Invoice Manager Google Sheet Template – User Guide

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This article provides step by step instructions on how to use the Invoice Manager Google sheet template.

 

Step by Step Instructions

Enter Invoice data in Invoices sheet

Invoices Sheet
Invoices Sheet

The fields required are

  1. Invoice Number: Unique identification of invoices. The Invoice number should not be repeated.
    1. You can have any method to come up with invoice numbers. For example, you can start with invoice number 10001 and then each new invoice, increment by 1. 10001, 10002, 10003, etc.
  2. Customer: Name of the customer to whom the invoice was sent to. It is important to be consistent with the customer name. When payments are made by customer, we will be entering them based on Customer Name and thus being accurate and consistent with Customer Name is important.
  3. Invoice Date: Date of issue of Invoice
  4. Invoice Amount: Total amount on the invoice that Customer needs to pay
  5. Due in N Days: Type 30 for the due date of invoice in 30 days after Invoice Date. For example, an invoice issued on Jan 1st will become due on Jan 31st, if you put 30 in the DUE IN N DAYS column. Depending on the period for each invoice, you can type the appropriate number.
  6. Category: This field is provided so that you can categorize the different invoices. For example, if you are providing two types of service and you want to be able to track them separately, you can categorize the invoices accordingly. Only one category is chosen for each invoice. This will be used in the Dashboard later.
  7. Notes: Optional field where you can type in any comments or notes about the invoice.
  8. Status: This is an automated field which will change color based on the status of the invoice.
Invoice Status Colors
Invoice Status Colors

The four status values possible are

  • PAID IN FULL: If Invoice has been paid in full by payments made by customer
  • OVERPAID: if paid amount Is greater than invoice amount
  • CURRENT: If it is not paid yet, but the due date is in future – in other words, not due yet.
  • PAST DUE: If it is not paid and the due date has passed.

Now, let’s enter our first invoice data.

Important: Start by typing in cell A4.

Entering First Invoice Data
Entering First Invoice Data

In the above example, I have entered an invoice dated 5th Jan 2020 for an amount of 350 due in 60 days after invoice. Today is April 13th (as of writing this tutorial) and as of today, the invoice is past due date and we have not entered any payment yet for this invoice. Hence the status is Red in color.

To enter a second invoice, you would enter a new invoice number in cell A5.

Entering Second invoice
Entering Second invoice

The fields that are required will have a red border if left empty. This serves as a visual reminder to enter those values.

To enter third invoice, you will enter a new invoice number in cell A6.

Pasting Data from Another Source

If you are pasting invoice numbers or data from another spreadsheet, please take extra care in pasting.

 

  • Ensure the order of columns of data you are pasting align with the columns in this table. For example, please do not paste Invoice number in Invoice Amount column. The columns cannot be altered like that.
  • When pasting please paste as values. Do not paste the data with Ctrl+V or paste default.
  • Right click on cell A4 and choose Paste Special as shown below.

 

paste as values
paste as values

After entering my second invoice, it looks like this.

Second Invoice Data Entry
Second Invoice Data Entry

After third invoice, it will look like this.

Third Invoice Data Entry
Third Invoice Data Entry

You can continue to enter up to 5000 invoices like this in the sheet. It is easy to extend even beyond that. The Google Sheet file may become large and you may prefer to start over for the next 5000 invoices.

Entering payments

In the Payments sheet, we will enter payments made by customers in the table. The steps and guidelines for data entry are like the ones we followed in Invoices sheet. So, we will focus here on types of payments.

Full Payments

If the customer chooses to pay the invoice amount in full, with one single payment, the data could be entered as shown below.

Full payment example
Full payment example

Multiple payments (Partial payments)

As an example, I have entered 2 payments as shown below.

Multiple Payments for one invoice
Multiple Payments for one invoice

In this case, Customer ‘First Customer’ made payment of 300 on 4th Feb and remaining 50 on 10th Feb. Both were for same invoice# 1001.

Bulk Payments

Sometimes, customer may make payments across two invoices. They are referred to as Bulk Payments in this template.

Bulk Payment Example
Bulk Payment Example

Let’s take the same ‘First Customer’. Instead of making the 50 remaining balance on Invoice # 1001, let us assume the customer made a payment of 100 as shown below.

In this case, we don’t enter an Invoice number in the Invoice number column. That’s because it is a bulk payment – a payment that goes against more than one invoice. Here, the payment of 100 should be used against invoices 1001 and 1003.

