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Quickbooks invoice template excel for Operations

how to automate invoice Creation with Ms Excel so assume that you and your team members are adding the invoice and the customer details into Ms Excel and with that data you want to create an invoice automatically into some accounting or an invoicing software like QuickBooks so in this video I will show you how you can integrate your Excel sheet with an accounting or an invoicing software like QuickBooks in such a way that whenever the new details are added here how the invoice will be created automatically in QuickBooks in place of QuickBooks you can also connect your Excel sheet with different invoicing software like xero and automate the process of invoice Creation with the MS Excel data want to learn how you can do that come with me and I will show you everything step by step so this is my Excel sheet in which I am going to add all the invoices details and with that data I will show you how you can automatically generate invoices into the software like with books okay and in order to automate this process I'll have to first build an integration in these two application which I am going to do with the help of family connect which is an integration and automation software I am an existing user of public connect so I am already logged in you can also create your free account in public connect in just two minutes from this sign of free button and in the free account you will also get free tasks to test these kinds of amazing automation okay now once you will reach to the dashboard of Pardi connect firstly click on this blue button that is create workflow and then provide any random name to your workflow to your automation okay so I have provided the name as automate invoice Creation with the MS Excel now simply click on Create and after that you will notice two boxes okay so these boxes are called as trigger and action and here the trigger means when this happens an action means do this so whenever this happens then automatically do this try to understand with an example also let's say whenever a sale happen in a payment Gateway application then automatically send an email via Gmail application to your customer okay so this is how you need to always select the applications in which you are building an automation okay so ing to our use case whenever any new customer and the invoice details are added into this Microsoft Excel application then automatically generate the invoice into QuickBooks accounting software okay so let me select the same in this action event that is QuickBooks okay so this is how I have selected both the applications in this trigger and the action build okay and now the idea here is I am going to connect both the applications one by one with the public connect so let's connect our Excel sheet with the public connect so firstly I will select to the trigger even that is whenever any new row is added into the worksheet this automation should trigger okay so simply click click on this connect button click on add new connection click on connect with Microsoft Excel and then you will have to provide the access of your Microsoft Excel account okay I have provided this access already basically I am already logged in into my Ms Excel account so instead of asking me the access it is directly asking me for the permission so I have provided the permission by clicking on accept and this is how the authorization will be successful and my Microsoft Excel application will be immediately connected with the public connect all right so it is connected and here you can notice because we are connected whatever the workbooks are available inside my Excel account have started visible here okay so currently I will select this specific workflow workbook I'm sorry for that the name of the workbook is all invoices data okay so let me search for the same that is all invoices data all right here we have the workbook and you will notice that the worksheet will be already selected automatically selected because we have a single worksheet okay let me show you we have a single worksheet that is sheet1 which has got connected automatically okay I have closed the landing page for now okay now I am going to click on this button and you will notice that whatever the most recent data is available inside our Excel sheet the same data will be captured via family connect here you can see that the response is received and if I will show you the details of this particular response one by one you will notice that it is the same data of Excel sheet that is dummy customer demo at the ratepabitudes.com here we have the address here we have the earphones okay I think the email address is not correct how about a firstly corrected the spelling it should be family tools.com okay so here you can notice the addresses name the line item description is also same okay so the whole row data has been captured into public connect and let me click on this button once again all right so the correct spelling has been fetched okay so the presence of this data clearly shows that the connection in between our Excel sheet and public connect is working absolutely fine okay so now onwards what will happen every time you and your team will add any invoice or the customer details into this Ms Excel sheet the data will be captured via public connect automatically but in every eight hours because this trigger will check for the new data in every 8 as basically the trigger here is the polling base which is going to fetch the data in every 8 hours okay and once that data is fetched via public connect what should be the next step so basically it should create an invoice in QuickBooks okay but before we create any invoice in QuickBooks we will have to make sure that the same customer should be already available into the QuickBooks okay then only we will be able to create a new invoice for that specific customer okay so instead of selecting the action event as create an invoice firstly I am going to select the action event as create a customer because firstly I am going to create a customer and then further I am going to create an invoice for this specific customer okay so simply click on connect and just like we have connected excellent public connect now we are going to connect to this QuickBooks and public on it okay and again if it will ask you the access of your QuickBooks account okay but I am already logged in into QuickBooks okay so it will directly ask me for the permission all right so here you can notice my Quickbooks account is connected with the public connect and even the authorization is successful and here you can see that it is asking me several details which are actually required for creating a contact for creating a customer okay so let me provide the data one by one and the interesting thing is we have already captured the customers data into our previous step and we do not even need to manually copy this data and paste it here because we are going to map this data okay and mapping is very simple when you will click on this field you will find the above data the same data here in the drop down simply selected that data so for example it is asking for the name okay so let me map the first name and in the same way I am going to map the last name okay so this is how I am going to provide the details one by one basically I'm going to map the details one by one okay asking for the mobile number now you must be thinking that what is this mapping which I am repeating again and again in front of you okay so whatever the details I will map here these details will be replaced automatically when this automation will work in real time okay I'm repeating this again whatever the details we are mapping here these details will be replaced automatically when this automation will work in next time in real time okay so I have provided the basic data which are actually required for creating a customer how about I directly click on this button and once the response is received in this dashboard of tablet connect I will assume that the customer has been created successfully into my Quickbooks accounts and here you can notice that the positive response is received which means the customer has been created okay so let me refresh this customer section and wait for that customer to be created let us even check whether