Streamline Your Accounting with Our Invoice PDF Editor for Accounting
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Using an invoice pdf editor for Accounting
Managing invoices is crucial for any business, and having the right tools can streamline the process signNowly. An invoice PDF editor for Accounting can enhance your efficiency by allowing you to create and manage documents effortlessly. One such tool is airSlate SignNow, which provides an intuitive platform for sending and signing documents electronically.
Steps to use the invoice pdf editor for Accounting
- Open your browser and navigate to the airSlate SignNow website.
- Either log in to your existing account or sign up for a free trial.
- Upload the document that you wish to sign or send out for signatures.
- Create a template if you plan on using this document frequently.
- Access your file and make necessary adjustments by adding fillable fields or inserting text.
- Place your signature on the document and designate areas for recipient signatures.
- Click 'Continue' to configure and send the eSignature invitation.
airSlate SignNow stands out as a robust solution for businesses looking to modernize their document processes. It not only ensures excellent returns on investment through its comprehensive features but also offers adaptability for small to mid-sized enterprises. The pricing structure is transparent, with no hidden fees, making it easy to budget for.
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FAQs
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What is an invoice PDF editor for Accounting?
An invoice PDF editor for Accounting is a tool that allows users to create, edit, and manage invoice documents in PDF format. This type of software is specifically designed to streamline the invoicing process for businesses, making it easier to generate professional invoices quickly and efficiently. -
How can an invoice PDF editor for Accounting benefit my business?
Using an invoice PDF editor for Accounting can save your business time and reduce errors in the invoicing process. It allows for easy customization and editing of invoices, ensuring that all details are accurate and tailored to your brand, which improves professionalism and customer trust. -
What features should I look for in an invoice PDF editor for Accounting?
Key features to consider include customizable templates, drag-and-drop editing capabilities, electronic signature options, and robust export functionality. Additionally, look for built-in collaboration tools and tracking features to monitor invoice status, which enhances efficiency in your accounting processes. -
Is airSlate SignNow a suitable invoice PDF editor for Accounting?
Yes, airSlate SignNow is an exceptional invoice PDF editor for Accounting that offers user-friendly features for creating and managing invoices. Its easy-to-use interface allows businesses to edit, sign, and send invoices seamlessly, making it a great choice for any accounting workflow. -
What are the pricing options for using airSlate SignNow as an invoice PDF editor for Accounting?
airSlate SignNow offers competitive pricing plans that cater to various business needs. Whether you're a solo entrepreneur or part of a larger team, there are flexible subscription options that make it affordable to utilize the features of an invoice PDF editor for Accounting. -
Can I integrate airSlate SignNow with other accounting software?
Yes, airSlate SignNow can easily integrate with popular accounting software, enhancing its functionality as an invoice PDF editor for Accounting. This integration allows for seamless data transfer, improving accuracy and efficiency in your financial management processes. -
Is it possible to customize invoices using an invoice PDF editor for Accounting?
Absolutely! An invoice PDF editor for Accounting, such as airSlate SignNow, allows users to customize their invoices with branding elements, like logos and colors. This ensures that every invoice reflects your business identity, making your communications more professional. -
How secure is airSlate SignNow when using it as an invoice PDF editor for Accounting?
airSlate SignNow prioritizes security by implementing advanced encryption and compliance measures to protect your documents. As you use the invoice PDF editor for Accounting, you can trust that your sensitive financial data and client information are safeguarded against unauthorized access.
