Auto-fill and Auto-send Invoices

What are Automated Invoices and How can I create and send them?

Published: July 31, 2024
Updated Date : January 23, 2025

Introduction In this blog post, we will walk you through the concept of “how to autofill and auto-send invoices using Google Spreadsheet and Free Google Apps Script”. This entire automation

Author

Editorial Team

Outrightcrm.com

Introduction


In this blog post, we will walk you through the concept of “how to autofill and auto-send invoices using Google Spreadsheet and Free Google Apps Script”.


This entire automation process involves setting up a Google Sheet with proper invoice details, configuring an Invoice Template, automating the creation, and auto-sending the PDF invoices.


Geared up to know? Let’s Begin


Set-Up Your Google Spreadsheet First


1. Open Your Google Sheet


To execute the entire automation, first open up a Google Sheet that must contain the details of your invoices such as date, due date, number of items, their respective cost, contact information, company name, country, email, status, and a final invoice sheet link. You need to be sure that your sheet includes columns for invoice date and all other above-mentioned details.


2. Invoice Template Sub-Sheet


Now, we will navigate to the second sub-sheet, which will serve as your Google Docs Invoice Template. This template will format the details from your main sheet into an invoice reminder for your customers.


Configuring Your Procedure


1. Create PDF Links


Once, you have created your invoice detailed filled Google spreadsheet and have checked your predefined template then you have to click on the "OutRight" button appearing on the top page menu and select the “Create PDF Links” option.


Once you will see the script is running and a confirmation message “PDF Links Successfully Created” will appear then you need to click on the "OK" to proceed further.


2. Update Status and Generate Sub-Sheets


Next to this, the status column will update to the indicated PDF links that have been created. In addition to this, A new sub-sheet named with the invoice due date (e.g., June 24) will be added to the main sheet that will contain all links for the final invoice.


Verification and Sending Invoices


1. Open and Verify Template


Here, we will open up the created template manually using the final invoice link and will verify that the details (invoice date, due date, itemized costs, recipient information) are getting match with the spreadsheet data to avoid further errors.


2. Send PDF Invoices


To send our the created invoices manually for a test, you need to click on the “Send PDF” button. As you will press the Send PDF button, a confirmation message “PDF successfully sent” will appear to you on the screen.


Therefore, you need to click on the “Ok” button to complete the process. Further, you have to verify the receipt by checking your mailbox for the sent invoices.


Automating the Process with Triggers


automated invoice

1. Add Triggers


Here, we will use the trigger to add automation to the process. For this, you need to click on the "Extensions" button showing on the top of the sheet and select the “Apps Script” option.


Once the coding section of the sheet opens up to you then you have to paste the entire well-working code for the automation.


After pasting the working code in the coding section, you have to click on the “Trigger” option showing next to the clock icon on the left side panel.


auto send bulk invoice with google sheet


2. For further, click on the “Add Triggers” button and configure the trigger for creating PDF links:


  • Function: CreatePdfLinks

  • Deployment: Head

  • Event Source: Time-driven

  • Trigger Type: Minutes-Timer (or as needed, e.g., weekly, monthly)

  • Interval: Every minute (adjust as necessary)

  • Notification: Notify Me Daily And “Save the trigger”.

Execution and Verification


  • Once, yo have added the Trigger, then you need to wait for the triggers to execute according to the set intervals.

  • Additionally, you must verify the creation of new sub-sheets and the status updates.

  • Plus, don’t forget to check your mailbox and make sure that your invoices have been sent and verify the details.

Conclusion


This blog post will aware you of the concept of auto-filling and auto-sending invoices using Free Google Apps Script. Executing the following steps of this article, you can efficiently automate the process of filling and sending invoices using Google Sheets. This method not only saves time but also ensures accuracy and consistency in your invoicing process. Therefore, without any further ado, let’s jump into the main content.


Share

Scroll to Top