In this article, we'll see how to use AutomatedDocs to create invoices from your Google Sheets table when a new row is added to a sheet.
This enhances your workflow by utilizing native integration between AutomatedDocs and Google Sheets 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 Google Sheets for Invoicing
Using Google Sheets for invoicing comes with several limitations that can hinder efficiency and accuracy. One major drawback is the significant amount of manual work required, which includes tasks such as entering customer details, invoice numbers, and payment terms. This manual process is time-consuming and prone to human error, which can lead to discrepancies in financial records.
Additionally, the need to copy and paste data between sheets and documents can create inconsistencies and further increase the risk of mistakes. These limitations make it challenging to maintain a streamlined and error-free invoicing process, especially as the volume of transactions grows.
To address these challenges, we offer a flexible solution by combining AutomatedDocs and Google Sheets. Google Sheets provides the data, and AutomatedDocs generates the 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 Google Sheets Invoicing Generator
1. Upload Your Invoice Template
The first step involves configuring our document creation with AutomatedDocs. First, we select a ready-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 or choose one from our Google Drive account.
Once uploaded, our template is ready.
2. Connect Google Sheet with AutomatedDocs
We already have a ready-to-use sheet in Google Sheets with the information for our invoices.
To connect the sheet to our template, let's click on Data Integrations > Google Sheets.
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 need 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 Google Drive Folder (Optional)
If we wish to also save the generated PDF in a Google Drive folder, from Template Settings, let's click on Document Deliveries and finally on Google Drive.
From here, we choose a folder within Google 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.
