Streamline Your Invoice Tracking for Procurement

Invoice tracking for Procurement

Hello everyone? In this video, I'm going to  share with you how I use a spreadsheet to   manage my business invoices. This efficient and  easy to use invoice tracker is designed to help   you keep track of your invoices for a full 12  month period with features including annual and   monthly overview as well as an outstanding invoice  overviews. Additionally the tracker comes with a   user-friendly invoice template which allows you  to quickly generate invoice and download them in   PDF format. This made it the perfect tools for  small business owners, Freelancers and anyone   in need of a reliable method for managing  their invoices. Now let's take a look at   how this tracker works step by step. Firstly,  you will need to head over to the start tab,   where you can enter the starting month and year of  your records. This will automatically generate a   12 month overview beginning from your starting  point. If English isn't your primary language,   don't worry you can customize the keywords to  fit your language of choice, including terms   like overpaid, fully paid, partially paid and  unpaid. Next move on to the customer list tab,   where you can import your customer details such  as their name, email address, phone number and   physical address such as city state and zip code.  This information will help you generate invoices   quickly and efficiently. If you plan to use the  invoice template you can also input your item list   including the product or service  name, description and unit price.   Using the invoice template is very  easy. Simply input your business   detail on top left of the template, select  the customer name from the drop down list, and fill in the invoice number date and payment   due date. Then select the item  name from the drop down list. Input the quantity and the unit price  will be automatically calculated. You   can add up to 10 items in the template  and easily hide any rows you don't need. Finally, add your payment and banking details  to the notes or terms section and download the   invoice in PDF format to send to your customer.  Now I'm using the Google Sheets version.  So on Google Sheets version of invoice tracker  you just head over to 'file', download PDF then   click export. If you are using the Excel version  of this invoice tracker just head over to file, select 'save as' file format you choose PDF and then click  'save'. If you are using Google Chrome,   there are even extensions available that allow you  to send the PDF directly to your customer email.  Moving on to the invoice tracker itself,  inputting the data is very simple. Simply   input the invoice number, date, select  the customer name from the drawdown list,   input the job description, input the amount due  and the due date. There's even a handy 'Invoice   Sent' checkbox to track when you have sent the  invoice to your customer. If your customer has   made a payment, simply input the amount paid and  the paid date. And the tracker will calculate the   balance. The four different status options include  fully paid, overpaid, unpaid and partially paid.   And if you are not using English don't worry  you can customize this option in the Start tab   as I showed you before. Looking at the outstanding  invoices tab, you will see a summary of all your   unpaid and partially paid invoices. This helps you  keep track of which customers still owe you money   and how much. All the outstanding invoice record  will be displayed on the table below here. Next   the monthly overview tab allow you to select a  specific month and build a summary of that month's   activity, including the total number of invoices,  Total Invoices Sent, Unpaid Invoice, Amount Due,   Amount Paid and Balance. The corresponding table  below lists all the invoices generate during that   month. So you can just simply select the month  and all the invoice record will be displayed   on the table below. Finally the annual overview  tab provides a summary of all 12 months of your   invoice records. It shows the total number  of invoice generated, total invoices sent,   total unpaid invoices, total amount due, total  amount paid and overall balance for the year.   The summary statistic for each individual month  are also displayed in the table below as well   as a bar chart that comparing the amount due and  amount paid for each month as well as the number   of invoices created on each month. Thank you  for watching this tutorial video on invoicing   tracking. I highly recommend this invoice tracker  to small business owners and Freelancers as it   helps you efficiently organize and track your  invoice records in an orderly manner. If you found   this video helpful please consider subscribing to  my channel for more tips and tools to help grow   your business. Thank you again for watching  until the end and see you in the next video.