In this article, we will show you how to create Google Forms for invoicing and how to use data from Google Forms to make an invoice template in Google Sheets. Simply follow the process below.
Follow the process below to create an invoice using Google Forms to streamline your billing process and management of client information.
Start by selecting the '+' icon or a blank template on the Google Forms main page. This will open a new form where you can design your invoice.
Click on 'Untitled form' at the top of the page. Enter a specific title like 'Invoice' to easily identify and organize your invoices.
Use the 'Add question' button to create fields for client details. Include 'Short answer' type fields for the client's name, address, email, and phone number. This information is essential for contacting the client and sending the invoice.
Add sections for each item you are invoicing. Include fields for the item description, quantity, and price. Choose between 'Short answer' for brief entries or 'Paragraph' for more detailed descriptions. This helps in clearly listing what the client is being charged for.
Create fields to enter the date of the invoice and a unique invoice number. This is crucial for tracking and organizing your invoices. It also helps in maintaining professional records.
Add a question about payment terms. Use a multiple-choice or dropdown format with options like 'Net 30', 'Net 60', etc. This clarifies when you expect to receive payment from the client.
Click on the palette icon to access design options.
Customize your form with your business colors, and add a logo or a header image. This enhances the professional look of your invoice.
Before sending out the form, click the eye icon to preview it. Ensure all fields are correctly formatted and the form is easy to understand. Make any necessary adjustments to improve clarity and usability.
After finalizing the form, click on the 'Send' button.
You can email the form directly to clients or copy a link to share via other means. Ensure the form is accessible to those who need to fill it out.
Using the invoice data collected from your Google Forms, here’s how to create an invoice template in Google Sheets:
In your Google Forms 'Responses' tab, click the green Sheets icon. This automatically links your form responses to a new Google Sheet. All responses will appear here.
Open the created Google Sheets file. Each form question's response appears in a separate column (e.g., Name, Address, Item Description, Quantity, Price).
Add a new sheet in Google Sheets by clicking the '+' icon at the bottom. Name this sheet 'Invoice Template'.
In the 'Invoice Template' sheet, use the first few rows to create your header. Include your business name, contact info, and invoice title. For example, A1: 'Business Name', A2: 'Contact Number', A3: 'Invoice'.
To import customer information, use formulas like:
=IMPORTRANGE("URL_of_Forms_Sheet", "Form Responses 1!B2")` for importing the customer's name from the second column (B) of the responses. Repeat for other details like address and email, changing the column reference (B, C, D, etc.) as needed.
Below the header, create a section for item details. Label columns as 'Item Description', 'Quantity', 'Price'.
You can manually enter data into these columns or import it using the IMPORTRANGE function, as described below.
For calculating subtotals, use the `SUM` function. For instance, if your price data starts from E10, use `=SUM(E5:E11)` to add prices from E10 to E11.
To calculate tax, use a formula like `=G5*0.1` (assuming G5 is the subtotal cell and tax rate is 10%).
For the total amount, add the subtotal and tax: `=G5+H5`.
Once an invoice is finalized, save it within Google Sheets. To send it, export it as a PDF by going to 'File' > 'Download' > 'PDF document (.pdf)'.
We hope that you now have a better understanding of how to create Google Forms for invoicing. If you enjoyed this article, you might also like our article on phone number validation in Google Forms or our article on Google Forms tips. If you want to send Google Forms responses to email, we also suggest checking out our detailed guide.
