Create an Invoice Template on Google Docs for it Easily

Invoice template on google docs for IT

okay hello everyone Welcome to our last live Workshop of the Year very excited to be doing this um we're just going to wait for a couple of minutes till everyone joins um but yeah welcome in the in the meantime you know go grab your your coffee or your tea I personally drink mate I'm going to be having it here with me um uh so yeah thanks everyone again for joining we've been doing this um throughout the year and this is our last one and we decided to do budget since as we are or as we have been for the last couple of weeks you're probably having to be able to create your own budget and um yeah it's a really important time of the year to prepare everything so we can go out to the holidays and come back and have a clear plan go for it yeah if you're just joining we're going to start soon actually probably in the next 30 seconds uh because we have a lot to go through and um yeah I would rather be going through a actually designing the process than me talking so yes let's get started so without further Ado we are officially keeping off this um live process design session where we're going to be teaching um the shico process design system through a budget um process okay uh okay so we're starting then can we bring the music down and while we meet our speakers so I have myself I'm Steph I'm the head of marketing we've been doing this new type of content for all of our um clients and users and we've been super enjoying it a lot and what I what I've been doing is grabbing all the Sho experts that we have and kind of bringing them out in the light to show you that every process it has a similar way to design it right and how you can use Chico for that so today we have Anu halan which is one of our product managers so please everyone welcome ano Hi how are you doing today doing great great great great great so ano has has over five years of experience uh designing processes and he's handled many many of our own clients uh and their own process design so very happy to be doing this uh with you Anu and uh yeah let's get going because we have we do have one hour and we do have we are starting from a blank spreadsheet so let's get to it so for this um case we decided to use ourselves as the client we've been doing this for actual clients and this time we decided hey we're doing this for ourselves we use Chico internally so uh let's just we're sure everyone else is having a need need to automate their budgets so H basically we have our CEO who Yanik who will probably join maybe at some point um he has very limited time every CFO every sea level everyone at this time of year we're kind of handling many things and he needed to gather the budgets from all the Departments has to prepare for 2025 now this does require every department head to have a private sheet right because you want confidentiality you want to have their own things uh but also he needs to have all of the data Consolidated for decision making right um so and also this process has to be iterative so hey me as head of marketing I need to say I'm going to spend this amount of money next year and then he's a no not approved and then so I need to go back and do it again uh and then this is just the budget right next here we have to do budget versus actual and budget versus rolling forecast and the interesting thing is that this budget versus actual this is we're going to be doing a finance use case but it can be actually applied to kpis to any sort of um initiative that requires uh planning and then checking the actual so it's a pretty like um a very broad framework to apply um so let's go over the best practices for process designs we've been telling these over and over they're always the same um so I'm going to repeat them uh before starting very important set a goal right how are you going to start creating spreadsheets if you don't know what you want to create so we answer these three questions we have many more if you have a more intricate process but what questions should the data answer so for employees how are they allocating funds for board members how is the money being spent and why how often should it be updated monthly for employees quarterly for board members and who is it for this system specifically is for employees sea level and board members after that we have clean private databases right always design with private source of truth if one of your databases get get deleted then your whole process cannot work anymore right so yeah and then the third one oh sorry uh in this case our database for the budget is Department spreadsheets but then for the actuals we could have either forms submissions system generated reports or spreadsheets as well that's going to depend on each of your own's use cases what's interesting about using spreadsheets for these um systems is that they're super flexible so so H you can create it to be exactly as your own system wants to be and H even though every system is different there is in process design kind of three steps for every data process right and we've been telling about these over and over and over again we've done inventory we've done uh invoice generator now we're doing Finance so every use case follows the same three steps of every data process so even if you're not here for finance you can still get something out of this Workshop so when we sell tell about connect connect all of your data sources when you when we say transform is get all of your data sources and all that connected data and transform it so that you can actually use that data and make decisions from it right and in order to make decisions you need to visualize it so are we going to see it in a document in a dashboard in an email how are we going to visualize that data and Cho helps you to do all those three steps of every data process and that's what we're going to be doing today now it's