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Invoice template on google docs for Engineering

hello everyone and welcome to the tutorial today we're going to speak about invoice templates in Google Sheets and yes this is a video that is dedicated on our invoice template that we sell on Etsy the link for it will be in the description and in the first comment below but you can also use it as an inspiration and you can create your own Google sheet template using some of the ideas that we used in hours so let's get started for everybody who purchased our item through Etsy you have to go to your profile and then in purchases you'll be able to find a download PDF file in it you're going to see the the link for this tutorial and the link for the template itself and don't get confused this template will have a few color variations so your template can look a little bit different if you purchased another cover variation but the formulas and everything else will work the same way okay now follow the link from the PDF file and open the template once you are in the template you're going to notice that you can do nothing and you cannot edit anything in this document so this is because you have to create a copy in your own Google drive to do that you go to file make a copy and save it this will create a copy of the template in your own Google Drive once you open the template you'll see first the invoice page and you'll see that we have quite a lot other pages in this template and this is because we wanted to automate as much as possible from this template so it's the most time efficient that we could create it the second page is with the instructions and to this in this page you're going to notice a lot of green fields and a lot of red fields we Mark all the fields where you have to write yourself something in green and all the formulas in Red so this way you can easily come to this page check what exactly you have to do also it's very important to notice that we put some notes to All the fields with this little triangle in the end there are written notes to help you even more and the third page is the products list this is the list with all the products that you are selling I'm going to explain in details later about this but all these products will come to the invoice template under description there you'll be able to see a drop down menu and pick which one the client that you are invoicing purchase and the next section is The Client List this is similar as the product list but it will come right here on the invoice template under client details uh in The Client List you can put all your information about your clients company name address emails whatever you want to put there and the next section is the invoice tracker I'm just going to mention that there you can keep track of all the invoices as well I'm going to show you how to use this page later in the last section is invoice template without any drop down menus this is for all the people who are used to do everything written themselves and they don't want to use all these functions and all this drop down menu we got your pick you can use this template and you you can type anything yourself it's all about what you prefer and what is easier for you to use because nobody wants to spend hours doing invoices now let's get back to the instruction page and here we put as much information as we could think of about how to use this template uh easy we think that this is a very fast way for you to access all this information and not go to the YouTube tutorial every time but this page will also contain a link to the tutorial once I upload it and as I previously said in green is marked everything that you have to type yourself and in red is everything that is automated also you'll be able to see that on some Fields there are little triangles in the right up Corner these are the fields with additional nodes that would hopefully help you even more for example for numbers the note is that you always have to change the number and you can keep track of all the numbers in the invoice tracker now let's start and create our first invoice together until you understand everything the first thing what I want to do is to upload our logo and you can do that from insert image insert image over cells you pick your image and you place it when wherever you want it would be probably a huge image in the beginning but you can grab the corners and make it smaller place it whenever you prefer I picked this place but feel totally free to use it any other way once we're happy with the result I'm also going to write my several details because these are our company details and they will always be the same as all the time my company is going to invoice the client so put some basic information there address address line 2 email or telephone or whatever you want I will put my email and this email also you can use in case you want to reach us feel free to contact us there uh you see that the email is a little bit too big for this field so I will drop down the size of the font a little bit you can also do this for any field that you want you can make the size bigger or smaller or just use it as it is so now I'm going to the information that will also not change and this is the payment term I'll put our iban a bank name add to this means to who this invoice is sent I'll put our company name just for example if you want to use paper you can also do that here I wanted to show you how you can format the text if you are not happy with the result for example our iban is now on the right side and I wanted to change it on the left and you can do this from this little button in your template it goes normally on the left side okay now let's create our first invoice and I'll go back to the instructions and I will advise you to do that in the beginning as well because there you'll be able to find more information about what to do and what not to do once I go to the instruction page the first field is the number and again this little triangle in the