Bulk Payment vs Invoice Payments

The template will automatically apply the bulk payment against open invoices using a ‘first in first out’ rule. Whichever invoice (for the specific customer) appears first in the Invoices sheet will be closed out before applying against the invoice that appears next. The order of entry in the Invoices sheet dictate the payment distribution.

If you need to specifically control which invoices the payment should be applied against, then enter them as invoice payments instead of bulk payments. For example, the same payment of 100 can be split to two invoice payments of 50 as shown below.

Converting bulk payment to invoice payments
Converting bulk payment to invoice payments

Invoice Overpayment

If the customer makes a payment greater than the invoice amount, it will appear as Overpayment in status.

In this case, the payment was 400 was made for invoice # 1001.

Overpaid Amount for Invoice
Overpaid Amount for Invoice

Since the invoice amount was only 350, the status is blue in color indicating overpayment.

Invoice showing overpaid status
Invoice showing overpaid status

The additional amount of 50 will not be used to pay off other invoices.

It will be listed as overpaid in the customer report.

Overpaid amount in Customer Report
Overpaid amount in Customer Report

It is recommended that you update the Payments table to reflect as shown below. 350 for invoice #1001 and 50 as bulk payment.

Correcting overpayment

This would ensure that there is no overpayment for the customer in the report.

Updated Customer report
Updated Customer report

Overpayment of Bulk Payments

In the above case, the customer had another invoice to which the bulk payment was applied. What if the customer didn’t have another open invoice?

In such cases, the customer report will show the extra amount in the top right section as shown below.

Extra Bulk Payments in Customer Report
Extra Bulk Payments in Customer Report

This is the amount you will owe to the customer, since the customer has made extra amount as payment. If a new invoice is issued to customer, then this extra bulk payment amount will be used to pay off the new invoice.

Customer Name validation

If the Customer Name entered for an invoice payment does not match the name in the Invoices sheet, a red border will appear on the payment record.

Invalid Customer Name Entry
Invalid Customer Name Entry

Refresh Calculations

The template automatically refreshes after entering invoice or payment data.

In the Payments sheet, you will see a Payment trend by Month.

Payment Trend by Month
Payment Trend by Month

Dashboard

In the Dashboard sheet also, the data gets refreshed due to us refreshing in previous step.

The dashboard is designed to give you insights about customers and revenue for your business.

Invoices Dashboard
Invoices Dashboard

The dashboard shows the following visuals:

  1. Invoice Amount by Invoice Month – Displays revenue trend
  2. Balance Amount by Due Month – Displays when balance amount will be due (future revenue projection)
  3. Invoice Amount by Invoice Category – Identifies categories that bring most revenue to your business
  4. Top 10 Customers by Invoice Amount – Customers that bring most revenue to your business.
  5. Top 10 Customers by Balance Amount – Customers who owe the most to your business now

The dashboard can be filtered by Invoice Date slicer.

Unpaid Invoices Report

The report shows all unpaid invoices – broken down into Current and Past Due invoices. You can use this report as one place to see all invoices past due and take necessary actions to follow up with those customers.

Unpaid Invoices Report – Aging and Invoices due today
Unpaid Invoices Report – Aging and Invoices due today
  • It gets updated automatically as soon as you enter/update data in Invoices and Payments sheets.
  • The Aging of invoices
    • For Current Invoices: Number of days from today to Due Date
      • 0 to 30 days, 31 to 60 days, 61 to 90 days and > 90 days
    • For Past Due Invoices: Number of days from Due Date to Today
      • 1 to 30 days, 31 to 60 days, 61 to 90 days and > 90 days

Customer Report

Customer Report is designed to be a one page view of all invoices for a customer.

Customer Report example
Customer Report example

You can type a Customer name in the customer input field at the top left.

The first section shows the total invoice amount, paid amount and balance amount.

You can choose to see all invoices or only past due.

Customer Report All invoices vs Past Due
Customer Report All invoices vs Past Due

Sales Pipeline Manager Google Sheet Template – User Guide

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This article describes step by step how to use the Sales Pipeline Manager Google Sheet Template. For more information on the features of the template, please visit the product page.