important to note if you're here um and you you're we have two platforms and you might not know only one today we're going to be using the web app but we also have we also have an add-on right so if you don't recognize the web app or you don't recognize the addom it means that you just don't know it but you are in the right product we have both platforms available hello H I see people oh hi Anique you made it so happy to see you here welcome I'm actually just outside the doctors I just wanted to make sure that I said hi because this is a process near and dear to me um so I wanted to try to give my two cents on on this given that I've been involved in budget processes for 20 years if I could give some up some insights for sure for sure yeah know it's super useful to to have you as a as a client in this case um and uh yeah so this is actually what we'll be achieving this is our budget people by the way we're not going to be showing our data but we got we're going to show you our process so this is your spreadsheet yanque your Consolidated budget for 2025 and then we all have our own spreadsheets right here right in this folder we have multiple spreadsheets one for each department and then the interesting part is that we also have two forms here and this was one where you submitted kind of the strategy for next year for us to fill out the the information and kind of know where we're going towards next year um and then we have this iterative process where it's like hey even us where we're not a huge company we still have a lot of department heads and you need to check who submitted their budget is it approved is it not approved do we need to iterate a bit more so then we have this form over here which um lets us do that and then the interesting part it's like hey this is the budget it's a onetime thing but we also need to connect this to our p&l right because next year we're going to be having hey budget versus actual budget versus rolling forecast so it's also important to connect it to our pnl can can I interrupt for a sec because I I wanted to give my two sets before I went into doctor but like I said you know I I go through a lot of these and this so connecting to previous years's uh number so in our case the rolling forecast for 2024 is super important because otherwise without that our teams and your teams won't know a point of reference of hey how much did we spend last year so that's super important we fortunately have all that information in a spreadsheet it that actually it comes down through sheet go from our account system so we actually have that and um and we have a rolling forecast every month so that number is super important for us to then figure out hey what should we do next year and one thing that we incorporated this year and it was something that we had never done um is this form that um Step mentioned which is okay if if the department heads are going to be in charge of their budgets they also want to know what the strategy of organization is going to be so this form um that you will see here or that step is talking about is really interesting because you kind set up the strategy more or less of what you want for the year and you set up the strategy of hey what happened this year at for that department what do you think as a leader and what do you envision at least so that the department head has a an idea of where to take it from there so it gives you you do delegate to the department head but you also already tell them hey this year didn't go as well as I thought or it did go as well as I thought and um we spent some money maybe we should have spend a bit less or we could be spending more at least give some ideas so that department head doesn't start from scratch and then the department head can um the system of of of shito gives them the numbers for them from this year for their department so they can work from there some direction from you and then what they need to do next is fill out um what they think their budget should be and along with kpis because having a budget without kpis or without what you aim to do is is not as useful anyways I just wanted to say that because I thought this addition to our process this year was really U uh really uh I'd say empowering and makes it easier at least for me to make sure that the team knows hey um what am I thinking so just wanted to add those two sents uh and yes like you said once this budget process is done which is a back and forth in needs some type of approval process it will need some meetings as well but at least it's all in paper and it's all interconnected cool thanks en for joining us in Europe time it's really late for you so thank you uh so yeah I mean this is our goal for today we're gonna try to do as much as we can right ano uh so let's get right to it as always we start from a blank spreadsheet because we know that it can be overwhelming to start from a black spreadsheet so we want to kind of create the same environment as if you were creating this from scratch so yeah go ahead okay so thanks for handing this over to me now let's just jump right into our drive and start with a new folder so I'm going to create a new folder and I'm going to call it my workshop budget or 2025 hey while L is doing that stuff I'm gonna head out go into the doctor and then at the end we can talk a little bit about next steps and uh answers great work here great good luck thank you see you for the Q great thanks now so we have the folder ready now we'll create a plank spreadsheet and call it our budget Master which is going to be the main spreadsheet where all of the magic happens and what I'm going to do is I'm going to create another folder inside my folder and here I'm going to put all my department sheets so I'm just going to go in and create the folder already but I will create the department sheets a bit later in the process so let me just jump into my master sheet and there are a few things