the customer has been created or not all right so you can notice that the same customer with the same name that is dummy customer has been created let me open the details of that customer and where is the email address of this person I'll have to check all right so this is the customer section and here you can notice the same email address is also here the same shipping address is also here okay so the presence of this data clearly shows that the connection in between QuickBooks and public connect is also working fine okay so what will happen every time you will add the new data Hill here I'm sorry every time you will add the new customer or invoice details here firstly a customer will be created automatically in QuickBooks okay and this might take at least eight hours okay so don't worry about that but for sure your customer will be created now once the customer is created what should be the next step so we are about to create an invoice into the same accounting and invoicing software that is QuickBooks Online in place soft QuickBooks again you can create the invoices in different accounting and invoicing software like zero okay you just need to search for your favorite application okay in the action event this time I'll go with this create an invoice simply click on connect and instead of going with the new connection this time I'll go with the existing connection because we have already connected our QuickBooks account with the public connect here you can notice lot of existing connections are available okay so simply clicking on Save and this is how my Quickbooks account will be connected with the public connect once again all right it is connected and here you can even notice that how the same customer is available in the drop down automatically okay but we are not going to select this customer from the drop down why because if I will select this customer manually from the drop down what will happen every single invoice will be created for the same customer okay so instead of providing this value manually I am going to map this value and again for mapping you will have to Simply enable this mapping button and then remove this ID yes this is the ID of the customer for the same customer of the same customer which is visible after enabling the mapping button okay so I will remove this existing ID and then I am going to map the ID of the customer now from where we will get this customer ID okay so when when we have created a customer into our QuickBooks application I'm really sorry for that you will notice that in the response we have also received the ID of the customer okay so here we have the customer job customer bill and here we have the customer ID which I am about to map it okay so again click on this feed and here you will find the customer ID simply search for the customer ID value okay so here you can notice the customer ID is available and this is how I am going to map the details one by one which are actually required for creating an invoice in QuickBooks okay so asking for the email address again click on this field and search for the email address from your Excel sheet data okay so how about I search with the help of add the ray all right so this is the email address asking for the shipping address so remember we have also provided the shipping address which was something like Premiere Orchard Bhopal okay so again I have provided asking for several other details okay so I am going to provide only the base basic details just to show you how invoice creation can be done you can provide the values as per your requirement asking for the transaction date and the due date let us check whether we have any due date into our spreadsheet into our Excel sheet all right so how many dates we have so here my team has added the transaction date and the shipping date okay so I'm going to provide the same details okay asking for the transaction date let me click here and search for the date all right so where is the date I'll have to check and here we have the transaction date asking for the doc number well if you will leave this particular field Bank the value will be populated automatically asking for the ship date and yes we do have the ship date okay again searching for the same and here we have the shipping date okay so I think I have provided all the important details know this uh item detail type is going to be the same the description is really in important okay and we even have provided the description of our product that is this okay asking for the quantity all right so where is the quantity asking for the unit price okay so do we have the unit price I'll have to check and yes we do have the unit price also asking for the line item amount okay so we do have the line item amount as well okay and do we have other details left okay line item discount percentage okay so I'll have to check whether we have provided any detail like this or not yes we do have the discount percentage and the tax rates percentage okay and the value is actually zero okay so I can directly search for that value and yes we do have that value okay so this is how you can map the details one by one directly from the MS Excel sheet and I think I have provided the details almost into the important Fields now again it is up to you that what kind of information you would like to provide in order to create the invoice lastly let me also provide the currency and we have the currency as this okay so I think I have added all the details now I am going to click on this button and I'm really expecting that the invoice will be created automatically while the responses received let us check this response well it is saying that the invoice has been created so this is my invoices section let me open that and check whether this invoice is created or not and here you can notice that we have the customer name as dummy customer let me click on that uh name of that customer and here you can notice we have the status of the customer and where is the invoice okay you can even edit this invoice and if I'll click here okay if I will click on this particular section you will be able to see the invoice link also I am going to copy the link let me open into the new tab and show you what what kind of invoice has been create okay so these are the details of the customer let me click on this button and check the invoice all right so here you can notice we have the bill to as dummy customer we have the ship to as this we even have the product name we even have the same pricing okay so this is how with some data of the Excel sheet uh the invoice has been created into our QuickBooks software automatically okay so this is how you can automate the process of invoice creation directly from your Excel sheet data yes now onwards your team just need to add the invoice and the customer details into the Excel sheet one by one and within few hours all the invoices will be created will be generated automatically into your invoicing software like QuickBooks you do not even have to share the access of this software with your team simply share your Excel sheet with the team and as soon as they will add data the invoice will be created automatically for that you need to create this automation inside public connect to just once after that you can sit back and relax because family connect will take care of all the tasks in the backend you do not have to do anything manually and just in case if you want to access this three-step automation inside your public connect account I will also attach the link of my automation into the description box okay you just need to click on this link and then sign up into the family connect for free and then you will be able to access this workflow the same workflow the same automation inside your public connect account that for free not just these applications you can integrate multiple applications and automate your business with family connect you can ask your queries at forum.tabi.com my team will surely answer to your questions this is the website of public connect and for the latest updates of public connect and unique automation ideas you can join our Facebook group that is form get dot deals if you have found this video helpful in any way share it with your friends and colleagues and also help them to automate their business like share and subscribe thank you for watching this video