Zapier invoice automation: invoices made from a sales sheet

The problem

Many small businesses keep their sales in a spreadsheet.

Then they type the same details again to make each invoice.

That means double the typing, and more chances to get a name or an amount wrong.

What I can set up

When you add a new sale to your Google Sheet, your invoice is made for you.

1. A new row in your sales sheet starts it.
2. It checks the row is complete, so half-filled rows are skipped.
3. It tidies the date and the amount into the right format.
4. It fills your own Google Docs invoice template, with your logo.
5. If you want, it saves a PDF copy in your Google Drive.
6. It adds the invoice link back to the sales row, so you can see what has been invoiced.
7. If a sale changes, you can fix it in the sheet and make a new invoice.

You stay in charge.

You choose: it can email each invoice for you, or leave it ready for you to check and send.

Before it changes an invoice, it checks your sent emails to see whether that invoice has gone out. If it has, it marks the old one VOID (cancelled), adds "_void" to its file name and makes a new one. That way you can tell cancelled and current invoices apart at a glance.

Apps used

Google Sheets, Google Docs, Google Drive, Gmail, Filter by Zapier, Formatter by Zapier, Paths by Zapier, Storage by Zapier, Delay by Zapier.

Who it suits

Any small business that already logs sales in a spreadsheet and makes invoices by hand.

Want something like this?

Tell me how you make invoices now.

I'll tell you if this would work for you.

https://oncenottwice.co.uk

Questions

Can it send the invoices for me?

You choose at set-up. It can email each invoice to your customer for you, or leave it ready for you to check and send yourself.

Which apps does it use?

Google Sheets, Google Docs, Google Drive, Gmail, Filter by Zapier, Formatter by Zapier, Paths by Zapier, Storage by Zapier and Delay by Zapier. Gmail checks your sent emails. If you choose to have invoices sent for you, it also emails each invoice from your account. If not, it doesn't send anything.

Whose Zapier account does it run in?

I usually build it in your own Zapier account. When the job is done, I remove my access.

What if a sale changes after the invoice is made?

You can fix it in the sheet and make a new invoice. First it checks whether that invoice has gone out, from the Sent tick in your sheet or your sent emails. If it has gone out, it marks the old invoice VOID (cancelled), adds "_void" to its file name and makes a new one with the next number. That way you can tell them apart at a glance. If it doesn't, it updates the invoice under the same number. If you send invoices yourself, tick Sent in your sheet or send them from the email account it's connected to.

How much does it cost?

From £150, price agreed before I start.

Related pages

Zapier automation in Bury and Greater Manchester

Payments checked against your fee sheet

Also see the Once, Not Twice Invoice Generator.