that I need to set up so the first thing that I need to set up is my departments so I need to know what are the Departments that need to fill in their budget so I create a tab for the department and I put in the department names so I have Finance marketing HR sales and product so our operations so I have my first five Department ready and these are the first these are the five departments that we'll be going forward with uh for this project this is example right so if if someone else has more departments you can add more or less that's up to your own company yeah exactly and then we need our categories so uh a budget need to be assigned or any expense need to be assigned to a category that comes from a p&l or it sometimes is called like a ledger or your book of accounts could be chart of accounts there are multiple names that people have so I am calling it categories just to keep it simple and these categories are going to come from my pnl so I have a pnl ready or an income statement ready for My Demo so I'm just going to use this and as you can see here I have a few category for incomes and a few category for expenses so I'm just going to copy over the categories for my expenses and this is what I I'll be using to create my budget so I have my categories and let's just take everything here so I have my categories and then I'm going to assign these categories to a particular Department who is supposed to fill in the details of this category so I'll name the column assign to and put a drop down for the Departments so just applying this to the whole range and since I already have my departments defined I'm just going to use a drop down from range and select my range over here and here I'll add the whole column starting from from A2 because in future if I plan to add any Department the drop down gets updated automatically otherwise if I just put a limited range it doesn't get updated so I'm going to put the whole column and go forward now let's just start with assigning this so my cost to good sold will be assign to operations and this is finance content marketing is for the marketing digital tools is operations compensation now this has to be for the HR so I'm just going to copy it over and we have other expenses for finance Finance Finance Finance Finance so these are some things that the finance department has a hold over and this is that what they can provide but the others are assigned to different categories and they can just pull in the uh data so now we have our assigned to we will add another column which will be attributed to now something like a compensation it's assigned to the HR department but it's not the cost of the HR department right so I'm just going to add another rule apply this to the whole column and again I'm going to put my departments in the dropdown for me it's always nice to to say like hey look how we've already been 10 minutes into the workshop and we haven't even open sheet go right so literally it's it's very important to also know your spreadsheets spreadsheet formulas spreadsheet tips uh your dropdowns from a range so uh that's super important as well when you're designing a spreadsheet um automated system um so yeah yeah now we have our categories let's also get a baseline figure for these categories as Yan was mentioning that it's very important to know how much you spent in the previous year to go forward so what I'm going to do is just when uh Stephanie mentioned I'm going to jump into sheet go and bring my first connection so I'm going to import my income statement into my budget master sheet so we start with the blank workflow also I'm going to mention if this plat this interface is not um you not recognizing it it's because it's new so um if you haven't switched we highly recommend that you switch to the new interface and yeah you're going to see it exactly as also it's showing so I'm going to name this workflow flow as well with budget Workshop 2025 and create my first automation so starting with my source file which is my income statement just going to copy the URL okay and I'll bring the income statement monthly tab which is perfect and I'll transfer the formatting as well so I want to keep copy the cell Styles and the format so I'm going to turn on transfer formatting next step and I'll skip any data processor because I don't want to do any processing and send it directly to my budget master sheet so I have this here existing spreadsheet and I'm going to call it my my pnl 2024 okay I'll finish and save this so while this connections run let's jump into our sheet and I'll set up a basic X lookup formula to get the Baseline figures for 24 and I just need the totals here so I have my totals in column n so I'm going to use an X lookup so X lookup is very similar to not very similar but it's similar to we lookup but with a little bit of twist so X look up we first going to define the search key which is our category then we're going to Define where to look up this value which is from our pnl column A and then we are going to Define our result range so unlike the bookup where you had to define the whole range and then Define the index in here you can just specify the lookup range and the result range and if I I I I have to admit I it's the first time I use the X lookup and I I think I'm I'm going to replace it I'm going to be replacing my V lookups by X lookups yeah and there's another interesting feature is that if you don't find any value for this you can just put two double quotes so in case of any missing values it'll just leave it as blank so you don't need to put up like a an array constraint for instance array constraint or something like that or an if formula to check if your values are if you're getting an error so we have this and let's just change it to an array formula I'm going to put this whole range and put array formula at the beginning here so I have my values for the Baseline let's just adjust the