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Quickbooks invoice template excel for Finance

hello welcome to this video in this video we're going to be talking about the world of Excel and QuickBooks combined you see QuickBooks Advance hasn't been around all that long but already had some great features added to it and one of those is called spreadsheet sync and the idea here is that we can utilize the world of excel to get more out of QuickBooks itself and we've already done a few videos on this sort of concept before if you think about it we've looked at having the opportunity to do videos like bringing it into Google Sheets and being items like that if you look back at some of the videos we've done where we've been looking at gacom and live view to be able to bring QuickBooks into the world of Google Sheets and as great as those Solutions are a lot of the criticism I've always got on those videos is that well that's great but I don't use Google Sheets I use Excel and this opportunity then brings that into fruition now the good thing about this as well is that there are actually some opportunities here to sync both ways and that's where I think we're going to see a lot of excitement coming your way so let's roll that intro and go straight into the world of what spreadsheet sync can mean to you and your business [Music] hello my name is I'm Patrick I'm a chartered accountant a certified UK trainer for France new logo as shown here that QuickBooks chat on the internet as shown here and also head of accounts here at fourfix now in today's video we're going to be talking about the world and wonderful world of spreadsheet sync and we're going to have a look and see how it could be worked for you and your business so let's not have any more introduction let's go straight into it see exactly what I'm talking about let's hold up okay so the world of spreadsheets sync it's all going to come from a QuickBooks advance and what you'll notice in the top right hand corner on your company Cog you're going to go through tools and then from tools you're going to go down to spreadsheet sync just here now it's going to tell you exactly how to get this done just a few steps start using spreadsheet sync allow the browser to open a link in Excel trust these add-in and then sign into spreadsheet sync with your Intuit ID let's go I'm going to make sure you're happy with it open this link now for me I've already installed this so actually I don't need to go through this one again but basically it's going to give you a spreadsheet and on there is going to give you the link here you click on the link you'll sign in and then enable it now what is the cool thing is it's all to do with this spreadsheet sync at the top here and what you'll do is press spreadsheet sync and this will activate for you the world of spreadsheet sync so let's sign in and have a look exactly what's going on one of the advantages of this straight away is that with the other Solutions we use which went to Google Sheets you have to license for them and also and you had to have the right permissions in place and there's a few things that although easy to understand and get your head round was just that extra bit of complication in this on the other hand though there's no complication whatsoever it's literally as simple as you have Excel you download the plugin get yourself logged in and you're already off to seeing what this Advantage can do okay so straight away as soon as you go in it's going to give you some opportunity to understand what's going on there is a beta sign just here so don't expect everything to be working exactly straight away but we know it works pretty well so we should be absolutely fine welcome to spreadsheet sync combine the power of excel in QuickBooks learn what you can do or jump right in so pressing this little button here gives us a nice little video so as you can see here it's only in the QuickBooks Online Advance it gives you access to QuickBooks for info build reports Major Performance record transactions and more and what really excites me is this bit here you connect your spreadsheet sync to Quickbooks download in store spreadsheet so it makes it dead straightforward you can bring in the information you can connect to the spreadsheet and this is a breakdown of what it looks like to that new add-in you just need to trust this add-in connect to the spreadsheet sync build reports we're going to have a look at that in a moment but then the exciting thing is edit data in Excel so you get a two-way street and this is one of the only ones softwares where you're going to have that option to really bring that into place I'm going to play around with that as you can see you also have some help guides how to set up report how to edit and post data and spreadsheet frequently asked questions all right let's get started first of all we're just going to build our first report we're going to use my Quickbooks data from there we can bring in any data source we want so we've got special reports we've got accounting reports business overview we've got manage accounts payable manage accounts receivable review expense and purchases and review sales so let's go see some of the ones we would know with so let's go and have a look at profit and loss let's go straight away and just bring in that trial balance see what it looks like and select data to get now we've chosen what we've got we now have this wonderful filter name at the top here so we can call it and add the filter if we want to we can see if it's cash or crawl and then we can put a date range including Dynamic date ranges as well so let's do the whole this financial year or you can make your own oh we even have the opportunity to select cells where they get the parameters so you can make this to be super constructive where you could create a dashboard where you change the date range or then automatically bring in the dates for you that to me is going to be something really powerful all right let's add two new sheet and see how it brings it in straight away it's doing exactly what we've said a list of trial balance this here is telling us when it last got updated so that's great to see and the information is already here with a nice little filter system that you can use on Excel now just to be clarify on this one I'm using this it's on the Mac so your Excel may be slightly different but functionality wise it's going to be exactly the same now one thing I'd like to be able to see here is the ability to be able to edit what data comes in but at the moment though at least we are getting the data come through we can see the numbers um and we can see anything that's coming through and again it's giving us a type opportunity there which I like there's also opportunity in the right hand side to reload as well so we can keep things reloaded so that was my Quickbooks data what about Advanced template well set template simple management reports simple manage report edit and what that's done is it's given us an opportunity to see notes and control so we can change items here so let's bring this into our 2021 and this is really showing you where this template idea can come into play so in fact let's do 2022 we can see the months that we want to be looking at year to date a comparative period total period previous month and this is really bringing in that opportunity and it tells you here how once we've set up parameters sample data change the values go to the sheets before refreshing and then when I press refresh it's going to change the data Around for Me based on the information I've got here I've got a nice little loading option down there but this really proves how you're going to have loads of options to be able to bring data in like this and then be able to create it so you can change it as much as you need to as you can hear trial balance multiple periods we've got year to date figures being dragged in we've got the opportunity to look at the balance sheet and you can see the figures that have been brought through there and then we've also got our profit in the last multiple years as well now one thing I can see here is once you've created that that kind of locks this into place we can't