Overview of steps

  1. Enter sales stages in your Sales process. Rename if necessary.
  2. Entering a new deal in Deals table
    • Change Currency for Deal Value (amount) field if needed.
    • Enter basic deals data (Company Name, Contact Name, Deal Value, Created Date)
    • Hide the columns for extra stages.
    • Enter deal attributes and contact attributes
    • Enter Win % as the chance of winning the deal.
  3. Updating a deal as you make progress
    • Update Stage dates if the deal has moved forward to the next stage.
    • Update Win % and expected Close Date if it has changed over time.
  4. Closing a deal
    • Enter Status (Won or Lost) if the deal is closed.
    • Enter Close Date
    • If deal is lost, enter Lost reason
  5. Monitoring performance regularly to gain insights
    • View Dashboard to see performance and insights of closed deals. Take actions.
    • View active deals to know the active pipeline and projected sales
  6. Track Sales Activities

Step 1: Review Stages in Sales Process

By default, the template comes with 4 intermediate stages (Lead, Opportunity, Demo, Quote). The first stage is always creation of a new deal, final stage is Closing a deal. If there are 4 intermediate stages, it means that there are totally 6 stages in your sales process.

You can rename the default 4 and add more or reduce depending on your sales process.

Sales Funnel Stages
Sales Funnel Stages

Step 2. Entering a new Sales deal (or lead)

We can enter new deals by typing in the Deals table.

Enter Required Fields

Each row is a separate deal. There are some key types of information we enter in the table. Let’s look at them on by one.

Deals Data Entry
Deals Data Entry
  1. Deal Name: Give each deal a unique name. This is a required field. If no deal name is entered, the deal does not get counted in the Dashboard. Having a unique name allows easily identify a specific deal.
  2. Deal Value is the total value of the deal. Deal Value can be estimated if it has not been determined yet. But please enter a value so that the pipeline can be evaluated.
  3. Created Date is the date when the deal originally was entered. This allows us to track the sales process and timeline from this date.

Stage Dates

As the template can handle 10 intermediate stages, there are 10 stage date columns.

If your sales pipeline process has only 4 intermediate stages, then you can hide the columns Stage 5 to Stage 10. Do not delete. Just hide the columns.

Hide stage columns not applicable
Hide stage columns not applicable

You can select the column. Right click and then choose HIDE.

Right click column and choose Hide
Right click column and choose Hide

When a deal passes each stage, enter the date when it reached that stage. In the screenshot above, first deal became as lead on 20th Oct, became an Opportunity on 22nd Oct and Quote was issued on 24th Oct.

If a deal has not reached a specific stage yet, leave the cell blank.

Enter Win %, Status and Close Date

Then, we enter a Win % for each deal. For deals that are not closed yet, we would enter our estimate of the chances of winning a deal. If we have a 50-50 chance of winning or losing a deal, we would enter 50. The template will automatically convert to 50%.

Win Probability Status and Closing Date
Win Probability Status and Closing Date

When a deal has closed, choose the status as WON or LOST and enter a Close date.

If the deal is still open, leave the status blank.

Enter a win % for all open deals to calculate the sales pipeline value.

Close Date

When a deal is closed, always enter close date. When a deal is open, you can enter a close date in future, if you are expecting the deal to close on that date. This information will be used to project future closing deals in dashboards.

Deal Attributes

There are 5 deal attributes provided.

Lead Source, Industry, Location, Product and Company are provided as default attributes.

They can be renamed and Repurposed.

Rename Deal Attributes
Rename Deal Attributes

These attributes are useful in the analysis of your sales pipeline to understand what types of deals are being successful versus not.

Notes

Notes
Notes

You can type in any notes or comments in this column.

Lost Reason

Lost Reason for Deals Lost
Lost Reason for Deals Lost

This column can be used to store the reason why the deal was lost. Enter only for deals lost.

Contact Attributes

Contact Attributes
Contact Attributes

3 columns are provided as placeholders to store Contact name, Email address, Phone number. You can rename and repurpose the fields according to your needs. You can also add more columns to the right.

Validations

There are validations in place in the template for data entry. There will be an error message at the top of Deals sheet indicating the errors. Also, the cell with error will be filled with red color for your convenience.

Data Validations in Deals Data
Data Validations in Deals Data

The following are considered errors.

  1. Created Date is blank
  2. Close date is not entered when Status is OPEN/LOST
  3. Closed Date < Created Date
  4. Stage Date < Previous Stage Date

The error applications will not be included in the Dashboard sheet.

Step 3: Updating a Deal

As we continue to work on deals, new information may arrive. Based on that, we need to update the deals.

Update Win % for deals as needed, so that your active pipeline is always reflecting the reality.

Enter stage dates when deal reaches each stage.

Step 4: Closing a Deal

Deals can be closed if a decision has been taken by the customer to purchase. This is the scenario of a deal WON.

If prospect decides to not to purchase or if it has been a while since the prospect has been in touch, we can close the deal as LOST.