formatting so that it looks cleaner and yep we have this ready cool now that we have formulas we need to go fast this time because we have a lot to cover but if you if you need help just let us know we'll share more resources now we'll just quickly jump into our department sheets and create our first Department sheet which we are going to name the same we're going to pick the department name from here and put the same name in my spreadsheet name so you will understand the importance of this at a latest stage when we set up the split connection for sheeto so we're going to set up a plan tab where the department leaders are supposed to submit their plan so it's just going to be a basic tab so we have enter expense name and then I'm going to put January through December 25 now I want the budget to be entered for each month that is why I'm putting this here but you could change it to quarters or by anually or however you want your budget to be but we are going to proceed with this for now so we have our four months let's just track this on ah doesn't work so let's just continue this way so um it's always it's always a question right this this meme ER you want to automate a process that takes a couple of minutes and you spend more hours automating it than not that that is a joke but um my point here is it may take some time to invest in creating an autom process but then the time you save with it compounds over time so you know we want to encourage you like hey this is not a fun moment but it'll give you a fun 2025 right so it's investing time today to to have a better year next year um yeah sorry about interrupting on there that's completely fine thanks for filling in the silences of course yeah so we have uh set up our first few columns and then we have also a total column which we are going to put a formula here so that it's people don't have to do that by themselves and then we're going to do a category so each expense needs to be assigned to the categories that we defined in our master sheet right so we need the categories here and I'm just going to create a tab for categories and not put anything for now but still put like a drop down from that range so applied to the whole column and I'm going to put the whole range so I'm starting from A2 because column one or Row one will have our header and doing this applying it to the whole range so now we have nothing and the categories drop down is blank but soon we'll have a value for this very soon now let's just format our sheets a little bit so that they look a little better and just put ating color make this bold and increase the column here and I'll put a sum column okay and I'll put and if here to say if column A is blank if column A is not blank then do the sum otherwise just leave it as blank so that logical Expressions value always with with formulas don't be scared if it's an error right just jump into the error Pi this this is super common and you always have ai right AI is great to help you with formulas not only coming up with formulas fixing formulas so you know if you see error totally fine we're not scared of Errors so unless you have something in column A the total is not going to show up now we have our formula ready and I'm just going to copy it over to the the entire column now we do not use an array formula here because it already has a horizontal range specified and so it cannot be applied to a vertical range so we have all of this set up I'm just going to delete all the other rows or columns which are not required and then we are going to build another tab which will be my data prep tab to merge into my master sheeet okay so what I'm going to do is bring in all the unique categories and bring in data from here onto the total I'm seeing some great questions in the chat so if you if you want to ask a question please do we we're going to answer the everything at the end okay um but we want that those questions keep them coming so we are going to get the unique of our categories from A2 to a which right now is blank but soon we'll have them and then use a if formula where our range will be the column o just redoing it so our range will be column o and our criteria will be column A create eria will be column A2 and the sum range is going to be column B so B again this is going to be column B B2B and I'm going to do lock the range of this one and I used the f F4 function 4 to as a shortcut or you could also just put in a dollar sign so I'm going to lock this whole range over here but in here I will just lock column A so that if it needs to go down it will go down and here I will not lock it because I'm going to copy it over to all of the other columns right so as you can see it changes to B CDE e f and so on for all of this and if I copy it down it changes to A3 instead of A2 so we have this I think we maybe we should add the categories so that it's more clear why we're doing this yes so let's just jump back to our workflow in sheet go and start with our [Music] categories uh one final thing I'd like to do before I create the categories is create a copy of this sheet for all of my different departments so I'll create a copy in the same folder and pull in the name from my budget master the sheet so I have marketing the reason why we're doing this copy is so that every spreadsheet has the same format right that we're respecting here the rule of private data sources single sources of truth but clean databases so you if you want to merge all of these later they all have to have the same structure so this way answer is making sure that every department head has this exact same spreadsheet to fill out um and then yeah from where it'll be much easier creating my final spreadsheet here now that we have the copy for all the Departments we're going to jump into the workflow so I just close it because I don't need all of them open right now jumping into the workflow I'm going to create a new Automation and