add any more so let's just do a file now let's have a look at what other options that we have so it's going to choose sync get started go to report existing file so this is where we want to bring in a report you've already built and then you can just save it and maybe change the client around so once you've absolutely nailed how you want this look and feel to be you could then bring it over from there as well so it's quite a nice little feature ah building reports bringing them in absolutely fine and again that's what we've had with Google Sheets ultimately from my point of view I think just the report side I think the dashboard side of things you still may find the Google Sheets element could be a little bit cleaner and more useful because you can set it to ultimately to automatically refresh one of the disadvantages we've kind of got here is that you don't seem to have that option to be able to set it to automatically reload it's going to be a case you'll have to go into the file maybe you can have it upload and and refresh on on Startup but to have that live database or that live flow without using things like macros and stuff you're probably not going to be able to achieve it as quickly and as clean as you would be from the obvious but doesn't mean that it's in the world so it's definitely going to be the case that still if you want just standard reports then it's probably going to be better off for you to be thinking about utilizing some of the other options so it goes to Google Sheets but what I think is really powerful here is because it's built by QuickBooks it's that ability to bring data in and that means where I'm going to get quite excited about it so let's have a look so here's we're getting the opportunity to bring in some templates we have invoice and bills journal entries suppliers class purchase employees time activity estimates and accounts so let's do what we know best invoicing builds you also have the opportunity to bring in existing records from QuickBooks use your user filter to bring in only the records you want oh wow so let's tick that little box as well if it'll let me and post data to QuickBooks ready to post data I'll show you one to continue uh not at the moment no well that's how we would post at the moment so let's first have a look look at the notes and controls as you can see here we've got organization name we've got invoice Bill credit note okay right let's bring some data in so here we go there's this concert on invoices for now and bring those invoices in and this is going to give us some indication of what that data should look like so as we can see here here's our data coming through now this data should relate to the sales and invoice lists that we have here so as you can see we've got this sort of data coming through I brought an invoice list so let's look at one two eight four for camera battery should be eight nine four one two eight five Karen Bentley exclusive taxation services and if we keep going 20 v8t for that data's in there so let's change it let's do something simple let's change the description we don't want Services provided which is the current name of it if I look here look into it edit the invoice Maybe so service provider 745 is what it is at the moment so let's change that so I'm going to take from service provided to test Advanced upload now if I post data to QuickBooks and I say yes let's see what happened okay so I haven't said that I want to post this one too let's say yes to that oh you can even upload a sheet yeah go and then let's upload that as well let's put this as 500. success one two eight five has gone in link viewing QuickBooks so if I want to I could copy this so let's go in to remember what it was before let's have a look and see what it is now an invoice you can see it's changed test Advance uploaded here quantity one rate 500. um the attachment didn't attached but that's fine but everything else though has changed exactly how we wanted to change how cool is that but what that does give you the opportunity then is to do maybe a bit of automation if you need to we could then start looking at possibility here I've been able to add some extra bits in here to really enhance it so what we could do is at the moment we're looking at invoicing bills but let's look at journal entries this is where we can test it a little bit so I'm trying to bring in my journal entries here so with that what I can do add a new journal entry just as an example so I'm just going to put journal entry in let's say work in progress even if I've not got one so I've added my first Journal here so let's see how we can get that data into here because it's not going to come through automatically which again is probably one of the disadvantages of having QuickBooks but if I was to refresh the data reload load the data in and then I press a little button to bring existing records in and press OK bit clunky but this should be a way in which I bring that data into QuickBooks in line itself let's see and as you can see now that first journals come the important bit is that the journal number has to match but then you have as many little ones as you want and you can see the numbers are starting to come here uh Garfield it's brought it in incorrectly though because the GBP should probably be here but anyway let's figure it out so let's say yes yes invoice number two but today's date 13 for the 11. 2022. let's do and let's do an adjustment to work in progress again let's do it the other way around let's see if I can get away we don't have to do that so let's try and reduce my work in progress by 500 pounds again against sales okay so there's definitely something not right here I don't know if they've not put it into the right columns or something but it's making me have to put my GBP in here let's go into that column at the top is my debit column so unfortunately I'm not even allowed to type in that one okay so I don't think this is going to work but we're gonna give it a go I'm gonna give it a go I'm gonna hit the bar down all that all right so let's post this and see what happens really special script box let's have a look so I should see my working period produced by 500. it seems a little bit buggy but bugs we can deal with bugs we can fix but what this gives us the power to do is start to automate some processes so I think we'll leave it there as a first look this gives us an opportunity to stop thinking about what we can bring in to start really enhancing this process because to me this way we can start really start to do some good I'll be able to bring some real great opportunities here think about having to bring in data from another source maybe your epos solution your till bringing your till directly into QuickBooks just by click of the button sounds really powerful got a lot here that I think can be really useful and we just need to get our head around exactly how best to do it that's our first look at what I think is can be a huge feature to QuickBooks Online advance giving us that chance to automate giving us our chance to really go for it and I'm really excited about what this means going forward so if this is something you want me to look in more detail please do use a comment section below I'm definitely going to be revisiting this at some point but the more comments we get below more likes and shares and everything else the quicker I'll come back to revisiting this process I'm really excited for this and again even though I wasn't able to get that journal entry to work because of a bug I think once those bugs are sorted out we're into a real good place I've been able to push this even further my name has been on Patrick don't forget to like subscribe and share all that sort of stuff again the more we get on this particular video the better we're gonna be at being able to make sure we have everything we need to get this right my name has been I'm Patrick and always this video has been absolute pleasure to do for you and I'll see you next video bye for now foreign [Music] [Applause] [Music] [Music] [Music] with the monkeys can't I tell you it was just but don't you worry it was just so fun [Music] [Music] [Applause] [Music] foreign [Music] [Applause] [Music]