Automated Invoice Templates in Google Docs and Airtable (+Free Template)

by | Airtable Automations, Google Docs, Google Drive, On2Air Actions, On2Air Amplify, On2Air Functions

Invoicing makes the world go ‘round. Well, that may not be the exact phrase, but invoicing is essential to any business that provides services. You do the work, your customer pays the fee, and you profit.

In this guide, we’ll show you how to generate invoices in Google Docs using Airtable data with the On2Air app . We’ve also provided a free Google Docs invoice template and Airtable base you can use to get started. 

 

In this article

What to include on an Invoice

When to Send an Invoice

Automatically Generate Invoices in Google Docs from Airtable

Create the Invoice Template in Google Docs

Set up the Automation

Automated PDF from Google Docs with a Single Click

How to Send an Invoice Through Google Docs

View Your Google Doc Inside Airtable

Step-by-Step Quick Review

Final Thoughts

 

What to include on an Invoice

 

You want to ensure your customer knows exactly what they’re paying for and when to pay. The most basic information on your invoice needs to include your company name and contact info, the client’s contact information, a unique invoice number, and your payment terms for when the invoice is due.

 

Depending on your business type or how you provide services, you might list an hourly rate and number of hours completed, multiple specific service deliverables, or list one overview description with a single amount that encompasses everything you completed.

 

You might want to include sales taxes or payment fees after your line items. Finally, you’ll want to list the total amount due for the invoice and how they can pay the invoice, whether it’s a link to pay through a payment processor like PayPal, Square, or by check.

 

When to Send an Invoice 

 

Before beginning services, you might consider having a sales contract detailing payment terms, such as when deposits are due and when the final payment is due. This eliminates any uncertainties about when to send invoices and when they need to be paid.

 

If you don’t have or don’t need a contract, standard payment terms are Due Upon Receipt or Net 30. Due Upon Receipt means the invoice should be paid as soon as it’s received. Net 30 means the invoice is due 30 days from the invoice date. 

 

Depending on the size of the business, you might be able to adjust the payment terms to a shorter term, such as Net 15, or longer to Net 60 if they have more requirements in their internal payables processes.

 

Automatically Generate Invoices in Google Docs from Airtable

 

If you have many customers or multiple projects, creating an invoice for each one manually can consume a lot of time. 

 

It’s quicker, easier, and less error-prone to create a single Invoice template in Google Drive and then automate your invoice creation by clicking a button. This is possible by storing your customer data and invoice details in Airtable and sending the information to Google Docs. 

 

We’ve already made it easy for you and created a Customer and Sales Base template in Airtable. This base contains tables to track your Company clients, Contacts, Invoices, Deals, Invoice Line Items, Sales Reps, Deliverables, Services, Interactions, and Documents. All you need to do is fill in the fields in the Invoices table and the Order Line Items table with the specific information about your customer and the sale.

 

 

 

If you have several fields in your Invoice or Line Items tables that all need to have the same information, such as tax percentages or specific fees, you can set default values with an automation.

 

If you’re using On2Air Amplify, you can use the Default Values option.

 

setdefaults_invoice

 

 

Once you’ve added all your information, let’s set up our Invoice template in Google Docs. 

 

 

Create the Invoice Template in Google Docs

 

Using our Sales invoice template  in Google Docs, you can automate the process. This template will be used as a layout for any future invoice. 

The template contains placeholders for your data that match the field names in your Airtable base. Placeholders will be replaced with the actual information from your customer database when the automation runs.

Some examples are {{Company Name}}. {{Descriptions}}, {{Subtotal}}, and more. You can rearrange these placeholders, add more, or remove what you don’t need.

salesinvoicetemplate_mainscreenshot

 

To add the template to your Google Drive, first, be sure you’re signed in to your Google account. 

 

Then, click File > Make a Copy. Choose the folder where you want the invoice stored.

 

Now that you have your template,  go ahead and create a folder in Google Drive labeled Invoices. This will help us organize the invoices inside your workspace later. 

