In this article, we'll see how to use AutomatedDocs to create invoices from Excel when a new row is added to a sheet.
This enhances your workflow by utilizing native integration between AutomatedDocs and Excel to automatically create all your invoices without any manual work.
Our example will cover invoices, but the approach will also work well for other documents like quotes, sales orders, purchase orders, or any tabular content.
Limitations of Using Excel to generate invoices
Using Excel templates for invoicing has several limitations that can impede efficiency and accuracy. One significant drawback is the extensive manual effort required, including tasks like entering customer details, invoice numbers, and payment terms. This manual process is both time-consuming and susceptible to human error, potentially leading to discrepancies in financial records.
To overcome these challenges, we offer an adaptable solution by integrating AutomatedDocs with Excel. Excel serves as the data source, while AutomatedDocs generates invoices from templates.
We will demonstrate this solution by guiding you through the creation of a PDF invoice. The necessary components for this process include:
- Invoice template: We will use a DOCX file, but a Google Docs file works as well.
- Sheet with invoicing data.
- AutomatedDocs account.
- Google Drive folder to upload the created invoice (optional).
Configure AutomatedDocs for Excel Automated Invoicing
1. Upload Your Invoice Template
The first step involves configuring our document creation with AutomatedDocs. First, we select aready-to-use invoice template, or we can create a new one by adding the correct tags and fields.
From the Templates section, let's click "Add New" and upload the template
Once uploaded, our template is ready.
2. Connect Excel with AutomatedDocs
We already have a ready-to-use sheet in Excel with the information for our invoices.
To connect the sheet to our template, let's click on Data Integrations > Excel
After choosing the sheet, we need to map each field in our invoice template to the corresponding sheet column.
Finally, under "Advanced Settings," we will find the Data Grouping setting. We need to use data grouping to place multiple rows from the same spreadsheet into the same document. In our scenario, we will choose Invoice Number.
With this setting, AutomatedDocs will use all the rows where the column "Invoice Number" is the same in the same document.
3. Automatically Send the Invoice to the Customer
After setting the data source for our workflow, we have to set up how we will deliver this document. From the Template Settings page, let's click on Document Deliveries and finally Email.
From here, we can configure to whom we will send this generated invoice.
We can use any field from the document to build our email.
4. Save Generated Invoices in a One Drive Folder (Optional)
If we wish to also save the generated PDF in a One Drive folder, from Template Settings, let's click on Document Deliveries and finally on One Drive.
From here, we choose a folder within One Drive to save the created PDF.
By leveraging the powerful integration between Google Sheets and AutomatedDocs, you can significantly streamline your invoicing process, reduce manual work, and minimize errors.
Our step-by-step guide has shown you how simple it is to set up and automate your invoicing workflow, ensuring that your business can focus on growth rather than administrative tasks. Sign up for a free trial and experience firsthand how AutomatedDocs can transform your document creation workflow.
