Discover the Best PDF Invoice Generator for Finance

Pdf invoice generator for Finance

so in this video we're going to be showcasing an invoice Dock and we're going to be going over how I made it how to actually use it and kind of the behind the scenes stuff that makes it all work uh there's several parts to the invoice dock right now we have it connecting to a projects area uh within our projects we can have clients we can have multiple different invoices and then at the end we can actually print or create a PDF of an invoice that actually looks really nice that we can send to clients you can see it here it can have all of the billing info of the client all of your personal info for your business or your company it can have invoice dates payment uh dates that are due and then all of the line items that you have within your project and it'll calculate it all within the subtotal any discounts that you add any applicable tax you can set tax rates and then we have a final total with any notes at the bottom so it's pretty cool let's look at how to actually use the document So within our projects the way that I base everything is off of projects and so say you're working with a new client first thing we're going to do is create a new project so in this case let's do a sample project and let's do this based off off of like a web design project so we're just going to call this web design if we want to at the top we can add our own image here so I'm just gonna look up internet and see what's cool okay this is good we can give an overview for what the project is actually going to be let's go ahead and do that real quick let's say the client wants a uh a logo they want a home page landing page and then let's say they want um poor article pages okay so let's say this is the scope of a project that we're going to be doing uh we can assign a due date let's just say this is due in a week let's say we want to pick a client in this case we haven't added the client to our client database so let's go ahead and create a new one let's say their name was Todd Howard [Music] what we can do is we can type the name in and even if it's not in our database we can go ahead and create a new one so let's actually create him and let's actually add his info real quick so the way we can get that we can either close out of here and go into our clients or within our project uh with the one we just made we can actually hover over the name and then click on the section up here so within here we can fill out the customer's info this will be helpful so that we can actually bill it to the correct person and have like an accurate email address an accurate phone number and then accurate street addresses so let's just enter in some info so we have all the customers info in uh we're done with this so we can go back uh here we have the total project cost this is based on everything that's a billable item and so let's actually add some billable items and what we can do say our client wants to pay in two parts he wants to do maybe half up front and then half at the end so what we could do is we can just build half of our items now and then half of our items later and there's a bunch of a bunch of different ways that you can actually structure this it all depends on how you want to structure your invoice but in this case I'm going to create a line item for each of the items we outlined in our overview so we'll have one here this one will be our logo we'll have another one that will be our home page say we charge a little bit more for the home and landing pages compared to the article Pages since maybe the articles are like templates so we'll just say this will be landing page and then we'll do an article page so let's fill out the information uh you can add descriptions I'm probably not going to add one for logo there's only going to be one logo and let's say we're going to charge 200 for the logo uh we have our tax and there's actually a specific section where you can set the default tax rate for now I just have it to a random 7.2 percent just to kind of get the idea of how it works uh and the home page let's say we're going to charge 150 let's say 150 for the landing and then for the article since we're actually doing four pages we can say four there and let's charge a hundred dollars per article page cool so now we have all of our prices in and you can see here at the top we have our total project cost and so this is accumulating the final price after tax and giving you the final number up there and of course we can see uh we have a simple formula for tax here so it's getting um where we have the 7.2 percent for tax and then it's getting 7.2 percent of 200 and then adding that to the price column and creating the amount column I have a simple conditioning conditional format here which The Greener it is the more expensive it it is and then the less green the less expensive um so we have our billable items here so this is all good now let's say we wanted to create an invoice right and we said we wanted to have two invoices maybe one invoice with half of the items and then another invoice with a half of the other half of the items uh later on so how would we do that well we have an invoices section here so we're going to create a new card uh you'll see It'll Auto automatically generate an invoice number the invoice date is based on whenever you create it but we can always change this so say we're gonna build it this Saturday um we can build to Todd Howard and this is just giving it's grabbing the name from the project but we can always change this if we need um we're gonna say invoice is due tomorrow by default it's going to be unpaid uh and then I have a attached paid receipt so whenever they do actually pay it we can attach it here for for proof but down below we can select our billable items and so any of the items that we created in our project are going to be available here so we can see those four items the four line items that we created uh let's just say the logo and the home page for now and we're going to see them populate here so if we need to edit any of the info maybe add some descriptions we can do all that here uh in this case it should be good to go down below we have a discount and then discount type and then it'll give the total here so let's say uh let's say if you had four article Pages we'd give like a um say a 15 discount um what we could do is we could go into discount we can say 15 and we can see what type of discount we want so by default it's set to no discount but we can do either a percentage or a dollar amount so if we did a percentage it would get the discount percent of all of these items and then give you the discount total here and we'll see at the Top This is actually the final total of the invoice and so this is including with the discount and all of that so if let's see oops to get back to it we can just go into the web design we'll see the invoice that we created here we'll just go back into that um so let's say like if we did 10 you'll see it change at the top ingly let's say we just wanted ten dollars so we can just keep this as 10 and then this is dollars so our discount is ten dollars uh and it's just taking the final amount and then giving us our result the cool thing with the percent is that it actually gets it before tax so you're not doing the percentage after tax it's all before tax but all of this is good we can see the related project that this is associated to and if we wanted to add any invoice notes we can do that here I'm probably just going to leave that alone um but now we have our final invoice