Airtable

How to set up an automated invoicing system in Airtable?

Discover the steps to easily establish an automated invoicing system in Airtable. Simplify your financial workflows and save heaps of time on those tedious manual tasks. Dive into this guide to make your invoicing process smooth and efficient.

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Overview

Setting up automated invoicing in Airtable makes billing a breeze by saving you loads of time. Airtable's database features and automation tools let you build an invoicing workflow just right for your business. Design a base to keep client info, draft invoice templates, and use Airtable’s scripting and automation to create invoices on the fly. You might also need to integrate other tools and set up triggers to send invoices straight to clients, all while keeping things efficient and professional.

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How to set up an automated invoicing system in Airtable?

Step 1: Create a Base in Airtable

  • Log in to Airtable and start a new base.
  • Give it a fitting name, like "Automated Invoicing System".
  • Opt for a blank base to begin with.

Step 2: Design the Invoice Table

  • Change "Table 1" to "Invoices".
  • Add these fields:
  • Invoice ID: Auto Number
  • Client Name: Single line text
  • Email: Email
  • Date Issued: Date
  • Due Date: Date
  • Total Amount: Currency
  • Status: Single select (Options: Unpaid, Paid, Overdue)
  • Items: Linked to another record (we'll get to this in Step 3)

Step 3: Create the Items Table

  • Add a new table, call it "Items".
  • Add these fields:
  • Item ID: Auto Number
  • Description: Single line text
  • Quantity: Number
  • Unit Price: Currency
  • Invoice: Linked to another record (link to "Invoices")

Step 4: Configure Formulas and Lookups

  • In the "Items" table, add a new field:
  • Total Price: Formula (Quantity * Unit Price)
  • In the "Invoices" table, add these fields:
  • Subtotal: Rollup (linked to "Items", use "Total Price" and select the "SUM(values)" function)
  • Total Amount: Formula (Subtotal * 1.10 for 10% tax, adjust as needed)

Step 5: Create an Invoice Template

  • Use the Blocks feature to make an Invoice Block:
  • Go to "Apps" on the right sidebar.
  • Pick "Page Designer" and create an app.
  • Design the invoice layout, pulling in fields from your "Invoices" and "Items" tables.
  • Customize it to your liking.

Step 6: Automate Invoice Generation

  • Set up a Zapier integration for automation:
  • Create a Zap:
    • Trigger: New record in the "Invoices" table.
    • Action: Create a PDF using a tool like PDFMonkey, pulling in data from the "Invoices" table.
    • Action: Send an email via Gmail with the PDF attached.

Step 7: Track Invoice Status

  • Add a new automation in Airtable:
  • Trigger: Change in the field "Status" in the "Invoices" table.
  • Action: Send an automated email reminder if the status is "Unpaid" and the due date is coming up.

Step 8: Regular Maintenance

  • Periodically check and update the system to ensure:
  • Data fields are correct and up to date.
  • Automation integrations (like Zapier) are working.
  • Invoice designs stay in line with your current branding and needs.

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