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Invoice pdf editor for Accounting
Today, let's talk about a very useful Excel tool that will help you clean up your data. Now, this is especially helpful if you work in accounting because, as an accountant, you probably find yourself downloading data from other systems like SAP, Oracle, and the like, and you need to clean these up to be able to prepare your reports. So, the tool that I'm going to show you is like a magic box; it can do a lot and it doesn't require that much effort from you. I thought the best way of introducing this to you is with practical examples, so let's get to it. Let's take a look at the data that we need to import into Excel and analyze. We have an SAP extract which comes from our European entity; it's the income statement. But take a look at this: our numbers are all over the place; they're not even recognized as numbers because the data is coming from Europe. It's using a dot for the thousand separator and a comma for the decimal place. Now they're also not properly aligned in a column. We have a lot of information here that we don't need and a lot of gaps in our data. We need to bring this to Excel and clean it up and our aim is not just to clean this up, but also to get a report that looks like this. We want to get the current year-to-date information for revenue, expenses and profit and loss and compare this to last year. And in case we need the details, we want to get them properly here so that it's easier for us to analyze the numbers. Now, what would happen if you just copy this information and paste it into Excel? Let's try it. I'm going to press Ctrl+A to select everything, Ctrl+C. Let's go back to our sheet here and let's create a new tab and Ctrl+V. This is how it's going to look: our numbers are still problematic. We also have a lot of white space in front of some of these numbers. And take a look at this: here we have "main revenue"; there is no number here, the number is showing up in the next column and we have a third column here. Sometimes it looks like the numbers show up in the third column. For the majority of the cases, they are in the first column. Now, this information here is for the current period, so that's the reporting period, and this is the comparison period. It looks like we have the same issue where some of the numbers are in the second column and sometimes they might go to the third column. Now, this last column here is the absolute difference, so that's just going to be the difference between these two numbers. For our analysis, we're not really going to need the absolute difference because we can make that calculation easily in Excel. Now, how do we clean this up though? Well, in Excel, you have different options. From the Data tab you have features like Text to Columns, Remove Duplicates. You have functions like the TRIM function or SEARCH and REPLACE to clean up this data. If we're going to be honest, this is going to take us a lot of manual work and if this is a task we have to repeat on a frequent basis, it's going to cost us a lot of time every single time. Now, instead of using the tools available on this side, I'm going to use the tools available on this side because this way, I get to save the steps I do so that every time I get new data, everything will be updated automatically the moment I press Refresh. Now, before I get there, let's just quickly take a look at the way we would clean up this data set. If I scroll to the left, there are a lot of columns that I don't need. So the first few columns here, until the income statement, I don't need those. I would be able to get rid of them. I also have some complete empty rows here which I can get rid of. The next two columns also look empty, we can just double check. There isn't much there except this semicolon. This one also looks empty, so I'm just pressing Ctrl+down and Ctrl+up to take a look. There isn't anything there that we want to keep. Then we have the description, this is something we definitely want to keep, followed by our numbers here. Now for the numbers, we have a few things to solve. We have to combine them into one column and translate them into numbers that our Excel understands. This Excel here uses US regional settings. Okay, so now that we're clear on the type of cleanup we need to do, let's go ahead and do this. I'm going to delete this, and now let's go and explore the left side. Get and Transform, our SAP data is in a text file. So From Text/CSV, the file I want to import is sitting in my C drive, it's in the Info folder, and that's the file. Just select it and click on import. Here, I get to see a preview of my file. We know that we have to do a lot of transformations here, so we're not going to load this directly. Instead, we're going to transform the data. Now we're inside the Power Query Editor. Here, we can choose the different types of transformations we want to do. We can give our final result, so the final table, a different name. I'm going to call it 'Clean Data'. And here are Applied Steps, so any steps that we do to clean up the data is going to be recorded and remembered. So, anytime our source changes, the steps will automatically apply whenever we refresh our final report. In case the name of your source file changes or the location of the file changes, you can click on the gear icon and browse for your file, or just update the name directly in here and then click on OK. Now Power Query went ahead and applied a 'Changed Type' step here, so that it defines the type of data that's inside a column. I was thinking that pretty much everything is a text column, but that's not the case, right? We have a lot of numbers here, so we need to update that. But it's too early to update it. We're going to do it later when we have proper column headers. So, I'm just going to remove that step. First, let's go and take care of our numbers