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Wave invoice template for organizations

in this video I will show you how to create invoices in your accounting system directly from a smart Suite CRM so I used Wave Accounting but there are other services like QuickBooks and xero that you can basically do much similar process with a click of a button in smart Suite we will trigger an Automation and make.com and create the invoice in wave so make sure you check this one out welcome back to our Channel if you're new here my name is Zach Stevenson I am a business processes and no code consultant if you have questions about streamlining your processes send me a message or book a free consult using the link in the description below to get started with this you will need a CRM So today we're going to be using smart Suite I already have one pre-built it is pretty simple most people's will probably be built out a little bit more and have additional information but for the tutorial this will really get you started and has the core elements of a invoice and a CRM system so I do have leads and contacts in this as well but basically all we will really need is mainly this invoices application and and it connects to a company as well so just to show you what that looks like here's a company really simple in our case we have a company name you can have a website an additional information as well we have an address so this could be a billing address in this tutorial what we're going to do is just create the invoice so I've already added the company or customer into the accounting system already at later date I will probably create some sort of video showing you how to automatically create a new customer or a new company into Wave Accounting or QuickBooks or whatever kind of software you use but really the important piece is when you create a customer whether it's QuickBooks zero wave whatever accounting software you will need a wave or a customer ID so they'll all look a little bit different be a number different number of characters but the important piece is to get that into your CRM or your billing software that's outside of your accounting software so let's say for example we've run an automation already or we've had a invoice created in the past for this customer and we have obtained this customer ID and it needs to exist in our solution somewhere so from here we're really going to focus on the invoice tab as you can see I just have an invoice ID that's been Auto generated just pulling in the invoice number which the invoice number is just simply the Auto number field and I've just renamed it and then the link to a company so if I scroll across I have a link to field and it's just linking to the company and I'm pulling in the global Traders name basically what we have done I'll come back to those first few fields in a moment that will have an invoice amount and an invoice date so that's the date that you're going to be sending the invoice we're going to have terms so this one here is just a single select field so I have a few different options 7 Days 15 days 30 days and 60 days and then if I open up the field settings I got a default so most my invoices I say are 30 days so that's fine if I click this button here sorry the one beside it takes span I'm able to click this include value so I'm able to assign a value to the the name here so I just went by the number of days so 15 30 60 and 7 days so I've signed values to each of those so that when I select when I select the term here it has some sort of numeric value assigned to it because what we're going to do is I am going to run the term from the CRM here I'm going to pass that into our accounting software so here's our invoice date with a net of 30 days and 30 days from this date here September 9th so this is just a formula field so I've called this one invoice due date and what is happening here when you add the formula field type you have to click on the bottom left here corner here Advanced editor and we're going to use a date add function so the date add function first thing it's going to do is look at the invoice date so we're getting the date that we've selected then here's another function and it's called numeric value and numerical value is what extracts number the value that we have assigned to that single select item so we selected 30 days in this case so what it's doing is pulling the date we're extracting the numeric value from that terms field and those all are listed in days so this could be months or seconds or so on and you can see some of those options here so minutes hours so I was incorrect there you can't pick secondly pick minutes hours days weeks months and years so that's what that formula is doing it's creating this date here I already mentioned the link to company we have the invoice number which was just the Auto number here is the services so that is just a simple text field everyone will have slightly different options if they have different line items but essentially what this is going to do is just be a description in a line item field on our weave counting invoice so here's just the different maybe the different items or the different services that we provided and then again this is I just used a formula field so I'm just pulling in that wave customer ID from company here you could probably use a lookup field as well that would probably pull it in as an array so back in make you would have to use a function along with it so I just find this being the easiest way so that is the invoice application set up so from here and again I will come back to these in a moment but from here what we're going to do is go to make.com and you set up an account and you get a few two different scenarios on the free account and a limited number of operations per month so you can get set up here so our first module is our initial module it's just a web hook so if you right click on the initial option you can select or search for web Hooks and select the web with the web hook you'll have to click add I've already done that pretty straightforward name it whatever you want and there's this URL here and you can once you've created that web hook just copy the address and you'll need to keep that address and go back into our invoice or our CRM and go to the invoices application and then what I did we have a few different options you just do this as a formula field or really whatever you want but what we're going to do here is so I added a button field that's going to create the