We can enter this information by entering the STATUS to be ‘WON’ or ‘LOST’. The values must be exactly WON or LOST. Other values are not allowed.

Then, we should enter the CLOSE DATE. This date is used to calculate the Average time taken to close a deal.

If the Status is Won or Lost but Close Date is left blank, you will see a red Background color  indicating that the entry is missing.

Missing Close Dates
Missing Close Dates

This red Background Color will also appear if Close Date is less than Create Date. This is to ensure that the data is accurately entered.

Win % could be deleted for closed deals as we already know the result of the deal. They will be ignored for calculations.

If deal is lost, enter Lost Reason.

Lost Reason for Deals Lost
Lost Reason for Deals Lost

Step 5: Monitor Sales Pipeline performance

This step is one that should be done regularly. It is important to keep an eye on the pipeline metrics to improve performance.

Assessing Performance of closed deals

The DASHBOARD sheet provides information on performance of all your closed deals.

Sales Pipeline Dashboard – Performance Funnel
Sales Pipeline Dashboard – Performance Funnel

The top section of the sheet shows several important metrics needed. Let’s discuss one by one.

Sales Pipeline Funnel KPIs
Sales Pipeline Funnel KPIs

Deals Won and Lost: In the sample above, 18 deals were won for total of $111,584 and 42 deals were lost valued at a total of $227,549.

Conversion Rate: 30% of deals were Won.

Average Time to Close Deals: The 60 deals closed took on average 28 days to close. This is based on the Close Date and Created Date we entered for each deal.

Average Deal value: The 60 deals were on average valued at $5,652.

Sales Funnel: Where do deals drop off?

Sales Funnel (Pipeline)
Sales Funnel (Pipeline)

 

By knowing where the deals are being lost, we can work on those stages to improve our performance.

The Funnel becomes very telling in revealing our strengths and weaknesses. If Demo is the stage we fail most often, we may need to improve the demo event to convince our prospects about the usefulness of our products.

Why are deals lost?

Lost Reason chart shows the top reasons the deals are lost. This is invaluable information to improve conversion rates.

Dashboard with Deal Lost Reason
Dashboard with Deal Lost Reason

Analysis

The Dashboard also allows analysis of performance by attribute.

Sales Pipeline Dashboard – Performance Analysis by Attribute – Change
Sales Pipeline Dashboard – Performance Analysis by Attribute – Change

This allows you to see what type of deals are being successful and thus enable you to take decisions on future deals selection process.

These attributes can be cutomized by you as explained in the previous step.

Active Pipeline

Use the Active Deals sheet to view information on active (or open) deals.

Active Pipeline Dashboard
Active Pipeline Dashboard

Open Deals: This represents the number of deals that are not closed yet. Any deal whose status is empty (neither WON nor LOST) will be considered as an open deal. Once a status is entered, it becomes a Closed Deal.

Total Value: This is the total value of all open deals. The Deal Value we enter in the Deals table will be used as such. If we win all the open deals, this is the amount we will successfully sell.

Expected Value: The reality is that we will win some deals and lose some deals. So, it is better to be realistic about our estimated sales. Expected value is the weighted sum of deal value by Win %.

Avg Days in Pipeline: This represents the number of days from Deal creation Date to current day, that the deal is open for.

Step 6: Track Sales Activities

The template also has an optional sheet which you can use to track interactions/activities with clients.

Sales Activities tracker
Sales Activities tracker
  1. To add a new activity that you are planning in future, just add a new row to remind you of an activity that you need to perform for a specific deal. Leave the Notes field empty. This tells the template that the activity is not completed.
    1. When the activity date is passed and the notes field is empty, the template will count that as an activity past due date. The counter at the top PAST DUE will show the number of tasks past due date.
  2. When you actually perform an activity, enter the details in the Notes field. This tells the template that the activity has been completed. The PAST DUE counter will not count the activity as Past Due anymore.

How you can use this on daily basis.

The DUE TODAY counter counts the activities with Activity Date = Today.

You can filter the table on ACTIVITY DATE to today’s date to only see activities that are due today or any specific date.

When you perform one of those activities, enter in NOTES field.

Manufacturing Inventory Tracker – Free Google Sheet Template

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This Google Sheet is developed as a solution to automatically calculate the current raw material stock as well as determining how many units of each product you can make using the raw materials available. 

