Create an Efficient PDF Receipt Template for NPOs

Pdf receipt template for NPOs

hi today we're going to talk about payment receipts PDF file and we're going to understand how you can generate PD payment receipt documents using a notion database with a notion template so the first and foremost thing is we need to log to PDF output.com once you log in you will be able to see this kind of interface on the screen and then you can click on the templates that is present over here so simply click on this it will open up a new page where all the different templates uh that is available for PDF output will be listed out so in here you can see a list of different template elements that is already added up so for our use case we're going to uh click on this payment receipts PDF generator but before that you can quickly search for a document uh using the search option so once you type out any name uh it will automatically uh show you the exact um template for a use case okay and also you have the uh filter option as well as the Sorting option available so for my use case I'm going to use this payment receipts PDF generator and I'm going to click on this download link which is available next to that particular uh PDF file once you click on this a new link will open up with the payment receipts PDF generator page where you'll able to see the database as well as the template so let me open up the database as well as the template so you get a clear view of what I'm about to show you so once you open up the template and the database so this is the database that we have on hand and this is the payment receip template that we're going to talk about so in this template we have predefined all the elements that we're going to uh generate the PDF output for and as you can see some of the elements are putting in curly Braes like the receipt number the receipt date the receipt time customer name customer email and so on and so forth all this information that is there inside the curly braces are placeholder text Elements which will be replaced from corresponding elements that is available in the database that you can see over here so if you notice over here we have the customer name column as well which you can see over here and it will replacing this particular section of the uh PDF file similarly we have the amount paid company address company email and all these elements are going to replace every individ element in this template over here so whenever you're setting it up remember that this particular uh exact information should match with the uh corresponding column name in the database as well okay so what I'm going to do is uh I'm going to jump back to this PDF output templates and I'm going to close everything and I will show you once again so I'm going to click on this and it will open up a new tab and uh if this template is not yet published to the notion Gallery uh you will not be able to see this kind of interface and you will able to see an option of start with this template okay so meanwhile it is as it is not published I'm going to click on this duplicate option once you click on this it will ask you where you want to duplicate this uh and to which notion workspace again if it is published click on start with this template and once you click on that it will ask you where you wouldd like to duplicate this template so essentially we need to duplicate the template to a workspace to a notion workspace in order to use that with PDF output okay so I'm going to click on add to private and the template is getting added up and as you can see it has already added this template over here and I can see the payment receipts generator file available over here okay so I'm going to keep the database open and I'm going to uh keep the template open up as well okay so we can uh proceed from here on and I'm going to close the remaining tabs so this is the receipt file the template element and this is the database element that we talked about now I'm going to go to PDF output and I'm going to click on the settings so once I need to duplicate that and after the duplication I need to head over to settings and then I can I need to click on this click here to add templates this will help us to add the particular template to PDF output so I'm going to click on this and once I click on this it will ask me to choose a particular notion workspace so remember wherever you're duplicating the template to whichever workspace you need to select the same workspace over here okay so if you have multiple workspace click on this drop down and select the particular workspace where you're duplicating I'm going to click on select pages and now it shows me the particular payment receipts PDF generator file which I've already generated okay I'm going to click on allow access and it will start to read all the template elements and the database elements once the authentication is successful so authentication has been successful and it is taking us back to the PDF output and we need to give it a few seconds uh as it loads the database elements and the template elements meanwhile what I want to tell you is that uh this entire template is customizable for a requirement this means you can customize it in whichever format you wish to want uh to have it so as an example if I want to make some elements bold I can do it right over here and I can add the spacings whatever is required okay so whichever way you can you want to customize you can customize it for a requirement just ensure that whatever placeholder elements you want to replace from a database make sure it is placed inside the curly braces so that it gets uh synced properly and the output is generated if you notice all these placeholder elements are exactly the same that is matching over here in the database and nothing is uh showing as a match so this helps to sync all the elements properly and generate a proper PDF file without any errors okay so just ensure that this exact naming convention matches with the database that you have available at your end so you can customize it as per requirement and uh make the same changes in the database now's let's head back to PDF output we are in the screen and let me quickly refresh this so that all the elements are fetched properly now if you select on this drop down you'll be able to see this payment receipts database click on this and correspond responding to that also select the payment receipt template okay so I'm going to click on payment receipt template I'm going to give it a name let's say it is payment receipt click on next and now it starts loading all the elements of the database as well as the template and it will automatically map both the things if everything is laid out correctly so you can see that we have the notion properties on the left properties are nothing but the database Elements which are available over here and everything is laid out on the left and corresponding to each property we have it has already autom mapped all the template elements okay because all the names were properly matching everything got automa correctly if anything is mismatched it will show like this I need to Simply go inside and search for the proper element whichever you want to map okay so as you search you'll able to see all the elements and you can simply click on this and it will automatically map again in this uh particular view you have the filter option search option as well as a sorting option by filter option you can also see the unmapped properties if anything is not mapped and you can so see all the properties with the search option you can search for any particular element as for a requirement and you also have a sorting option to sort out all the properties for your use case okay so now everything is set up correctly let me click on export as I hit on export you will be able to see that it will automatically add a PDF status column to this particular database and uh this column is a um is used to denote whatever rows need to be generated so by default nothing is ticked and once it start generating everything will be ticked so as you can see everything got ticked this means this particular row has been generated for a use case and if you go to the PDF output you can see the export has been successful okay so I can click on preview sample and it will show you a sample file of what it has generated for us so you can see that the payment receipt has been generated and everything has come out correctly I can click on download all and it will also download all the files and once I go inside these files I can see all the files which has been generated so as an example this is the receipt number one which was generated if I go to the other receipt receipts it will also show me different receipts as for the different information that was that was added up earlier okay so every file that you generate it corresponds to the corresponding rows in the notion database and it puts all the elements uh in it place as an when required so this was a quick demo for your use case of how you can use this to generate uh payment receipts just one more thing I wanted to highlight was uh let me quickly refresh in the connection section that you see over here once you click on this uh you will able to see all the past connections that was created so we just created a payment receipt and we generated a file for this so once you click on this it will automatically load up the database and the template for your use case so that you can click on next and start generating from here on you don't need to manually add the database and template every time okay that's the use of connections and we have already discussed the template side you can click on this and select multiple templates if you want to and finally if you're on the free plan you will have a watermark of PDF output coming in the PDF gen generat templates and you can click on this and upgrade to any of the particular plans and activate and uh the subscription so that you get a a non-watermarked output as I just showed you okay and under the settings you also have an option to change the page format as in which uh if you wish to have click on save to change the page for page format for a use case and you also have a feedback option where you can send in a message and it will directly hit my inbox and I'll be happy to assist you on any of these requirements whatever comes my way okay finally under the help section you will find the demonstration video which will help you set up this particular uh setup correctly so that you generate PDF documents without any issues so I hope this explanation was helpful to you if you have any questions please 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