upright Corner means that there is a node so you know what you have to do with this specific field and again everything is green are stuff that you have to type yourself the red fields you should not touch their automated and their formulas or drop down menus we'll see how this works don't worry so the first field is the number and as this is our first invoice I'm going to put number one it's with green so we type it ourselves and the second field is the date this is also in green so we have to type it ourself and let's see what the note says it says this is the the date when the invoice is issued and the best format to use is first the month one for January to for February Etc then Dash then day then Dash and the year so let's type that I recorded this video on 18th of March so three dash 18 Dash 2023 and the next field is payment term so after how many days the payment is due I will give my clients 30 days to pay me so I will expect the payment within 30 days and you can see that once we put the number 30 the due date will automatically change as you saw it was in Red so this is a formula and it works correctly and what it does is to calculate the date of the invoice and the payment term and it gives you the due date in the next section of the invoice template is the client details and you can see in the instructions that they are in Red so we have to do nothing we don't have to type in this fields and let's read the note in the instructions to see what we have to do and it says that we have to put the client information in The Client List and you will receive a drop down option okay let's check that out now let's go to the clients list and to see a space for all your client you have to put a company name their address you have two lines actually for their address and you have one additional line if you want to put additional information like their email telephone number or something else I picked the company name ABC this is just a random name now let's see what happened in the invoice template and you will see that when we now click on the drop down option we get our first client that we just registered in The Client List and here is our imaginary client ABC if we pick it it automatically fill in all the information from the clients list for us okay now let's move to the next section and this is the items that this client ABC purchased from us let's go to the instructions and we can see that the numbers are in green this means that we have to type this ourself and let's say that this this client bought three products from us so number one to number three and go back to the instructions to see that the description is in Red so we will not touch it in the template and the note says that we have to put our products information in the products list and you get a drop down option for these fields so let's put our products in the products list and once you open this um this list you're going to see one little Dash just leave it there for for now I'm going to explain you why it is there and what is the purpose and why I advise you not to change that so I'm going to put a random uh products like desk table chair maybe I don't know uh and their prices and I'm using doors but you can change the currency if you want you to do that you have to select column C and go to format number custom currency there you're going to see a full list with all kinds of currency probably the currencies of the whole world and you can pick the one that you want to use for your invoices I'm putting just a few products just to have them for the example of course you can put the list with all your products here so you can see all of them in the drop down menu and from the drop down menu you can select the one that you need now let's go back to the invoice template and let's say that the first product that ABC bought was a desk and you can see that the formula will automatically bring up the price from the desk you can check that it is the same so the formula works great the second product they bought from us was a table and the third one was a chair for 350 dollars now let's say that they bought only one table one discount sorry they bought two tables and they bought four chairs it will automatically calculate the cost of all these items and it will be shown in the sub total and now I'm going to explain to you why I left this little Dash in the products list and this is because all these fields in the invoice template are formulas and for them to work they should not be empty at least the products edit automatically generates the price and the amount for every product uh and to see that if I delete any of these dashes you get this error and this is because there is an error with the formulas and they cannot correctly calculate the subtoto and the total price this is why I always leave this little Dash and the price for this Dash is zero so the formulas generate this zero as a price and amount and they actually work otherwise I'm going to show you again that you get this error you can also delete the formulas in total but a problem for that would be if you want to create an invoice with this formulas later you have to put them back yourself as they will be deleted from the template if you want you can try that but I personally don't think that this Dash is bothering anybody and I don't find it a problem so I just leave it there let it be and use the template this way the next field is for a discount this is if you want to give your client discount for example let's say that if they buy four chairs they get 10 discount you you just write the number 10 in the discount uh field and you'll see that the price automatically changed and the new price for the four chairs is one thousand three hundred sixty five dollars and before it was one thousand four hundred dollars so 10 percent discount is applied and it is also calculated in the total of the invoice and the next thing what we have to fill in is the tax rate we didn't put anything there because it might vary for every kind of