Finance Tool – How to Use


Finance Tool – How to Use

Settings Tab

This is where you can change the information that is visible on the invoice. You can also change the names of the Tabs.

Green

Here you can add the tile of the invoice. You can use your own language.

Red

This is the contact information on the invoice. Left is the tile right is your personal information. You should change this text.

Purple

This is the tile of bill number and different dates. You can change the names or use your own language.

Yellow

This is the header of the item list on the invoice. You can change the names or use your own language.

Blue

This is the financial information used on the invoice. The tax rate gets used to calculate the Total Price.

Gray

This is the billing information on the invoice. You should change this text.

White 1

This is the text that gets used to create the invoices. Make sure to add “&ltdeadline>” in the right place. In Orange, you can see the text with the deadline. You can change the text or use your own language.

Pink

This is the end text of the invoice. You should change this text.

White 2

These are the ids of the files needed to create an invoice. You should change these. You can use
Step 2: Connect the Doc to the Sheet. and
Step 7: Add Signature that you can find on this page: Finance Tool – How to Install (press NEXT)

White 3

These are the names of the Tabs Finance, Projects, and Clients. If you want to use custom names press the small down arrow on the bottom tab menu and select rename and choose a new name then make sure to add these to this section of the settings. Make sure you DO NOT rename the Lists tab or Settings tab.

Orange

Here you can change the dates used as deadlines in the Finance tab and on the text in your Invoice. You can only change the numbers. You can change the text in white 1.

Violet

Here you can select the invoice font. Make sure to test that the layout of your invoice still looks good since some fonts can result in bigger text than others.


Projects Tab

Projects are used to track groups of bills and have an overview of project status and financial status.

Project column

The name of the project.

Status column

Select whether the project is Active, On Hold or Completed. You can add more to the status list. Like Lead, Billing or any custom name in the Lists tab under the Status column.

Description column

Her you can write a short description of the project.

Owner column

Select a project owner from the drop-down list. You can change the owner list. In the Lists tab under the Owner column.

⚄ column

Select the change the estimate is accurate. You can change the drop-down list. In the Lists tab under the Chance column. Don’t forget to add the % symbol.

Estimate column

An estimate of your total balance at the end of the project. This can be a profit or a loss.

Pipeline column

The difference between the estimate or budget and the amount billed. This column is filed automatically. So you can’t add anything here. This is how it’s calculated:

  • If the amount in Estimate is higher than the amount in Budget,
    show the amount in Estimate minus the amount in Billed.
  • If the amount in Budget is higher than the amount in Estimate,
    show the amount in Budget minus the amount Billed.

Budget column

The sum of this projects budgeted items. This column is filed automatically. So you can’t add anything here. This is how it’s calculated:

  • Sum the Budget Total in the Finance tab,
    if the name in the Finance tab in column Project
    is the same as the name in the Projects tab in column Project.

⚠ column

Gives a warning if there is anything that was added but not billed. This column is filed automatically. So you can’t add anything here. This is how it’s calculated:

  • Count all the un-billed rows in the Finance tab. If the name in the Finance tab in column Project is the same as the name in the Projects tab in column Project.

Billed column

Calculates the amount billed. This column is filed automatically. So you can’t add anything here. This is how it’s calculated:

  • Sum the Bill Total from the Finance tab. If there is a date in column Dates Bill and if the name in column Project is the same as the name in the Projects tab in column Project.


Finance Tab

Search Project column

Here you can select a project from the Projects tab using a drop-down list. If this list is empty or you can not find the project, add the project in the Projects tab.
This information is needed to track projects finances.

Search Client column

Here you can select a client from the Clients tab using a drop-down list. If this list is empty or you can not find the client, add the client to the Clients tab. This information is needed to create an invoice.

Search № column

Here you can add a unique invoice number that will be visible on your invoice. Add the same number in the rows you want to show in your invoice.

Item ☯ column

Here you can select whether this is income or expenditure from a drop-down list.

Item Description column

Here you can write a description of the service or product. This is for your own administration and a legal agreement between you and your client that will be visible on your invoice.

Item Type column

Here you can select the type of the item from a drop-down list. You can add types to the Lists tab in the Types column.

Budget columns

The financial information you predict for this project. Needed to create an accurate overview in the Projects tab and needed to create a budget line in the Graph tab.

Budget № column

Here you can add the amount of this item you predict you are buying or selling.

Budget Price column

Here you can add the price of each individual item you predict you are buying or selling.

Budget Total column

The product of the times the Price. This column is filed automatically. So you can’t add anything here.

Bill № column

Here you add the amount of this item you are buying or selling.

Bill Price column

Here you add the price of each individual item you are buying or selling.

Bill Total column

The product of the times the Price. This column is filed automatically. So you can’t add anything here.

Dates Bill column

By double clicking this column you can select a date. This will update the invoice document and transforms it into a proper Invoice. All the rows with the same Search as the row you just added the date will be added to the invoice.
Your Contact and Billing Information, Logo, Currency, Tax rate, Invoice Text and Payment Deadlines will be taken from the Settings tab.

Dates Rem column

By double clicking this column you can select a date. This will update the invoice document and transforms it into a proper Reminder. All the rows with the same Search as the row you just added the date will be added to the invoice.
Your Contact and Billing Information, Logo, Currency, Tax rate, Invoice Text and Payment Deadlines will be taken from the Settings tab.

Dates Not column

By double clicking this column you can select a date. This will update the invoice document and transforms it into a proper Final Notice. All the rows with the same Search as the row you just added the date will be added to the invoice.
Your Contact and Billing Information, Logo, Currency, Tax rate, Invoice Text and Payment Deadlines will be taken from the Settings tab.

Dates Fee column

By double clicking this column you can select a date. This will update the invoice document and transforms it into a proper Invoice with Late Fee. All the rows with the same Search as the row you just added the date will be added to the invoice.
Your Contact and Billing Information, Logo, Currency, Tax rate, Invoice Text and Payment Deadlines will be taken from the Settings tab.

Dates Paid column

This is the date you got the payment. By double clicking this column you can select a date. This will be used to update the Graph tab.

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