This template is designed for Google sheets, but if you are looking for an Excel template, please visit the Manufacturing Inventory Tracker in Excel

How to Create an Manufacturing Inventory Tracker in Google Sheets

Steps to use this template:

  1. Make a Copy 
  2. Enter the Input Data
  3. View the current raw material stock

Step 1: Make a copy of the sheet

Click on the link above and then make a copy of the sheet as shown in the screenshot below.

Make a copy
Make a copy

You can save the copy in your own google drive for your use. You can then share the copy with your colleagues to collaborate as needed.

Step 2: Enter the Input Data

Enter list of parts or products in the Products sheet as shown below

Inventory Tracker – Enter List of Products
Inventory Tracker – Enter List of Products

The Sales Quantity column is calculated based on sales orders that we will be entering soon.

Enter list of raw materials you use in your business in the Raw Materials sheet:

Inventory Template – Enter Raw Materials used in Business, their starting inventory and Re-Order Point
Inventory Template – Enter Raw Materials used in Business, their starting inventory and Re-Order Point
  • Starting Inventory: In this sample data, we have 10 Apples and 10 Bananas in stock when we begin using the template.
  • Re-Order Point: We have re-order points (Wikipedia Article on Re-Order Point) set for each raw material.
  • Available Now: Displays the current stock level of each raw material.
  • To Order: When current stock for a raw material goes below its re-order level, this field displays YES. Also, the template highlights the raw material name in red font.

Enter Bill of Materials (BOM) in BOM sheet:

Inventory Template: Enter Bill Of Materials for each product
Inventory Template: Enter Bill Of Materials for each product

In the sample above, 1 unit of Banana Berry Shake is created from 1 Banana, 5 Strawberries and 10 Blueberries. 1 unit of Apple Banana Shake is created from 2 Apples and 2 Bananas. Unit of Measure column is just for your reference.

Once you have entered BOM for all your products, the initial set up is done.

Entering purchase and sale orders in Orders sheet.

As a manufacturing business, you may buy raw materials from your suppliers and sell the finished products to your customers. So, there are two key transactions – Purchase and Sale.

We can enter Purchase and Sale Orders in a single table in Orders sheet.

Manufacturing Inventory Template – Enter Raw material Purchase and Product Sale Orders
Manufacturing Inventory Template – Enter Raw material Purchase and Product Sale Orders
  • Order Type: Order P1 is to purchase 50 Apples and 20 Bananas – So, we use Order Type of PURCHASE. Order S1 is an order to sell 5 Banana Berry Shakes. We use SALE order type.
  • Order Date: Date when the order is placed.
  • Expected Date: Date when the inventory is impacted. For example, order P1 was placed on 3rd July, but raw materials will reach us only on 4th July. So, Order date is 3rd July and Expected Date is 4th July.
  • Product or Raw Material Name: The template allows drop down selection for product / raw material name. If the order type is Purchase, it will allow Raw Materials and if order type is Sale, it will allow Products.
  • Quantity: Enter quantity or units of items on the order

If an order has 5 line items, then enter as 5 rows.

Step 3: Enter the Input Data

Check Availability

Before entering a new Sale order, if you would like to check the current capacity for a product, you can easily do that.

Inventory Availability – Check capacity to make a Product
Inventory Availability – Check capacity to make a Product

When you select a product, the template runs the calculations to figure out how many units of the product can be manufactured using the raw materials in stock right now. In the image above, we see that we can make 13 Apple Banana Shakes.

 Limit

The template cannot handle complex scenarios where sub-assemblies of raw materials are raw materials to the final product.

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Invoice Tracker – Free Google Sheet Template

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This Google Sheet is developed as a solution to keep track of the sales invoices and payments made by customers in one place. You can enter payments made by customers and let the template calculate outstanding balance amounts. 

This template is designed for Google sheets, but if you are looking for an Excel template, please visit Invoice Tracker

Features of Invoice Tracker Template:

  • Track all invoices in one place
  • Identify which invoices are past due and how late they are
  • Calculate how much amount is outstanding
  • Calculate expected payments in immediate future
  • Easy to identify due amounts by Customer
  • Simple and easy to use

How to Use the Invoice Tracker Google Sheets Template

Steps to use this template:

  • Make a copy
  • Enter Input Data
  • View results in Dashboard

Step 1: Make a Copy of the sheet

Click on the link above and then make a copy of the sheet as shown in the screenshot below.

Make a copy
Make a copy

You can save the copy in your own google drive for your use. You can then share the copy with your colleagues to collaborate as needed.