I'm going to start with my master sheet so I'll select my budget master and what I'll do is I'll split my categories so we have the categories Tab and I'll split them using the assigned to column so if you remember we had the dropdown uh in the assign to column and what this is going to do is did you choose the right tab yes I did no it's departments no it's the categories that we want to split I think I'm right ah no you're right you're right I'm sorry okay so we just GNA edit this try this once again or just close this and go to one second and um yeah so we're getting a lot of great questions I want to answer them already but I also W to respect the or organized order we did for for this Workshop so I'm trying not to to get ahead of my of myself um but yeah I'm getting I'm getting really eager to answer all those question questions already um so yeah keep them coming please please please please okay we have our columns so we'll split it based on assign two and in The Next Step I'll select a folder so this will be the same folder that we created for the Department sheets so we have the department sheets folder I'm just going to copy it paste this link cool and I have the tab called as categories so I want the data to come into this tab so I'm just going to put the categories by copying it from there so that I don't miss out anything and why you're doing this because you already use the tab called categories in your formulas right so you want the tabs to be called the same so you don't have to manually go in and change everything so even though you are doing some things manually you are kind of cutting a lot of steps ahead by putting formulas everywhere and um cool so next step I don't remember so it's up to you on yeah we just wait for the categories to split now we have them so let's just see how it looks in our tab so as you can see this is already here and only the ones that were assigned to my category or my department show up here and if I go to the plan tab the categories also show up in the drop down and if I go to the data merge tab the categories also show up here because we already did the formula so I'm going to go in here and copy the formula in all of these cells okay so we have this set up let's do the same for all the other sheets so that we make sure that all the sheets or the data prep sheets have the formula and we don't miss out on anything so just go here copy it in and you get everything so in the process now let's say I'm Yanik I would just uh share the spreadsheet with each department head right and but I know I'm actually missing something if I'm an right and I then need I then need all of their department heads data back into my Consolidated spreadsheet right now the spreadsheets to all my my my team members but I want that data back which I think someone in the comments mention this um I have to check um so that's what we're doing next right yes so now that let's just name our uh connections so the first one is we are importing our pnl the second one is we are splitting our categories and the third one which I'm going to create now we going to call it consolidate our budget so we're going to use the same folder we're going to select the folder that we had for the Department sheets and import data from every file in the folder and import the data from a data prep merge file so this is the tab that we created while creating the department sheets and this is the tab which contains the sum of all the categories yeah so actually sorry so I have a question that would be nice to answer right now um is there a way to share only certain tabs and not the whole sheet I think uh that's super super important question to to know because you literally just showed it right you can in every connction in every automation that you make you can always choose which tabs to share and spoiler alerts we're going to have soon a way to not only choose tabs but choose AR range in a tab so it'll go even super super specific if you want to only share a specific part of your thing so yeah thank you for that question super super important feature of shico so yeah um let's continue okay now we've selected this I'm going to just go into Advan settings and turn on this identify data column so what it'll do is it will create a new column in my destination sheet and it will add the source file name now our source file name is the same as our department so I know which data is coming from which department sheets okay jumping into the next step I'm going to use the merge function here it's very simple I have my header in my first row and I don't want to remove my header so I'm just going to go into the next step without making any changes here and I will bring it to my master file so we have the budget Master file and I'm going to call it my Consolidated budget and Mission save cool so now everyone's happy every department has has a spreadsheet private and then Yanik also have has all of the information all the data consulted in a single spreadsheet as well right no one no one can see it unless he shares it with that yes yeah so let's just try and make this workflow a little prettier so that it's more legible so bring everything the other way around so we have the income data here and then we are splitting and merging into our department sheets cool so um we have 15 minutes left what else are we attempting to show of the final Workshop of final workflow there are a lot of things uh that we can do in here so we have our Consolidated budget here for each department let's just go into one of the sheets and fill in so I'm just going to go into our operation sheets and fill in some numbers so we have categories as digital tool tools and cogs so digital tools let's just start with Chad GPT and since we have marketing department let's also bring in figma which they use a lot and guilty shop as well that one not so guilty that one goes yep and we are just going to put in the