here. So, remember we had the issue that sometimes the number was here, and sometimes it was even in the third column like in this case. We want to bring this number to this column and this number as well in here. For this, I can use 'Merge'. Select this column, hold down Shift, select column 13, right-mouse-click 'Merge Columns', separator is none because I either have something in the cell or I don't. The new column name, let's call this 'Current Period' and OK. Everything is now merged in one column. Next, we need to repeat this for the previous year, which is these three columns here. So, I'm going to select, hold down Shift, select column 16, right-mouse-click, 'Merge Columns', leave separator as none, call this 'Previous Year Period'. Now, let's get rid of the columns that we don't need. Actually, in fact, since the columns that we want to keep are less than what we want to get rid of, let's just pick the ones that we want to keep. I want to keep the income statement and the descriptions. So, this time I'm going to hold down Control, select column eight. The first set of numbers here are my current period, and the second one is the previous year period, so you have to ignore this. We're going to get rid of these in a second. I don't need anything else from this. So, with the columns that I've highlighted, I'm going to right-mouse-click and remove other columns. Okay, so far so good. I don't need all these rows here. Let's remove them, remove rows, remove top rows 10. I'm going to remove all the way up to here and, okay, now things are starting to look better. I have these empty rows that I can get rid of, so let's go and filter them out by removing the blank rows here and OK. Now notice, anytime we add a new step, we can see Power Query writing these steps, writing these functions for us. It's always good to keep an eye on these, so even if you don't really understand them, make sure that you can see these steps. In case you don't see it, go to the View tab and activate the formula bar. So, in case yours is not activated, you're not going to see those steps. Place a checkmark here so you can follow these along. Okay, so now, let's take care of these numbers. If I just go and change the type of this column to a currency, it's not going to work, so let's remove the step. Instead, we have to tell it what's the origin of this number. Now, since our issue is with this one and this one, I'm just going to select them both, then right-mouse-click, 'Change Type', and go to "Using Locale." Here I can define the origin of this number. The data type I want is going to be currency. The locale here is not English, so let's scroll down until we get to German, and we have German (Austria). When I select that, I can see a preview of how the original number should look like. In this case, it doesn't look like that because it has the dot here as a thousand separator. So, instead of Austria, let's go with Germany, that's the number that I'm dealing with. So, now let's click on OK, and everything is properly transformed. This is a text column, this one is a text column as well, so I'm going to leave that as is. Now, one thing I noticed here is I have the colon after the text, and since in my final report I don't have these, I'm just going to remove them. Select a column, go to Home, Replace Values, look for "colon" and replace it with nothing and click on OK. This step is recorded as well, so everything that we did got recorded. Anytime we need to make a correction to this, or include a step in between steps, we can go and do that. There's one last thing I need to do here, give these proper names and I'm done. So, let's test this out, Close and Load, Close and Load To. We can load it as a table on a new worksheet, but in this case, I'll just put it on the side here. So, I'll go with existing worksheet and let's go with F1 and OK. Our data is clean. Now if, at this stage, you notice some things that you want to remove, you can always go and edit your query. So, you can just double-click here, go back to the query, and add a step. For example, I can remove the bottom rows, I don't want that last row, so I'm going to put 'one,' and 'OK,' and then just click on 'Close and Load,' and it's going to refresh the existing query. So now that last row has disappeared. In addition to cleaning up the accounts, we also want to create our summary report. We have all the information that we need from here, all we have to do is use a function and grab what we need. Because in this case, the labels are identical to what I have in my source data, I can do a direct lookup on this. In case you have different labels, you can use a helper column as your identifier. The type of lookup function you're going to use here is going to depend on your version of Excel because if you have Excel for Office 365, you're probably going to want to use the new 'XLOOKUP' function, which is easier to use than 'VLOOKUP.' If you have other versions of Excel, 'VLOOKUP' will work. Our lookup value is this value right here, the table array is our table, so I'm just going to go to the side to select it. The column index number we want to return is the third column, that's where we have the current period, so I'm going to put a three. Last argument is if I want an approximate match or an exact match. Well, I want an exact match, I can either go with 'false' or put a zero in here, close bracket, press Enter, and I have my value. Now, I need to reverse the sign here because revenue in the system is a credit, so I have to reverse the sign for these. Now, just so that I can copy this and also paste it to the next column, I'm going to be mindful of my cell referencing for 'A4.' Let's fix the column reference, the rest remains the same because I'm using table references. Now, let me also go and update the number formatting and remove the decimal places. OK, so revenue total will be from here, material, and