invoice so then we can go down to edit formula and you can ignore first part here but basically what we need is a concatenate field so what you're going to do is paste that web hook in here and you're going to add a question mark and then you're going to use and you can call it record you can call it whatever you want here basically as long as there's no spaces so I just named it Rec or Rec record and then sign it equals and then draw in the record ID so what that's just doing is concatenating web Hook from here so this web hook here and assigning the record ID to it so that when that is clicked it will pass that record ID back into make and then that way I will be able to get that record from Smart Suite to pass information later on into the accounting software so all this if is doing is making the button not clickable if something already exists so basically if an invoice is already being created and the link is here this button will no longer be clickable so that's all that's doing so from here when we click that button it will pass information to the web hook which will pass information to the make an API call you could probably also use get record but I like using this it seems to work well for me so make an API call and what we're doing is the URL we're using is a get record or get records and you'll just have to find that in the API documentation which you can do from here and solution API so to use make an API call you'll just have to get this URL and it starts with the slash after V1 for applications this is your solution app ID and this is just passing in the record and you can get that from the API documentation right here quick insert here to get a little bit more detailed on the documentation so what I was referring to is let's say in your invoices application or whatever or table that you're looking to retrieve the record from we will select it from the list here and then you can go down to retrieve a record and it will bring in this information so the URL I'm referencing is this one here or even more so this one here so this is the URL to make an API call and then it also has your solution or application ID built in and then this is referencing specific record so after the records and the slash this is where you want to dynamically Plus in the record ID so from there once we have got the record data we can go into the wave module so you'll do create an invoice module and wave again you'll have to connect to your web account or if you're using QuickBooks it'll connect to your QuickBooks account and so on pretty straightforward you just click add and you have to sign in and it does the integration and connection for you so here's my business ID here's my customer ID so I'm getting that as you can see when I hover over it it flashes the smart Suite option here so this customer ID is the first thing I mentioned and it's this information here so this is what is already been created in web accounting so we're going to pass in that customer ID I want to leave it in the draft status so I can go double check make sure that the data was passed correctly before signing off you can enter your currency here you could also add that in your invoice system or in your smart Suite CRM and pass that through dynamically here's the title to your invoice here's the invoice number so again these are all whatever you want them to be within your own system right here the body that is grabbing these services so those are kind of my line items or the description of the services I'm providing here's the price which I also have in as an amount in this record and then a product ID so in Wave Accounting there has to be a product that or service that already exists I just created kind of a template or dummy one for the time being because really it doesn't matter to me so much what it says as I am just going to list out the work or the tasks or whatever it is that I completed in the description here so I just kind of a template again you could have that all recorded dynamically in your smart Suite system to pass it in here so that's pretty straightforward again invoice date due date explain those in depth and smart suite and that is basically it for this purpose um there's additional information that you can have passed through as well but it's pretty straightforward once you read through it and then from there the last thing I'm going to do is I need to update the record so this record here back in smart Suite and we're going to just use that initial record that we passed in from the web hook so in the invoices application we're going to pull up and find that record and the only thing I want to update is I want to add the URL to the invoice back into our smart Suite CRM so then that way soon it's been completed and invoice has been added I just click this button and I don't have to leave the screen and I are sorry I can click the create invoice I don't have to leave the screen it will create the invoice back in web accounting and it will update the link here let me just click the button to open it and we can view our invoice before signing it so I will demonstrate what that looks like I'll just turn this on and make sure that we have all the data that we need here which we do and I can click create invoice so you see after running that automation so when I click create invoice it does open up a window and it just says accepted you can close that out and within a few seconds it creates invoice links it back here and I can click open invoice and you see here it passes in the information and mount due invoice date invoice number payment date and then the services and basically all the information that lives within our smart Suite solution that we wanted to pass to it so again we can take this further imagine something it could look like is there would be a router that looks for a customer or looks to see if a customer has been already created or exists within your accounting software and if it does not it would split one way to create the customer and then create the invoice and then if it does find that customer and it just creates the invoice customer but for the time being this is pretty simple setup to get started from your CRM to create an invoice with mate back into your accounting system and then link that back into your mark tweet CRM so that you have access to it there so that's it for this video hope you enjoyed it if you did hit that subscribe button so that you can get done further tips tricks and tutorials in the future thanks [Music]