Step 2: Enter Input Data

DATA ENTRY

Invoice Data Entered in Invoice Tracker Google Sheet Template
Invoice Data Entered in Invoice Tracker Google Sheet Template
  • Enter each invoice in the Invoice table beginning from row 15.
  • Enter Invoice Number, Customer, Invoice Date, Due Date and Invoice Amount
  • When Customer makes payment, enter it in Paid Amount column.
  • Green colored columns have formulas. Do not edit.
Calculated Columns in Invoice Tracker
Calculated Columns in Invoice Tracker

Outstanding Amount: This is calculated as Invoice Amount – Paid Amount

Status: There are five possible values for Status.

  • ‘ERROR”, when at least one of the fields Invoice Amount, Invoice Date, Due Date is left blank. Also, when Due Date < Invoice Date.
  • PAID IN FULL: Outstanding Amount is 0
  • CURRENT: If Outstanding Amount >0 and Due Date > Today (not due yet)
  • DUE TODAY: If Outstanding Amount > 0 and Due Date = Today
  • PAST DUE: If Outstanding Amount is 0 and Due Date = Today
  • OVERPAID: If Outstanding Amount < 0 (i.e., Paid Amount is > Invoice Amount)

Note: Error rows are not used in calculation of metrics. 

Rows with errors will be highlighted with a red Background color for your assistance.

Error Validations – Invoice Tracker – Missing Due Date
Error Validations – Invoice Tracker – Missing Due Date

Past Due Age: If the Status is ‘Past Due’, then this represents the aging bucket (1 – 30 Days, 31 – 60 Days, 61 – 90 Days, 91+ Days). Otherwise, it will be blank.

Selected: This will display 1 if the record (or row) is not filtered by the slicers.

Step 3: View results in Dashboard

The top of the Invoices sheet will present the summary in a dashboard as shown below. This will update instantly as you add more invoices to the table.

Invoice Tracker Template – Summary Metrics – Dashboard View
Invoice Tracker Template – Summary Metrics – Dashboard View

Let’s break it down in 3 sections.

Current Invoices:

Number of current (Due Date is in the future) invoices will be shown along with outstanding amount due.

Invoice Tracker Spreadsheet – Current Invoices and Invoice Amount
Invoice Tracker Spreadsheet – Current Invoices and Invoice Amount

Past Due Invoices:

Past Due Invoices and A/R Aging Report
Past Due Invoices and A/R Aging Report

Number of Past due (Due Date is in the Past ) invoices will be shown along with outstanding amount due.  Accounts Receivable (A/R) aging breakdown is also provided.

Expecting Payments:

Expecting Payments in Next 7 and Next 30 days
Expecting Payments in Next 7 and Next 30 days

Payments that are expected in the next 7 days (including today) and next 30 days (including today) will be displayed.

Slicers (Filters):

These metrics can be easily filtered using the Slicers provided.

Slicers allow filtering of Table and calculated metrics
Slicers allow filtering of Table and calculated metrics

The invoice table will be filtered as well. One can use this feature to easily target selective invoices. For example, click on Status = Past Due, to see only invoices that are past due.

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Sales Pipeline Tracker – Free Google Sheet Template

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As an owner of a small business, you will need a tool to manage the data on your sales leads. This Google Sheet Template is developed to help you in tracking your sales leads and in managing them. 

This Google Sheet Template can be effectively used to track the status of your sales pipeline. You can determine where the deals are lost using this Google Sheet template.

This template is designed for Google sheets, but if you are looking for an Excel template, please visit Sales Pipeline Tracker 

Sales Pipeline Tracker – Excel Template – Reporting Metrics
Sales Pipeline Tracker – Excel Template – Reporting Metrics

Features of Sales Pipeline Google Sheet Template

  • Track all your sales deals in an organized way in one sheet
  • View active sales pipeline broken down by stages
  • Calculates Expected Deal Values (based on Win %)
  • Calculates average time (days) taken to win deals
  • Identifies stages where deals are lost
  • Easy tool to filter deals by stage and status
  • Easy to customize

How to Use the Sales Pipeline Tracker Google Sheets Template

Steps to use this template:

  1. Make a Copy and save this template in your Google Drive.
  2. Configure the input entries.
  3. The reports are populated automatically.

Step 1: Make a Copy of the sheet

Click on the link above and then make a copy of the sheet as shown in the screenshot below.

Make a copy
Make a copy

You can save the copy in your own google drive for your use. Once copied, it can also be shared with your colleagues to collaborate as needed. 