amounts for this I'm just going to put in a random amount because I'm not 100% sure for this and let's just put $1,000 or every month that's way too much but purchasing there yeah but it's dummy data so let's let's go for it yeah yeah and let's say we pay a buy for photoshops I'm just going to put it for June and December and let's just sign a categories so these are all digital tools and let's add another for servers which will be making up our let's say we paid quarterly okay and this will be our cogs so we have this and let's say I know the compensation for everyone so let's put in mind Stephan's and see Amanda and we'll put in some random figure for our compensations oh nice he doubled my salary yes epic and we'll assign categories to this so I'm operations your finance and C andai sales so now let's see how it let's merge this and see how it looks in our final file um I have a question here as well that is interesting maybe now we can we can have it is it possible to trigger so just then you triggered right you triggered the automation here asks if it's possible to trigger a workflow based on the condition of a form yes it's actually possible to trigger a workflow from a form submission so you come to triggers and instead of setting up a schedule you set up an form submission or a workflow run so since we don't have a form here it will not show up but you can select the form as well on which form you specifically want it and after the the automation is is done we get the data exactly where we want it exactly where we want it cool so so now this is yanque spreadsheet right well let's say he's not happy with operations he's like no this this is we are spending too little amount of money that is not approved how how can he communicate this to um to the to the operations Department okay so actually there could be two ways so we could do it like the oldfashioned ways where you communicate get on a call with them and understand what is their processes and what are their cost and where they're spending so much right so you can jump into their spreadsheet and see where they're spending so much that's one way of doing it and the other way is to have like an approval process so we build a tab for unique and we get the data for each department and we just put on a drop- down filter where Yani can select the department and see what are the various expenses but and discuss with the uh department heads to make changes okay so we have a little less than 10 minutes what else are we showing of the final work okay so now we have our budget ready so this is like the basic workflow to get you started with your budget so you can share the department sheets with your leaders and have them fill out their sheets and set up an Automation and set up a schedule for it to run say once a day or every uh 8 hours I would say or every 12 hours so that it updates twice a day and yep that is one and let's just connect this to our budget versus actuals to basically see what our budget was and how we can actually track the difference with our actuals so in here I'm going to use a sheet code template which is available in our template Gallery so you can just go in here search for budget and you'll get the advanced budget Wass his actual template so I'm going to go in here and this template takes a few seconds to this template but while this is actually happening I can show you another thing that you can do in your department sheets is create like a small dashboard for your department leaders so nothing too fancy just uh categories the Baseline because we are already getting them and the totals and just a variance okay so we have our categories coming from the categories I think you chose the wrong formula I chose instead of AR formula so sorry there you go no worries it's really late in an those Time Zone by the way that means dedication to to to the everyone's everyone everyone of your budget he's really dedicated to them because it's almost midnight where he's so I I get that budget can keep you awake so so we're going to use the X lookup formula again where we first Define our search key then we Define our lookup range then result range let's just turn this into an array formula H H okay actually I chose the long range here it's actually a which has the categories that's why you see We're Not Afraid wears it's just finding the finding where it is exactly so we have our Baseline and let's do the same for our totals as well so I'm going to use the data prep merge because we already did the sum there so I'm just going to go and get like the totals from here and since now everything is zero we just okay and our variance will basically be just the difference between these two so not this way but the other way around okay now we have this this can be a very easy way for the department leaders to identify what is uh or where they are spending their money or where the difference is from last year's expenses to this year's expenses so let's just see what operations is doing I'm going to copy over the same thing so they're spending a lot more now right yeah they're actually spending no they're actually spending a lot less than last time lot less yes yeah H so Y is gonna be happy we did all of the figures in negative in last year so I'm just going to copy paste the same values over here in negative just to make that change so that our dashboard can actually tell that it's the same thing so cool let's go back to the advanc versus actual so this is what we were talking about the beginning where we said hey budget is super cool but it's for December right once it's approved we need to actually do stuff pay our suppliers get stuff done and then at the end of the month at the end of the you know every two weeks whatever your company wants to do it um you need to say hey this is how what I actually spent so there are many ways to do actuals right uh this is a very it's a really good template it's