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Invoice on google docs for Hospitality

hi everyone and welcome to shigo's youtube channel my name is valentin and in this video i will show you how to use our invoice generator chico created its very own fully developed invoice generator workflow that you can easily implement and customize into your organization here are just some benefits of using the invoice generator it's an automated workflow from start to finish so chico offers an entire workflow that takes you from entering your invoice data all the way to sharing the final product with recipients you can complete your entire invoice process in just a few clicks of a button ushigo forms to input data automatically into your invoice document shico provides useful forms where you can input your invoice data qigonet automatically inserts this data into an invoice document ready to be shared after that you turn your invoices into a pdf using chico's document generation feature you can turn your invoices into pdfs the perfect file format to send to your clients what's more is you can automatically send those invoices via gmail she goes integration with gmail means you can automatically send invoices to specific recipients with ease the invoice generator system by shigo is easy to customize and build on to suit your needs workflows are developed with customizations in mind so you can easily build on this invoice generator workflow and adapt it to your business needs so you get the most out of your invoice generation tool and lastly it's easy to use with existing tools the entire workflow runs based on connections between google sheets google docs and gmail so that are tools that are well known and used by users already the sheco invoice generator by clicking the link that i'll put in the video description below it will take you to this screen in the chico web application where you can sign in either with your google dropbox or microsoft account let me sign in with google we're now in the installation page of the invoice generator and here you simply click on template to add it to your google drive give shego a few seconds to add the invoice generator to your google drive and create the connections between the files as you can see the system is now installed we are in a workflow overview as you can see right here on the left side of this workflow and in the overview there's a few things you can see we have our workflow name right here also who has access to this workflow and from here you can share it with your colleagues it mentions how many files are in this workflow with how many connections in this case we have three files in this workflow and then we also see the update schedule she just ran the connection and we see that automatic updates are on and scheduled at 5 pm once a day then lastly you have a preview of the workflow view right here let me open this in a big screen that will take us to the second tab in the workflow where you see how the system works we start with our invoice generator database in google sheets we will generate documents in google docs and create pdfs from those and then also share them via gmail as mentioned before this system only consists of one spreadsheet the invoice generator database and data flows into the system by the use of sheego forms that you can find in the third tab with every new form input so every new row inputted into the spreadsheet shigo will automatically generate the invoice in google docs and convert it to a pdf and finally that invoice is automatically sent to its owner via gmail now let me show you how to get started the first thing we need to do is edit our invoice document template in google docs to find this document go to files and here we have our generated invoices in a google drive folder our invoice generator database so that's our spreadsheet and also our invoice generator document in google docs let's edit this file and make it our own there we go shigo opens the google doc automatically inside the products so what you do here is you put your business name here and some of your information you can add your logo of course to customize this document a bit more and then you can see that we make use of some variable placeholders and these are the same ones as the column names in the spreadsheet so with every new row inputted shigo will automatically populate this data into this invoice document so that's it here's where you can edit your google docs template the next thing you need to do is remove the sample data that we have in our invoice generator database spreadsheet let me open this file as well there we go we have some generic information in the about tab and then we have three other tabs invoices items and clients these three are all three fed by our chico forms and as you can see we have some sample data in them first we want to register all of our clients so i'm going to remove the sample data that is in this document there we go do the same for your items and your invoices as well so let's remove the sample data right here there we go and now let's go into the forms to input our own information here we are in the form to register all your clients as you can see the submission date and the person that submits it is automatically populated by chico so you simply have to add your client email address their name some additional information and then submit to the form let me give you an example to see how it works in the system client gigo.com client1 and let me submit there we go i'll open the file to show you that's it my client was registered using the sheego form of course if you already have a list of your clients somewhere in a spreadsheet or anywhere else you can copy paste that directly into this sheet as well just make sure that the data matches our column headers of course now that we've registered our clients we're going to register all of our items in the register item form here you do the same as with the clients and you register any item that you have in your database item 1 and submit i'll quickly do item 2 item 3 and let me show you in the spreadsheet there we go that's how easy it is all our items are now submitted the same as with the clients if you already have a list you simply add copy and paste them in the spreadsheet right here and then lastly of course we will register our invoices you start with the invoice number our invoice date you can adjust it right here the client email address will automatically populate from the client's information that you've inputted into your spreadsheet so let me sync this with the spreadsheet and there we go i select client google.com and for example i'm creating an invoice for item 2. the quantity could be 200 for example and the price of one is fifty dollars there we go you can do that for multiple items right here add a tax rate and some notes before clicking submit let me open the spreadsheet and show you in the invoice tab there we go we now find our first invoice so that's it whenever you want to create a new invoice you use the register invoice form to input your data now next up let me show you the email that is going to be sent to your invoice recipients let's customize it a bit go back to the workflow here under connections we find our one connection that generates the invoices as we can see and let's click on the three dots right here to edit it here's where we find our source data it generates the document the pdf and then also the email so let's edit the email right here under this share section you can see the sending method so in this case we want to send the files as attachments we want to send the invoice pdfs as an attachment in our gmail our email address so the recipients of our invoices we are going to not use custom recipients you can do that as well with chico so simply fill out the people right here and their emails but we can get it dynamically from a column in this case column d client email address this means with every new row so with every new invoice generated qigo will read the client email address and automatically send this invoice to them via gmail here you can modify the subject a bit and note that you can use variable placeholders as well that shigo will just read from the spreadsheet and use in your email that's it you simply click save changes and now we've set up our invoice generator system the next step you want to do right now is schedule your automatic updates to run automatically for example once a day right now it's between five and six pm but you can update this schedule to be but earlier or to happen multiple times a day every hour for example and if you only need this workflow to run on monday you turn off the other days that's it that's how you schedule automatic updates and lastly you monitor your invoices in the dashboard tab of the menu including your recent invoices your total issued invoices per month and per day that's it that's how you set up and use shiko's invoice generator check out the description for more information and our team's contact details don't forget to like this video and subscribe to chico's youtube channel for more step-by-step tutorials thank you very much