 

Now, it’s time to set up the automation that will add customer data to our invoice file and create an Invoice each time.

 

Set Up the Automation

You’ll only have to set this part up once! 

 

If you haven’t yet, sign up for the free 14-day trial of On2Air to set up the automation.

 

  • In the On2Air: Actions app, choose Google Functions in the menu, click Create New Google Function, then select Google Docs Create Export

 

  • Click Add Configuration, then choose your Airtable connection, your Airtable Base and Table

 

setupgoogledocs_invoice

 

Then choose the following options:

 

Trigger Mode > Checkbox

Checkbox Field > Generate Invoice

Trigger On > Checked

 

trigger_invoice

 

 

  • In the Google Docs configuration, choose your Google connection – (here’s how to set it up in On2Air if you’ve never done it before)

 

Then choose the following options:

 

Source File Mode > Use a Single Template 

Source File > Sales Invoice Template-Main (the one you just added to your Drive)

Destination Folder Mode > Save All Files in Single Parent Folder

Destination Folder > Invoices (the folder you created earlier)

New File Title > {{Invoice ID – Client Name}}

Field Merge Output > Always Merge Fields

Merged Output URL Storage Field > Google Doc – Invoice URL (this saves the Google Doc URL of the newly created Invoice in your Airtable base)

 

googledocs_function setup_invoice2

 

Now, let’s also generate a PDF file of the new invoice and add the file to your Airtable base.

 

Add the following settings:

 

Export File > Export Merged File

Exported Format > PDF

Exported File Storage Field > Invoice (attachment field for the PDF version of the Invoice) 

 

exportpdf_invoice

 

 

  • Click Save Action Function Details to save your automation

 

 

Create the Automated Schedule

Now, you can Test the Function to make sure it works.

Be sure all the fields from the first Airtable record in the selected table have data that matches the placeholders in your invoice.

If you copied our base and invoice template, it should be the same.

  • Click the Generate Invoice checkbox in the first record in your table
  • Choose the Test Function tab
  • Choose an API Key

If you use the On2Air scheduler, you won’t need one to use the function, just for testing. If you add the Function to Airtable Automations, Scripts, or Zapier, you will need one. You can add one in the Settings

  • Click Start Test
  • Click Test Function

You should see a new document in your Google Drive and new file in your Airtable record!

 

 Automated PDF from Google Docs with a Single Click

 

Now that you’ve set up the automation, you simply enter the client company and invoice data in Airtable. 

Once it’s added, click the Generate Invoice checkbox in your base, and within a few seconds, you’ll see your newly created invoice in your Google Drive and a PDF version in your attachments field in your Airtable base.

 

final_googledocs_airtable_invoice_on2air

 

 

 

How to Send an Invoice through Google Docs

 

You can send the invoice through Google Docs by clicking the Share button in your file and adding your customer’s email address. They’ll be notified that a new file has been shared with them and added to their files. 

If you want the invoice to be automatically sent after it’s created, email your client the invoice from Airtable after it’s added to your base. See How to Send an Email Automatically from Your Base Using Airtable Automations.

 

View Your Google Doc Inside Airtable

 

You can also edit and view your new Google Doc inside of Airtable using On2Air: Amplify. Open the Amplify app, choose the Google Docs option, and click the Google Drive URL link in the field you used to save the new invoice file. 

 

You can view or make any updates to your document directly inside Airtable!

 

 

 

Here’s what it looks like inside Airtable

 

 

 

Quick Review

 

 

  1. Grab the free Google Docs Sales Invoice Template and add a copy to your Drive files
  2. Copy the Airtable Customer and Sales Base to your Airtable workspace
  3. Add your customer information to the Companies, Invoices, and Line Item tables in Airtable
  4. Set up the Google Docs automation in On2Air Actions
  5. Automate your invoices in Google Docs and Airtable!

 

 

Final Thoughts

 

If you’re using Google Docs and Airtable, you can easily create invoices for your customers and save them in one location. With the Google Function in On2Air, you automate your invoices and save time.