pretty pretty Advanced already um but so now an is going to show you how to connect it to that budget that we've already seen because you need to to bring your own your own budget right um so yeah let's go ahead and do it okay so we are going to be connecting our data to the expense budgeting sheet because that's what we are doing we are just doing the budgets for our expenses we could have done it for income as well but uh that's for another day maybe so we'll just go into the expense budgeting sheet and we're going to navigate the sheet where the input is supposed to be now here we have our data in a little different way so we have our data organized in a vertical rather than a horizontal way right and then we also have an ID which is like a formula to calculate all of this so what I'm going to do is from a master file which we have our consolidated budget transform this into that format so let's data prep export to template just to keep it short and here I'm going to use uh brilliant article by Ben Collins so he calls it unpivot transforming your horizontal data into vertical ones so I have already yes so this is like an unpivot in Google Sheets how to turn wide data into tall data so we have our data organized in this format and we want it to look somewhat like this so I'm just going to go down and what I'm going to do is copy over his entire formula from here this is the final formula yeah that is and put it in here and it will not obviously work because we don't have our range defined correctly so this one set B1 to E1 which is our top row which is for this one so we going to have B1 to M I don't want it all the way through the totals we just want the numbers till December then we have A2 to A4 so instead of this I'll put A2 to a because I'm going to get the whole range and then B2 to E4 which is all of the data in here so B2 to M and I'm going to press enter so here now we have it so out of the four columns we already have three the first is date categories amount but you see the date is not exactly how we had in that sheet so it's just about the formatting cool and if you see we'll have to add another column for just an ID which can be uh random number between 1 to th000 this does not need to be a date so we're going to select the column change it to number and copy it throughout so we have this setup with all of the data and what we're going to do here is now we just going to make a connection from our budget Master file to our expense budgeting tab expense budgeting sheet so I'm going to go to the workflow and I will create a new Automation in here and I'll select my budget Master file and I'm going to select the tab here's how you select the tab by the way for the person who asked uh here's how you can just you can select multiple tabs as well or any particular tab let get data processing and jump into my spreadsheet which is my expense budgeting I'll just open this in a new tab copy the sheet ID oh it's already here and copy the name of the tab which I send my want to send my data to so I'll copy this here and put the name so you will see that this tab name already exists in the destination file so the contents will be overwritten upon transfer which is exactly what we want we want we replaced with our budget data so we're going to just finish and save it so this is super super cool literally in little over an hour ano gave all of you a budget and a budget versus actual we didn't build the actual part because it would have taken a couple more hours but if you need to if you need to have it done up and running by tomorrow you have the resources right so yeah don't know if you want to and you already have this template available in sheet Cod so why do you need to spend hours yeah exactly but again uh templates are our templates are great um but just know that if it's not exactly what you need there's always a way to adapt them right you don't Chico is template the templates are to Showcase what you want to do so because we've already been we're already five minutes ahead and we have some great great questions and so can we go back to the to the first to the original budget where we show everything that we didn't what we were not able to create uh so for instance the forms the dashboard just a quick overview of how that looks like while we prepare for the Q&A section so for instance here we have um the two forms if you can just open them to show uh that you can for instance yanque sent us this to all of us he said hey you know marketing your objective for next year uh this was your feedback on on some finance and Etc so yeah I I'll shut up now I love talking yeah so we have this form that yanix submitted which basically provides an overall strategic direction for the upcoming year so like what should be the next steps for the entire company where are we heading to what is our uh targets of how much we want to grow and how much we want to reduce our costs by so all of these things and then we have a group section where Yani can select a department and assign and put in like what were their overviews from the last year and what is the suggestions for the upcoming year and he could just duplicate this group and submit it for all the different department cool and then the other form and then the other form is basically for the Departments so once they have completed the planning it the department are supposed to fill in this form where each department leader is supposed to select the Departments and they can see the Strategic discussion Direction overview and suggestions that yanic sent for them and then submit their these four answers so what what are the primary kpis for the Department for the upcoming year what is the targeted growth or improvements for these kpis how does this compare budget compared to last year's allocation so it's does it increase decrease or it's the same and what is like a summary of the change in the budget plan so from