Generate invoices and receipts using DocuGen

DocuGen can help you quickly generate invoices, receipts, pro-forma invoices, purchase orders, or just about any kind of document using your own template.

In this tutorial we will set up DocuGen to generate invoices (or receipts) using your own template.

Before you start: Make sure DocuGen is installed on your account.

1. Set up the board

We will set up a new board for invoices as follows:

  • The board as a whole represents invoices related to one customer.
  • Each invoice will be represented by one group of rows
  • Rows under each group represent invoice line items
  • The columns are as follows:
    • Quantity, Unit Price, Item Total, Tax, and Extended Total are all number columns (don’t use formula columns just yet!)
    • Invoice Date and Due Date are date columns

Here is how the board looks like:

For example, the client is Universal Studios Inc. Invoice 01221 has 3 line items: Widgets 2×4, Kryptonite XS, and Bells and whistles combo. The invoice is dated Oct 11 and is due Nov 10.

2. Add DocuGen view

You need to add a DocuGen view to the board. Follow these simple instructions.

3. Connect your Google account

If this is your first time using DocuGen on this account, you will need to connect your Google account. Otherwise, you can skip this step.

Connecting your Google account is necessary for generating documents using Google Docs APIs within your own Google Account. Follow these simple instructions.

4. Generate a test document

Click on the “Generate document” button:

Within seconds you should see a new document under “Recent Documents”. Open the document by double-clicking on the result. It should look like this:

As you can see, the document lacks branding and styling, and it doesn’t filter the board rows. Worry not: this is our next step!

5. Make your documents look pretty

Instead of blank documents, we need to tell DocuGen to use a document template. The easiest way to start is by using the invoice template in our Template Gallery. When you open the invoice template in Google Docs, make sure to create a new copy and give it a helpful name, say “My Invoice Template”.

Go to the DocuGen Settings on your board and select “My Invoice Template” as the template:

We want to make the header row bold, and we want to make sure only some columns are included in the generated document:

Changes to DocuGen Settings are saved automatically.

Click again on “Generate document” and check the result — much better!

6. Filter the rows going to the document

We want to make sure only the rows belonging to invoice 01221 are sent to the document. To do this, we just use the built-in Filter button:

Click again on “Generate document” and check the result:

More Resources

  1. Templates use placeholders to indicate where to place the information from your board. You can find out more about placeholders here.
  2. If you want to insert the sum of “Item Total” or “Extended Total” (or any other number column) within the body of your document, you can use the sum placeholder.
  3. filters are a very powerful tool when used along with DocuGen. Learn more about this here and here.

Note about the “Tax” and “Extended Total” columns

In the tutorial above we created the Tax and Extended Total columns as number columns rather than formulas. The reason for this is that at the time of this writing DocuGen does not support formula columns (this is a limitation that we are working with to resolve). However, there is a workaround that allows you to automatically calculate and fill those columns based on a formula rather than manual entry. The workaround is by using the app General Caster to perform the calculations and fill out the “Tax” and “Extended Total” columns automatically.

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