria on top of one another to really view the payments that you're looking for so for example I could search for invoice one and the payments for that invoice would appear here and again you can play around with these to see what you would like and that is how to use the invoice tracker tabs with the payments included other than that all of the invoice information both on the invoices Tab and on the dashboard Tab and client database should fully automate as normal once you've added invoices to the invoices tab this is what your dashboard tab should look like this is a fully automated tab that gives you lots of different data on your invoices even though it's automated you can select different drop down options to view your invoices in different ways so for example you can see upcoming invoices by client or if you want to just see them in general you can delete this and you'll see all of them you can also view upcoming invoices du by different status options by toggling the different options and of course like everything in the spreadsheet if you click the arrow you can jump back to that invoice in the invoices tab for this section over here you can easily change the year that your viewing by typing in the year now as you can see all of the invoices I have in the spreadsheet are for 2024 so I'll keep that year in there but it is very easy to change between years additionally once you change the year up here all of these numbers down here will also update for that respective year so the dashboard tab is a really great place to view lots of different information on all of your invoices and again you can also filter your invoices directly in the invoices tab which is also a really great and helpful feature the sing calendar tab is a really great tab for seeing which invoices you have du in calendar form to use this tab the very first thing you're going to want to do is Select both a month and a year the calendar will not update until you do both of these once your month and year are selected the calendar should automatically update as you can see when I scroll down I can see all the invoices I have to you for the respective month and year and I can also see which ones have been paid which have the green checks and which ones have not yet been paid which have the gray checks of course like everything else in the spreadsheet you can click those symbols and jump right over to that invoice in the invoices tab so here's an example of that and then you can easily update the invoice once you have jumped over going back to the calendar tab if you scroll to the right you'll be able to see all the invoices that you have due for that month and at the bottom you can see a total count of how many are showing out of the total number so if they do happen to get cut off because you you have so many you can still see how many total invoices you have due that month now it may occasionally happen where you're not able to see all the invoices you have due for a given day because it exceeds the limit of the space given if that happens you can scroll over to this section where you can select any date from that month and see all the invoices that you have to in that day and lastly over here you can see an automatic progress bar of how many invoices have been paid in that month so it's very easy to navigate and to see which invoices you have due and when the next tab is the services and calculator tab on this tab you can easily keep the prices of your different services and even estimate how much you'll make per month or per year as you can see on the left the services that you offer are automatically inputed from the services that you added into the start tab after the service you can add in the type of service that it is then you can add in any specific details and then you can add in the costs after that you can add in estimations of how many services you'll be doing for each month and you can input them into this column once you add in those numbers the number per year will automatically calculate which is just this number multiplied by 12 and then you can see month and year estimations of how much you'll earn the final two Tabs are the invoice template tabs now as you can see we have two designs and you can also see that both of these Tabs are locked these Tabs are locked because they're the template version of this tab so whenever you want to use it you're going to make a copy by right clicking and clicking duplicate then you can use the copied version of the tab and keep the locked version as a template that you can keep making copies of whenever you need one however before you start using these tabs you want to First add in important business information up here now when you add in the information you may see an error sign pop up but you can click okay in this instance because you do want to change what's in these tabs however if you see an error warning outside of this just click cancel so that you don't mess up any formulas so I'm going to make a copy of this tab to show you an example you can rename the tab by double clicking on it or you can right click and click rename once you have a copy of your tab ready to use the first things you're going to do is Select who you're billing to from the dropdown this will show a list of your client name once you select a client name if you have their address in the client database it will appear here however if you don't you can always just type over the formula you can add a second address if needed after that go over to the invoice dropdown and select the invoice number for that client this will automatically pull the date issued and the date due from the invoice tab after that you can select the different services that you're billing them for as you can see when I select the services the price will automatically appear if for some reason the price is different you can just type over it after you do that you can add in the quantity and all the numbers will update including the sub total if you want to add in any discount you can do that down here as well as any tax and after that it's pretty much done you can also add any payment information here you can also add any payment information here and update your company information down here you may want to do that on the template version instead so when you make copies the information will automatically copy over once you're done with your invoice you can either print it or save it as a PDF to send to print the invoice you're going to go to file then to print make sure you select portrait and once you do that your invoice will be ready if you want to save your invoice as a PDF you can go to file download PDF and make sure it's selected portrait and then you can click export your invoice will be saved as the name of the tab so for example if I save this invoice as a PDF the name would be example as you can see when you go to print or save the invoice as you can see when you go to print or save the invoice the drop- down arrows do not appear so it looks clear and streamlined lastly if you need to use a different currency you can easily change that what we're going to do is just highlight and change the the cells that have currencies in them so it's going to be this column which you can start off by clicking dragging then going to numbers and then custom currency and selecting the correct currency then apply then the total column and then it should appear right after here as a little shortcut so you don't have to go all the way back the subtotal and then this little section down here with all the totals and discount and then that should do it so everything should be updated now in the currency that you need and the quantity should be in the format and that concludes our video tutorial for the invoice tracker spreadsheet if you have any questions at all please be sure to reach out to us and we'll be more than happy to help we truly hope that you enjoy the spreadsheet if you have yet to purchase this spreadsheet and you are interested in buying it I will leave a link to purchase the spreadsheet in the description box below again I hope you enjoy and I hope to see you around again here soon