this Yanik knows that what are the kpis and how it is going to impact the performance of the company and also how much is he going to have to pay for it nothing nothing more and we also have a nice dashboard there to see who who did it who didn't so we also have a nice dashboard in here so each Yani can actually see or the department leaders can actually see what is their submission status if they've submitted or not and how many of them are approved so whenever Yanik approves their budget which is very hard they will have and the approval percentage changes yeah cool so because we're already almost 10 minutes over and I don't like being over but it's this was a very important part of the workshop to get the to the budget versus actual um we're going to go to the question section so let's just keep your your screen shared in case we want to show something in Chico but let's have the first question please let's bring it up I saw some really good ones so I'm excited to answer them do we have the first question ready or okay I'm going to show it comes in two parts so I use Cho daily to process CSV files from different departments including accounting where we use Sage okay interesting currently team members manually EXP these files to a shared folder is there a way to and here comes the second part automate this process either by having Sage export the CSV files automatically or by integrating Chico directly with sage to fetch the data love this question and so yeah so uh Ali what we could do is if Sage provides an AP API to export their data we have an API connector as a source so let me just show that to you so in a new automation we have an option where you can put in a get request file get API URL and the keyan values and you can get data from Sage using this so this is this could be one way of doing your automation for this but if there is also a way that if Sage can export the data to a Google drive folder then you can continue using the same already existing uh automation that you have set up cool yeah also if you if if this is too complicated and you want us to help please talk to us because uh this is a new feature and you know you might not know how to use it so please please please talk to us if you want to explore this feature cool uh any other next question let's go great questions [Music] um do you guys plan to integrate any AI as a processor it would be nice to be able to connect my GPT account and process the data before sending somewhere else um okay I guess this is a spoiler but um yes we we plan to integrate AI into into Chico it's super important to integrate it uh we cannot we cannot not do it uh it's um part of our our day day-to-day life in the company for spreadsheets for data it is super important to have ai in in products now especially Chico and we also love AI so yes yes yes yes uh thank you for that question um next one also if you want to know when new stuff are coming all the spoilers that I'm telling please watch my videos where I say all the product redes okay answer what is your favorite Google Sheets function this is very not objective subjective actually I have a lot of them but recently I've been loving the xlup formula I recently got introduced by uh of this by one of my teammates so I've been using a lot of it and it has made my life very easy so yeah definitely xook up is something that I will call as one of my favorite Google Sheets function yeah and you convince me as well so I I was I was a vlookup girl and I think I'm not gonna become an ex ex lookup girl now cool next question um what other processes can I automate with she Okay thousands of processes but to make it easier for you to to to be inspired basically we have a template Gallery also do you want to can do you mind sharing the the template Gallery shortly where you have all the different categories and then inside that category as well like what can you do for instance because in education you have Gradebook management but also you have Finance but also you have um inventory right um and then you have HR manufacturing it really really depends on what you want to know so um if you have any doubts whether something can be automated just also talk to us if you see an can you can you show great little trick right there I see in a black bubble uh a chat uh don't hesitate to talk to us uh actually ano is there Yanik is there Carol is there great customer support leader so if you're ever in doubt or if you want ideas or if you're not sure like what can you automate with Chico please talk to us we're eager to help you uh kind of um be inspired and see how you can automate with sheeto so either through the chat or through our book a demo or contact sales links we are all available to kind of help you get inspired so yeah I hope that answers your question and I don't know if you want to add anything else no perfectly summed up cool so yeah any other questions as well in the chat um we're really GNA be staying here for one more minute Workshop is now officially over uh if you do need help with your budget versus actuals please please please as well talk to us um we're going to be sharing a contact us link after we share this this recording and we are here to help we love automating processes we love talking to our users so please please please reach out um and yeah I don't see any more questions so thank you everyone for joining thank you Anu thank you yanique for pushing us into this year's budget it was a great experience and now we're ready and prepared for next year so yeah thanks everyone again for joining uh please reach out to us for this Finance or any process and please open my product releases vide so that you find out all the new features and um if you have any requests as well for Content or features we are available so yeah thank you have a great end of year and see you next year for the first Workshop of the year thanks again have a great day bye bye-bye