and so say we wanted to send this in an email and we just needed a PDF to do that all we would do is go to the bottom we have the generate invoice button so if we click this this will take us to our invoice page and what we can do is just do a simple control P to print and we can see the view here let's actually take a look at how this formatted everything so uh you can see our invoice date payment due all of the bill to for the address the company name or the person's name we can see all of my info which is this is just random information that I compiled we can see all the line items that we've added to our invoice and then all of the associated totals and if I had any notes that would appear here but all of this stuff is using a simple um lookup control and all of this info is based on the lookup control so right now we're on invoice 50 but if I wanted to go to a def another invoice you'd see all of the info actually changes to show all of the relevant info for that specific invoice in this case whenever I push the button for invoice number 50. it just took me to this page and set the lookup control to the appropriate one that I was just on so um and if we went to the print screen uh it actually formats it a lot nicer than how it was before um and I've perfectly adjusted the table with all the list items so that it fills the page without ever overshooting the page um but it looks real nice and we can say this is a PDF or we can print this and send it just like a formal looking invoice which is nice so um so let's go back to the original design project uh here we have four items but we only Built two so what we can do is create another invoice for that so we'll create a new card here you'll see it automatically generated the next invoice number uh all this info is good we're gonna say this is due the week after our previous invoice [Music] um and here we can select our billable items but you'll see originally in our project we had four but because we had two of the other billable items on the other invoice they're not going to show here and I did that just so uh multiple items weren't actually accidentally built twice and so this is just gonna show us the ones that we have left that haven't been billed so we can just select both of those uh if we wanted to add another discount here we could do that I'm gonna say another 10 discount we can add our notes uh we can click the make PDF since we're done with this and here we go we have another fully ready PDF which is nice let's say in a week whenever the time goes by they end up paying it we can just go back into our invoices uh we have a dedicated invoice page here or we can go back to our projects go back to the web design and then click on whatever invoice that we want but we can mark this as paid and you'll see once we do that it'll change the invoice to be green and that way we can just look at it and we know anything that's red is going to be something that's unpaid and then anything that's green is going to be paid but we have a full archive here and like I have this feel for us to upload the file once they've actually paid like the proof of payment um but other than that that's the general feel of how everything works I want to go a little bit into how it was made and the tables that are used to actually make all this function uh I have four tables in total that are powering everything I have a projects database this is the project that holds a lot of the info that's referenced I have the invoice database I have the client and then the billable items and all of these are connected together using lookup Columns of course so we can see here in the prod in the projects database let me actually make this a wide page so if we look at this uh I believe there's only one row that's hidden we can unhide that I have this simple group row that way it groups items at the top you'll see how it says it's Group by projects the reason I do this is because whenever using a dock on an iPad which I tend to use for a lot of the code of stuff that I build it for some reason for all of your gallery items that does it just one uh Gallery wide but if you group them then it does it four wide uh it's kind of a weird thing but that's why I have it grouped there so that column really doesn't do much but other than that these are all the columns that are powering the projects and so it's a simple title column I have an image column for the thumbnail uh overview due date the client is a lookup column that's looking up to our clients database uh total project cost is a Formula so if we look at the formula here what we're doing is we're getting all of the billable items that are associated with a billable items column we're getting the amount so if I scroll over we're getting our final amount for each of our items that are in this and then we're getting the sum of them so we have three items and then the sum column sums all of those three amounts that are in the amounts column and then just adding them together and that's how we get the One Thousand Eleven dollars and ninety five cents uh going down to the billable items this is simply a lookup column and I believe we're doing a little format or a little uh formula here so if we click here edit the formula this is the formula that I'm using to look up to the billable items so we're going to the billable items database or filtering by if the related project column in the billable items database is equal to this row since this row is itself a project so we can actually close out of this and go to the billable items database here we have our related project column and so with that filter enabled on the projects database if I add a new column we'll just call this a test row Maybe testra so if we go back to the billable items we'll see in this test row that'll automatically assign the related project and it makes it nice just so we don't have to manually input things where are we here we are okay um here we can always right click and delete any rows that we don't want I can delete this everywhere um but any rows that we'd make here are only going to be associated with the project that it's in so if you make another row it's not going to add it to a different project you can always manually change it later but the way that I have it set up now any rows that you can that you make inside of the project view are only going to be associated with this project and they're only going to be a mail made available to the invoices within that specific project but with all of this um we can go over the billable items once we get to that database but this is all done uh the invoices are a similar story except they're in card view but if we let's see if we open this up I just have a formula that's also relating it by if it's uh the related project so if the invoice database uh the invoice database is being filtered by if the related project column inside the invoice database is equal to this row and anytime that we create a new invoice it's going to be associated with this project so that's pretty much all of the uh columns that are make up the project database um if we go into the invoice database we can see how this was made let's actually make this widescreen as well so in here um let me make sure no columns are hidden nope so here we have our title we have our total amount and so this is just um the grand total for everything that's in the billable items uh it takes into account all of the discounts and you have the tax all of that we have just a simple date column for the payment due we have just a select list column for whether it's paid or it's