Streamline Your Invoicing Process with Invoicebus for Production

Invoicebus for Production

hi today we're going to see about Services uh invoices PDF template and understand how you can generate uh PDF documents for services space industry and services invoices so first of all uh you need to log to PDF output.com in order to start generating the services invoice template and over here you will see that we have connection name notion database and notion template we will be uh feeding in the database as well as the template over here but prior to that first you need to click on this templates that is present in the right side so there is a sidebar over here where you need to click on the templates part once you click on the template it will open up a new link and it will populate all the different templates that are available for a use case so the template that we're going to look into is Services invoice template and for this you can use the search option on the right and there is also sorting and filter option but with the search option simply click on this and you can type in service and it will automatically show you the desired uh template that you're looking out for but if you also want to search for other templat simply type out the name it will populate all the templates for requirement so we going to use this particular service invoice PDF template and I'm going to click on this download link which is given next to that once I click on that it will open up the services invoice page which has both the database as well as the template so let us have a look at the template and the database and understand what exactly are we going to generate and how exactly it is going to happen so as you can see this is the services invoice template page which shows uh the services invoice that is in use and it has all the client name client company client address and all the details now notice that some of the information are placed inside curly braces so as an example client name client company all these details are inside cly braces these are the elements which will be replaced with the help of a database and if you see the database on the right we have the exact same Fields present over here which will be uh using and replacing all this elements onto this placeholder text elements so as an example the invoice number that we have over here it will be replaced with the value that we have in the invoice number column and similarly for due date date and terms we will replace the same with the value placed in the column and uh we'll take help of this database to create the PDF document out of the template so how exactly are we going to do that is uh once you go to this page over here uh you will see that there is an option to duplicate this particular page onto notion workspace now if this template is published live you will see an option of start with this template so simply click on that or you can click on this duplicate over here once you click on this thing it will uh show an option to duplicate the particular page onto your notion workspace okay so as you can see it is asking me to duplicate the same onto a notion workspace choose your workspace wherever you want to duplicate the template and click on add to private okay once you do that the template will be added to your particular workspace as you can see it has already added the template to this the accountant guy workspace okay so if I click on this and I show you the template everything is added off over here once it is added up let me keep the database open so that we can uh connect all the information as and when we proceeding I'll keep this open as well okay so once it is added up uh after this what you need to do is you need to click on the settings part so once you click on settings here there is an option to connect the templates so click here uh to connect the template and uh it will show a popup to start connecting the template to your uh PDF output over here on the right top right you can choose the particular workspace which you are using to connect the PDF documents as you you might remember I had populated the duplicated the template onto the accountant guy works space so just to show you I have duplicated it over here and keep it selected and click uh click on select Pages once you click on select Pages it will show you all the different elements that are there inside the workspace click on service invoice PDF generator and click on allow access once you do that it will start fetching all the details inside the particular page which we have seen over here so it will fetch the database as well as the template so it will keep on authenticating and it will redirect back to PDF output let us give it a few seconds so that the database and the template element are fetched and meanwhile let me uh explain something else inside this template everything is customizable for your requirement you can edit modify or delete any of these things that is placed over here just ensure that whatever you're adding you're placing that same value inside curly bra and the same thing you are putting it in the column inside this database so just to show an example uh let's say we are using the bank name if you if you see this naming convention we have a space in between and there is Bank name WR written over here and the same thing is put up over here as well so make sure the name exactly matches with the name in the database otherwise we'll find issues um in linking the same in the Second Step that we're going to see right now even if there's some issues come up we'll able to mitigate that and uh and create the PDF documents properly okay so whenever you're customizing anything make sure that the element inside the placeholder text are exactly the same as you see in the database now let's head back to PDF output and let me give it a quick refresh uh and uh now when I click on the database you can see that the service invoce database is populating and I'll select the template from here okay so I uh selected the template I have selected the database I'll give it a name so it it will be like service PDF invoice let's say and then I'll uh click on next so once I click on that uh you will able to see that it starts populating all the elements of the database and the template in the Second Step so now you can see it has already populated all the database elements on the left side so notion properties are the ones which are the database elements that are populated and every database element is connected to one of the element from the template so as the namings are exactly matching the name in the database all the elements are properly connected with each other had there been any disconnect you would have seen the element coming in gray color and once you click inside this you'll able to connect a particular element by typing out the value and selecting the value from here okay you also have a filtration option uh search option and sorting option when you have a when you click on filtration you will find mapped and unmapped property if I filter by unmapped property nothing is showing this means all the properties are properly mapped okay so I'll go back to the previous setting and if you click on search you can search for any of these properties from by typing out the value over here okay finally you have the Sorting option so once you click on sort all the elements are properly sorted as per your choice and once everything is correctly set let me click on export so that the documents is exported now if you go to this database which was populated you will see that there is this column of PDF status which was which will be automatically added and all the rows are un checked by default meaning this uh rows of information have not been generated as PDF once the PDF gets generated all these rows will get automatically ticked and the PDF documents will be generated so if you want to regenerate all these particular rows make sure all these rows are unticked over here in the PDF status column and then once you click on export it will again regenerate these files okay so now the export has been successful and let me click on preview sample so that I can see the sample of what has come out and if you see over here we have the invoice number three so if I show you the database which we had earlier and if I go to the invoice number three over here you will able to see that the invoice number three has U uh client company as AC incorporation and we are able to see the same over here okay and all the other details are also matching so due date is November 25 and if I go to the database if I see the due date over here which is over here which is NV 25 this is the particular du date so it has automatically picked all the proper elements of this particular row and has populated in one of those preview files now if I click on download all all the files are downloaded whichever are present in the database and once I go inside and click on any of these files you will able to see the invoice in entirety so here is a particular invoice which is being shown in full View and you can see everything coming up in one glance okay so let me open up other files so we can have a closer look this is the invoice number one and the other one was invoice number three and finally if you click on the other one we you will able to see the inverse number two as well so all the documents are properly generated as per a requirement and everything came out precisely the way we wanted okay so this is a quick demonstration of how you can utilize PDF output to start generating uh documents for a use case remember that you can also create your own document and link up your own database uh by following the exact same procedure uh the only thing is that when you create a particular database and a template on your notion workspace you can directly go to settings and click here to connect and then choose that particular page where you have the database on the template and then proceed further with the rest of the steps one more thing to highlight over here is that you have an option of connections so once you click on export and generate a PDF document you can go to the connections and select the previously generated uh connection so that it automatically loads up the database and the template and then you can click on next to start generating documents from here on so you don't need to fill in the database and template time and again you can just simply go to connections and choose your previous export connection to proceed further and for the pre uh plan of the users you will see that the PDF that is generated have a watermark so if you want to upgrade to any other the plan click on upgrade and click on upgrade subscription and choose a paid plan and click on activate to activate the activate the plan for your requirement okay finally uh under the settings you also have a page format so you can choose your particular page format for the PDF output whatever you're looking for and click on save to save the page format and then we have a feedback as well so if you have any questions or any feedback from me uh please use this feedback form and once you fill in the information you send on feedback and the feedback reaches to my inbox and I'll be happy to assist you further on any of the requirement that might come up and then we have a help section where all the exact demonstration video is put up over here to set up the entire settings for your use case if you miss out on any other details so I hope this explanation was helpful to you if you have any questions feel free to reach out to me at notion for my use gmail.com and I'll be happy to assist you on this further thank you have a great day bye-bye