services total as well, so are these. So, I'll just do these in one go. I'm going to hold down 'CTRL,' select them, and then press 'CTRL + V' to paste in my formula. Next, let's calculate the percentages. Here, I want to take material and divide this with revenue. Now again, I'm going to be mindful of the cell references because I want to be able to copy it, not just down, but also to the next column. So, for revenue here, let's press 'F4' two times. So, this time I'm keeping the row fixed but the column dynamic. This reference remains dynamic, so that every time I'm going to be referencing the cell above the percentage. Let's adjust the formatting to a percentage and copy these to the other cells. Now, that I've done everything for this column, let's just copy the whole column, paste it here. There is some part that we need to change because instead of getting the third column, we want to return the fourth column. I'll just do a quick replacement here, highlight these cells, press 'CTRL + H,' I'm gonna look for 'comma three,' 'comma zero,' just to make sure I'm in the right part of the formula and replace it with 'four,' replace all, OK, and we're done. The great thing about this process is when I get new data because all I have to do is refresh this. So let's say I get a new file, I'm just going to grab that file and drop it in the same location as I have the previous file, they have the same name, so I'm going to replace the file in the destination. Now I just need to go back to my report, right-mouse-click and refresh. Now, keep your eyes on column B data. All the steps run automatically and I get the latest data. Now, in case your file has a different name or is in a different folder, you can just go back to your query, go to the Source step, click on the gear icon and update the file from here. Click on OK, Close and Load, and your report is done. Before we wrap up, I want to show you another example. What if our data is in Excel and we need to create a pivot table from it? So in this case, I have account, date, transaction number, supplier, and amount and I want to create a pivot table with amount per supplier. In this case, I'm just dealing with sample data, but imagine I had a lot of this. If I was cleaning this up manually, it's going to take me a lot of time, so I'm going to use Power Query instead. First thing, I'm going to do is transform this into an Excel table, so let's press Ctrl + T and see what range is picked up. It just thinks that this is our data set because we have gaps in the data, so let's correct that and select our sample here. My data has headers, click on OK. Under Table Design, let's update the name of our table and let's also remove the table style to go back to the previous style we had before. In case you want to remove these drop-downs here, uncheck Filter Button. So everything looks like it did originally. Now that this is a table and we have a proper name for it, go to Data, From Table Range, and send this to Power Query. We can remove the Changed Type step at this point and add it later on. To clean this data, I want to remove any of these rows where I just have no values. So I'm going to click on this drop-down here and uncheck Null and OK. So everything that doesn't equal to null is included. Next, let's filter out the totals because if I leave them in there, the pivot table is just going to include them as data. I need to get rid of them, let's use text filters, 'does not equal' and type in "TOTAL". So Power Query is case sensitive, I have to be mindful of that and OK. Next, let's fill these down. I need to have an account for each row, so I'm going to right-mouse-click, Fill, Down. Now, what I'd also like to do is to remove the code here. There are different ways I can approach this depending on your data set and what is consistent in your data set. In this case, I can go to Transform, Split Column, and go with something like 'By Digit to Non-Digit.' This is going to give me multiple columns and then I can get rid of this if I always have just three digits, or I can also base it on the number of characters. So in this case, I'll go to Split Column and use 'By Number of Characters.' "Specify the number of characters used to split the text column." So I have one, two, three, four, five and six, including the space. I want to split this once as far left as possible and OK. The split is done. Power Query thought that these are dates. I don't even need this at all, so I'm just going to press delete and remove it. Let's rename this column to "Account". Now, we can take care of the column types. This is a text column; I want this to be a date only. This can be a whole number. "Supplier" is text, and "Amount" is currency. Everything is done. Let's update the name of our end pivot table and call it "Clean Report". Now, go to File, Close and Load To, this time, I want it as a pivot table report. Let's put it in the existing sheet and I'll put it right here on the side, and OK. Put "Amount" in the values field and "Supplier" in the rows field, and let's take a look. We have our pivot table. Let's update the number formatting. Right-mouse-click, number format, use a thousand separator, and zero decimal places. Now, because it's a pivot table we can look at this in any way we want. We can also add "Account" and "Supplier" here or just put "Account" as the filter. Anytime our data source updates, we just need to refresh this to get the latest information. I hope this video gave you some ideas on how you can use Power Query to clean up your data. Now, there is a lot that Power Query can do, and I have a complete course about it, in case you want to go deeper. Thank you for being here. Thank you for watching till the end. If you're new here, don't forget to hit that subscribe button, give this video a thumbs up, and I'll see you in the next video.
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