Step 2: Configure the input entries

Review Stages in Sales Process

By default, the template comes with 5 stages (Lead, Opportunity, Demo, Quote and Sale) . The first 4 can be renamed easily by typing directly on the stage names.

4 Stages in the Sales Pipeline – Rename Stage names
4 Stages in the Sales Pipeline – Rename Stage names

Entering a new Sales deal (or lead)

We can enter new deals by typing in the Deals table.

Each row is a separate deal and it would have Company name, Contact person name, Deal Value and Created Date.

Enter sales leads data – Company name Contact name Deal value and Deal created date
Enter sales leads data – Company name Contact name Deal value and Deal created date

Deal Value can be estimated if it has not been determined yet. But please enter a value so that the pipeline can be evaluated.

We will then enter the current Stage of the deal.

Enter Current Stage of each deal from the drop down
Enter Current Stage of each deal from the drop down

The 4 stages we had defined earlier will be the values to choose from, in the drop down list.

 Then, we enter a Win % for each deal. For deals that are not closed yet, we would enter our estimate of the chances of winning a deal. If we have a 50-50 chance of winning or losing a deal, we would enter 50%.

In some businesses, the Win % are defined to be constant for a specific stage. Example: 10% for all Leads, 30% for all Opportunities, 50% for all Demos, 80% for all Quotes.

This is a sample data set with Stage and Win % entered.

Sample Sales Deals data with Stage and Win %
Sample Sales Deals data with Stage and Win %

4 more Columns are provided to enter the Email address, Phone Number, Next Activity Date and Notes.

Updating a Deal

As we continue to work on deals, new information may arrive. Based on that, we need to update the deals.

Update Win % and Stage columns for deals as needed, so that your active pipeline is always reflecting the reality.

After working on the deal, we would usually schedule the next activity for a future date. We can enter that next activity date in the Next Activity Date column and enter details in the Notes column.

Enter follow up details – Next Activity Date and Notes
Enter follow up details – Next Activity Date and Notes

Closing a Deal

Deals can be closed if a decision has been taken by the customer to purchase. This is the scenario of a deal WON.

If prospect decides to not to purchase or if it has been a while since the prospect has been in touch, we can close the deal as LOST.

We can enter this information by entering the STATUS to be ‘WON’ or ‘LOST’.

Then, we should enter the CLOSE DATE. This date is used to calculate the Average time taken to Win a deal.

Sample Closed Deals data with Status Won or Lost and Close Date
Sample Closed Deals data with Status Won or Lost and Close Date

If the Close Date is left blank, you will see a red background color indicating that the entry is missing.

Data Validation – Missing Close Date for Closed Deals – Shown by Red data field
Data Validation – Missing Close Date for Closed Deals – Shown by Red data field

This red background color will also appear if Close Date is less than Create Date. This is to ensure that the data is accurately entered.

Tips:

Win % could be deleted for closed deals as we already know the result of the deal. They will be ignored for calculations.

For lost deals, Stage should reflect the last stage the deal was in. This will be used to identify where deals are being lost the most.

Step 3: Monitor Sales Performance

This step is one that should be done regularly. It is important to keep an eye on the pipeline metrics to improve performance.

The top section of the sheet shows several important metrics needed. Let’s discuss one by one.

Active Pipeline

Sales Pipeline Tracker – Active Sales Pipeline – Metrics
Sales Pipeline Tracker – Active Sales Pipeline – Metrics

First, the pipeline summary metrics.

Sales Pipeline Summary Metrics Deals, Deal Value and Expected Value
Sales Pipeline Summary Metrics Deals, Deal Value and Expected Value
  1. Open Deals: This represents the number of deals that are not closed yet. Any deal whose status is empty (neither WON nor LOST) will be considered as an open deal. Once a status is entered, it becomes a Closed Deal.
  2. Total Value: This is the total value of all open deals. The Deal Value we enter in the Deals table will be used as such. If we win all the open deals, this is the amount we will successfully sell.
  3. Expected Value: The reality is that we will win some deals and lose some deals. So, it is better to be realistic about our estimated sales. Expected value is the weighted sum of deal value by Win %.

Metrics by Stage

As the summary metrics describe the current scenario of the entire pipeline, it is also equally important to know the metrics on the deals by stage.

Sales Pipeline Metrics by Stage – Deals, Deal Value and Expected Value
Sales Pipeline Metrics by Stage – Deals, Deal Value and Expected Value

As shown in the image above, the same three metrics (Number of Open Deals, Total Deal Value and Expected Deal Value) are shown for each of the 4 stages.