business and every country depending on where you're located so if it doesn't change for you just put it there until never have to change it again for our example we are going to use a tax rate of 20 and you can see that the tax amount is 863 dollars this is 20 percent of the total worth this client owe us and the new price that he has to pay to us is 5178 dollars and this include 4 315 dollars this is the price for All the items that this client is buying 20 tax rate so 863 dollars and it gives us the final price for the client now when we finished with our first invoice I'm going to show you how you can use our invoice tracker to keep track of the invoice you issue so unfortunately we couldn't make everything automatic so you have to put the number and the amount yourself but the company name is also the drop down menu for an example I'm going to put the one more client in The Client List and this will be client named BB air for example and you'll see that now it is shown in the invoice tracker and it is also shown in the client in the invoice template so let's get back to the invoice tracker we did invoice number one so we put number one the company name was BBC oh ABC sorry and the amount was 5178 and we put that on the place where it's written amount and we you can use this check boxes to to note if you already issued the invoice if you already sent it to the client and if it's paid if this check boxes are finished you can add more true insert checkbox and as I told you previously the last thing that we created was the invoice template without any drop down in menus everybody use different techniques and everybody is different so for some people it could be easier to write everything themselves we totally understand that we respect that for me personally the more the more automated the template is the better but you do you and if you prefer to use the invoice template without any drop down options you have it there and you can use it the only thing what is um steel automated there is the formula for the amount everything else like the server details the clients details you have to type yourself also all the products the quantity prices and everything it is only going to calculate the quantity with the price and the discount it will also calculate the subtotal tax and total amount so just use what is the easiest for you and basically this is everything quote our invoice template can do all the functions all the calculations and so on the last thing what we have to do is to download the invoice and print it or send it with email to our client so they can pay us so to print the invoice you go to file and then print and you'll see how it looks ready for printing for print area always big current sheet otherwise it's going to print all the pages from the whole workbook also the page with instructions the clients list and everything so don't pick up this option just select current sheet the next thing is the paper size you can pick whatever you are using if you're using letter size paper then pick letter size if you're using A4 then pick A4 and move on to the next step this template page orientation is Portrait so always make sure to select that if you just want to send it by email uh you can just download it and send it the way you want you go to file download and you have different options you have Microsoft Excel Open document and so on I usually use PDF for sending invoices so I'll pick the PDF option and we're back to the export window of Google Sheets where again for export we put current sheet for paper size we put our paper size A4 letter A5 whatever we are using export and you see the downloaded document so now there are a few things that I want to just note the first thing is that our email is Denali business shop gmail.com and you can always contact us in case you have any troubles with our template and will be happy to support you or to help you any way we can the second thing is that um this is Google sheet and we cannot control it we did our best to create the formulas and everything but sometimes they could crush or something can happen or you could delete something that you shouldn't and the formula so possibly can stop working in this case what I would recommend is to download again the template from the file you downloaded from Etsy you kind of have to start from the beginning but not exactly you can just copy the invoice template page and paste everything in the invoice template page that you are currently using and it should start to work as it was working in the beginning I don't know if you understood me but as I told you feel free to contact us uh the third thing what I wanted to say is that we created our template in Google Sheets just because we believe that this is the easiest option for everybody basically you can download Google Docs app on your telephone Google Sheets in this example and you'll be able to create to create invoices from everywhere also from your telephone personally for me this is very convenient and a very good option to make invoices from whatever I am and I think that this is it yeah so thank you for staying till the end uh I hope that if you purchased our item you're very satisfied with the quality and um all the functions and you use it along and happily um if you already purchased our uh template I would highly highly appreciate if you give us a good review five star comment or something in case of any troubles contact us first please because we really try to do our best here and to create products that you are going to enjoy and I hope that we managed to do that with this invoice template I like it I'm going to use it and I am already using it actually so yeah I hope that you are happy I hope to make big invoices and you receive a lot of money using this invoice template oh and just one more thing if you have an idea of some kind of template or a digital product that you need for your business you can leave it in the comments below and we'll consider making it for you bye bye see you next time