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Invoiced invoice generator for Public Relations

so this is probably one of my top three time-saving automations of all time I really need this I really need this too anyone who's a Creator Sol preneur small business owner Sal visual product Sal Services Agency owner literally anyone who likes getting paid hello I like money you're going to love this automation automation agencies will charge like $2,000 to build this out but watch the tutorial if you want to do it yourself for free basically I have like two different automations here so the first automation automatically creates a customer in my Quickbooks or any other accounting software and the second automation creates a new invoice for the customer and sends them an email so I'm using two tools for this one's going to be air table which is kind of like my CMS my content management system where I kind of keep track of all my records and my customers second is going to be zap here which is what I'm going to use to automate the flow again it does not require any coding and if you have no automation experience before trust me it is simple enough for you to do it yourself as well first up we have air table so if you are not familiar with air table it's kind of like Excel sheets but like with more superpowers you can have like multiple cheats but like instead of every column like just a normal cell you can have like different text types for example numbers like you know variables and stuff like that so you know we don't have to get into air table tutorial let me know if you need help with air table but anyway I'm assuming that you kind of know what air table is we're just going to move along here in the tutorial so I just have like a simple form here for customer information so as soon as I sign up a new client so I just send them this form so I can get all the customer details for the invoicing so let's say I just going of create a customer for myself here I'm just going of put myself I'm going to put my email here going to put my company name and then my address as soon as I submitted the form I have this data here which added me as a new customer so that's going to trigger our automation all we did here was just create a new customer in our quickbox so you can do this with quickbox or you can do this with any other accounting software that you use so here all I'm doing here is like you know connecting my accounting software and then in the configure step I'm just sort of like mapping Fields one to one so the full name from my a table whatever customer is giving me so like basically for all the required Fields I'm just adding the information from a forms so as soon as the customer fills out the form they're already added as a new customer in my quickbox so all I got to do here is just select my customer in my air table and then enter the invoice amount that's going to trigger my Automation and it's going to generate the invoice and then send it to the customer automatically so let's see how we did that so the first step is when we have a new submission so this is sort of referring to the air table we were just looking at the new record I just added for the customer in the invoice so that's going to trigger our Automation and then I have like a bit of a delay here so here I'm just kind of delaying it by 2 minutes this is just to make sure I have enough time to like add any invoicing details because if I do right away it might not pick up all the data and I'm going to miss information in my invoice so it's going to like make the whole automation it's useless totally useless this is like you can try without it but I just want to make sure a play safe I should just have a 2-minute delay okay so the next step here is to find the customer QuickBooks so since like the information that we used in a table is kind of like what we sent to QuickBooks and then like we're kind of like finding the same and then we use the same customer name in our like you know lookup field that we're using to find the customer in QuickBooks we make sure that there's no error or there's no mismatch in the customer name we're looking for and we're going to find the right customer all we do here is like we go find the customer and then once we have the customer we have like three paths here for the automation you don't necessarily need that this is just in case like you know like I'm in Canada we have to charge GSD state tax federal tax social secur tax so if like the customer is not GST registered like can I create the invoice ingly versus if they do so if you have like different services with different like taxes or whatever different scenarios you might have for invoices you can have like different paths on how you want it to split up so here the first path is where the tax is exempt the second path is like when the tax is not exempt and then the third one is like you know it's kind of like a condition where in case there's an any error so in case like I can't find a customer I just send a slack message to myself that way I can just look up what's going on if there was an error of this is a new customer just kind of like to make sure everything is working smooth LLY and smooth LLY that's not a word everything is working seamlessly and then I can always be on top of my automations here so we're just going to look over one of these steps here the path here is that tax is exempt again I just want to make sure that I'm looking up the right customer this's like redundancy I think I can like skip one of these two look up the customer steps and you should be okay so once I look up the customer I'm just going to go to the next action which is going to be create invoice so here I'm connecting my Quickbooks on online account my action is create invoice and in the configure step I'm just like finding the customer ID from this step so like if we just go here you can see like you can go to the results of your previous step whichever variable you want to use for any automation step so I'm here I'm trying to find the customer by customer ID cuz I want to make sure it's all unique similarly I'm mapping out the other fields I need for the invoice just from like you know the details of the C finding customer step here I have the billing address I have like you know the terms for the invoicing the shipping date which I'm just using when the a record was created cuz that's how I work for my business and then the service date so again you can have this a table fields for every service that you're offering so that way you can automatically map it out to your invoicing and here I have the amount which is again my field from the air table and that's pretty much it I kind of map all this out and then I test it and it's going to automatically go to my Quickbooks and create the invoice for me the other step is similar here just in case like you know if the tax is not exemp now I'm just going to be like picking up the tax field for the customer as well so I'm just going to show you here quickly how that work so here for the taxes tax is excluded from the pricing so that's how I'm calculating it and I can like you know sort of Select whatever tax amount I want to add so here my tax code is GST so that's kind of wanted to show you like if I have tax exempt if I have a customer with not tax exempt it's going to automatically add that tax code with GST for the invoice and my last step for both of these steps is to like create an email so here I'm just going to like create an email draft you can send it to the customer if you want but I just want to make sure I get to review it before I send it away you know I don't really trust AI as well just yet trust me well I mean all these systems are reliable but I just want to have a bit of human intervention just to make sure everything is perfect and that's pretty much it so the first automation sort of creates the customer and the second automation takes the new record finds the customer in QuickBooks and then based on whatever conditions we want it will create the invoice automatically with the data from the a table and then add it to QuickBooks automatically and then create a draft email for the customers so we can send that send it to them right away so here is my email drafted here's the invoice for future collaboration here's my subject line I have this invoice 12 which is ready to go I would have to delete this or void this from my accounting software I did it for you know this video but you kind of get the idea like how we were able to like just generate the invoice without doing any of the work so I did a video on zapier's channel actually where you can like create the invoice just using a voice note I can try to link it if I can find it so yeah if you like more tools and tricks like this like subscribe to the channel if you want my team to help you with building automations for your business I'm going to link a Google form below so just fill it out and I we we'll be in touch as always if you think this video inspired you helped you 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