unpaid here we just have a file attachment column for the attached paid receipt the build 2 is a lookup column that's looking up to our clients here so this by default has a starting value and um so what I'm doing here is doing an IF function so if the related project is not blank and so you can create an invoice outside of your project which is fine but this is just saying that if it's not blank we can um we can grab the client that's within the related project but if it is blank then we're just going to have a blank value in but the filter that it's doing if there is an Associated project is where we're going to the clients database and we're filtering it by um if it has the same project as the invoice and we're looking at the person column so it's it's getting the same person that's in our related project and just setting it here just for ease of use so here all of our billable items here are dependent on whatever project we're on so I believe this is the one we created so um all of the the items that are within this project [Music] uh are gonna be the ones that we can select and like I said if we have multiple invoices per project then it's only going to show the billable items that haven't already been invoiced that way there can be no duplicates um this was a little complicated with all the discounts so the discount total uh is a it's quite a long formula so essentially we're switching based on whatever the selection for the discount type is so there's two there's three discount types uh we can have no discount the percent discount or the dollar amount discount and so what we're doing is we're doing a switch if a switch if is basically if this value is true do this if this value is true do this and so on um it's different in the if statement where if it was just an if statement it would be if this condition is true do this but if it's not do that and there can only be one condition or is the switch if there can be multiple conditions and instead of it being like a if yes if no it's just an if yes so if this condition then this but if this condition then this if that makes sense so I have have three of those happening so I'm saying if discount type equals the percent then I'm going to figure out how to get the percentage from that and add it to the total if the discount type is the dollar amount then I'm just going to um get the dollar amount for that I type in and then if there is no discount then we're just saying it's going to be a zero and that's what's making up the discount total um for the notes this is just a simple text column and then the related project is automatically made whenever you make the invoice if you make the invoice outside of the related project then you can always reassign it or assign it here uh I have a button here this will just open the related project uh and then the make PDF invoice if I can open up the magic here this is just running a few actions so we're running uh two different actions this is like the same thing as having a push multiple buttons except instead of having multiple buttons I'm just kind of programming those buttons into the formula field so this is running the action to set the control value uh of the uh oh gosh how do I get out of this it's stuck uh this is setting the control value in here and so this control value is called printable invoice home select invoice [Music] um and this is just setting this to a predefined value so essentially what it's saying is whenever this button is pushed to change that lookup control to be this row and then once we're done running that action we're going to go to the page and this link just goes to the printable page here [Music] um other than that that's about it for that button and um I already went over this a little bit but all of this info if we click on the formulas that are created here all of these are formulas including this including all of this and then the grand total all of it is just a formula that's looking at different columns that are associated with their invoice and so this is basically a full-fledged invoice view it just doesn't look like it so this is the same as looking at all of this except it's just condensed in a select and we can have we can reference that by saying like Okay I want to look at this control whatever it's set on and then we can go into the columns that are associated with this control and that's how like whenever I change this to something else that's why all of the info changes uh if we go into our client database this is pretty simple this is just looking uh any related invoices and then their personal info so that way this all of this stuff will populate the uh the printable invoice and like the build to information here uh these related invoices are just a formula to look up in the invoice database and then we're just doing invoice database and filtering it so that if the build to person is equal to this row which this row is the client database and the specific client within that uh then we have our available items and so all of these are what's added in the projects that we can Bill people for we can see we just have the item name the description uh number column for the quantity uh the price then we have a percent column for the tax we have a total amount and so this is figuring out um the price times the quantity getting the raw amount for that and then getting the price times the quantity amount and then multiplying the tax and then we're just adding that together to get the final total we have the related project that each billable item is related to um I have some extra columns they're used specifically to get I think the column and the total area down here so they're really only used to help formulate this I believe um to help formulate some other totals where we're here we are um but this is just figuring out like the amount in tax and then the amount before tax that way it makes it easier to just add these together to get like the the amount and then we have whatever invoiced uh whatever invoice the billable item was attached to and this helps make it so that we can't assign it to multiple uh invoices and so it's filtered here so this is just if the invoice contains this Row in the selected billable items area and I actually have if we go into the invoice database the filter that I have that stops us from selecting multiple of the same invoice is I believe in here so if we go to look up options we can actually change the filter um in the drop down so if I X Out of these uh you can see we can filter two of those and the way that stopping the other two from showing is in the option settings we can see we have a custom filter within our our drop down settings so that if the related project equals this and if the invoiced on column is blank so if it's attached to another invoice since it's not blank anymore it doesn't match this criteria but other than that that's about a good overview all of these are just looking at each other with lookup columns and it's all being filtered in a specific way and giving us this specific format that we can print for clients and yeah we can track everything within our project view the project view is more basic just a demo of how we could really interact with different invoices and different billable items but pretty much with this we can get everything started like we can create graphs if we wanted to to see what clients were the most valuable to see whatever invoices were attached to them we can do a bunch of stuff but uh but yeah I believe that's about it this is a good overview for how to do invoices um thank you for watching