Automate Your Invoicing with Make [No-Code Tutorial]

Streamline Your Invoicing Process with Google Sheets, Docs, and Make

In this video, Marvin Aziz, a freelance designer and developer, shares his experience of struggling with managing accounting and invoicing processes when he first started his freelance journey. He then shows how to automate the whole process for free using Google Sheets, Google Docs, and Make (formerly known as Integromat).

Introduction

• Marvin Aziz introduces himself as a freelance designer and developer who struggled with managing accounting and invoicing processes when he first started his freelance journey.

• He found a way to automate the whole process for free without a single line of code.

Using Google Sheets, Google Docs, and Make

• Marvin Aziz uses Google Sheets to store invoicing data such as customer name, project name, invoice number, sum amount, VAT amount etc.

• He then uses Make (formerly known as Integromat), which allows you to connect multiple sources of data without using code if you don't want to.

• Marvin prefers Make over Zapier because it's more powerful. It can do more than Zapier if you are interested in signing up please use my link below it's an affiliate link and I earn a small commission in case you decide to go for the paid pricing there's a free tea as well so you get a thousand operations per month it's going to be free forever so yeah definitely go ahead and create an account there.

Automating the Invoicing Process

• Marvin sets up an automation in Make that copies data from the Google Sheet into an invoice template document in Google Docs by replacing placeholders with actual values from the Google Sheet.

• The automation then downloads a copy of the invoice document and uploads it into a specific folder where Marvin can always find it.

• Finally, the automation creates one Word document out of it and copies that file into a PDF. The PDF contains an invoice with the invoice number, current date, project name, customer name, sum amount, VAT amount etc.

Conclusion

• Marvin offers to share his invoicing template and Make blueprint with viewers for free.

Overview of the YouTube Automation Process

This section provides an overview of the YouTube automation process and how it works.

Google Sheets to PDF

• The data is stored in Google Sheets.

• The data is then transferred to a doc, which is used to create a PDF.

• The PDF is saved in a folder called "YouTube automation folder".

Folder Structure

• A new folder for the current year is created within the "YouTube automation folder".

• Another folder with the name of the company is created within that year's folder.

• The dock and PDF are saved in this company-specific folder.

Setting Up Triggers in Make

This section explains how to set up triggers in Make.

Watch Rows Trigger

• To watch for new data, use the "watch rows" trigger.

• Add a connection to your Google account by clicking on ADD and signing in with your Google account.

Spreadsheet Setup

• Choose your drive and spreadsheet.

• Use the YouTube automate invoicing spreadsheet.

• Sheet name: Invoices

• Insert data only for green columns (customer ID, project, invoice number, sum, description).

• There's another sheet called Customers where you can add customer information.

Retrieving Folders from Google Drive

• Search for files or folders within your YouTube invoicing folder.

• Retrieve folders by searching within file or folder names.

• Use functions and variables such as dates formatted using basic JavaScript functions.

Automating Invoices with Google Sheets and Docs

This transcript explains how to automate invoices using Google Sheets and Docs. The process involves searching for a folder, copying a template, replacing text in the document, downloading the document as a PDF, and uploading it to Google Drive.

Inserting Date Field

• To insert the date field of your Google sheet, use the format:

=TEXT(TODAY(),"yyyy-mm-dd")

Searching for Folders

• Search for the exact term and limit it to one close.

• If the folder exists, search for another folder within that folder.

Copying Template and Replacing Text

• If a folder is found, copy a template from templates YouTube invoice template.

• Replace variables such as contact person and customer name with information from the Google sheet.

Converting to PDF and Uploading to Drive

• Download the document as a PDF using downloader document module.

• Upload the file to Google Drive in the previously created folder.

Automating Invoice Process

• Create folders if they do not exist using fallback root method.

• Additional automation steps can include emailing or sending Slack messages to clients.

Overall, this transcript provides an overview of how to automate invoicing using Google Sheets and Docs by searching for folders, copying templates, replacing text variables with information from sheets, converting documents into PDF files, and uploading them onto Google Drive.

Introduction to Make

In this section, the speaker introduces Make and its benefits for workflow management.

Benefits of Using Make

• Connect your calendar and create a new entry with a reminder.

• Set reminders for payments received.

• Easily manage workflows and save time.

Free Blueprint Download

In this section, the speaker offers a free blueprint download for viewers to use in their own businesses.

Free Blueprint Download

• Export the blueprint for free by clicking on the link in the description and entering your email address.

• Receive a template sheet for customers and invoices along with the blueprint download.

Conclusion

The speaker concludes the video by thanking viewers for watching and encouraging them to like and comment on the video.

Conclusion

• Thank viewers for watching.

• Encourage viewers to like and comment on the video.