Closed Deals Performance

The previous section showed the active pipeline. As important that is, it is also important to know how we have been performing in closing deals. It can tell a lot about the future.

The next section shows the performance of closed deals.

Performance Metrics of Closed Deals – Conversion Rate, Time To Win Deals
Performance Metrics of Closed Deals – Conversion Rate, Time To Win Deals

Deals Won and Lost

Closed Deals – Number of Deals Won and Lost – Deal Value
Closed Deals – Number of Deals Won and Lost – Deal Value

In the sample above, 3 deals were won for total of $161,000 and 7 deals were lost valued at a total of $74,000.

Conversion Rate & Average Time to win deals

Conversion Rate and Average Time to win Deals
Conversion Rate and Average Time to win Deals

3 deals were won out of 10 closed deals and hence Conversion Rate is shown as 30%.

The 3 won deals took on average 17 days to close. This is based on the Close Date and Created Date we entered.

Where are deals lost?

By knowing where the deals are being lost, we can work on those stages to improve our performance.

Deals Lost by Stage
Deals Lost by Stage

Of the 7 deals we lost, 29% were lost in the Lead stage, 14% in the Opportunity stage, 43% in Demo stage and 14% in Quote stage.

We have entered a small sample of deals here. As we enter more and more data, these % will become very telling in revealing our strengths and weaknesses. If Demo is the stage we fail most often, we may need to improve the demo event to convince our prospects about the usefulness of our products.

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Rental Inventory Tracker – Free Google Sheet Template

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As an owner of a rental business, it is important to know the amount of inventory that is available and the amount of inventory rented out. This Google Sheet Template is developed to help people in tracking the availability of inventory so that it can be rented out. 

This Google Sheet template can also provide details about the availability of a particular product within a particular time period.

This template is designed for Google sheets, but if you are looking for an Excel template, please visit Rental Inventory Tracker.

Rental Calendar – Available Quantity
Rental Calendar – Available Quantity

How to Use the Rental Inventory Tracker Google Sheets Template

Steps to use this template:

  1. Make a Copy and save this template in your Google Drive.
  2. Configure the input entries.
  3. The calendar is populated automatically.

Step 1: Make a copy of the sheet

Click on the link above and then make a copy of the sheet as shown in the screenshot below.

Make copy
Make a copy of the sheet

You can save the copy in your own google drive for your use. Once copied, it can also be shared with your colleagues to collaborate as needed.

Step 2: Configure the input entries

Enter the list of assets or equipment in the Assets sheet.

Enter Rental Equipment or Rental Assets Items
Enter Rental Equipment or Rental Assets Items

Enter Asset Name, Description and # of Items you have of each asset. The last two columns are automatically calculated. When you begin, Rented Out will be 0 and all the items will be In Stock.

Enter Rental orders in Orders sheet

Rental Inventory Tracker – Enter rental orders details
Rental Inventory Tracker – Enter rental orders details

Enter Order Number,  Order Date, Asset being rented and Quantity being rented. Enter Rent Out Date (date when the asset needs to be given to customer) and Return Date (date when asset will be returned by the customer).

Use the Notes column to keep track of any information related to the order. For example, you can enter contact information of the customer.

Check Availability of Rental Asset

At the top of the Orders sheet is a simple availability calculator, which will provide the quantity available to rent for a specific asset given the rent out and return dates.

Check availability of Rental Items
Check availability of Rental Items

If the available quantity is negative, that indicates that there is not enough inventory.

Check availability of Rental Items – Not enough Inventory
Check availability of Rental Items – Not enough Inventory

This availability calculator can handle rental windows of up to 90 days long.

Check availability – Rental Assets – Window longer than 90 days
Check availability – Rental Assets – Window longer than 90 days

Step 3: Calendar is populated automatically

View Availability Calendar

The Calendar sheet provides a flexible and useful calendar that shows the availability of rental assets over 31 days. You can choose any start date for this calendar view. Also, you can choose to see Available Quantity or Rented Quantity. Here is a screenshot of Available Quantity.

Rental Calendar – Available Quantity
Rental Calendar – Available Quantity

The red colored cells indicate days when assets will not have enough inventory to cover the rental orders. You need to make sure that you re-do the rental order by working with the customer or may have to cancel the order.

Here is a screenshot of Rented Quantity.

Rental Calendar – Rented Quantity
Rental Calendar – Rented Quantity

This will help you to be aware of how many items will be rented out on any specific day.

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Inventory and Sales Manager – Free Google Sheet Template

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If you are struggling in managing your product inventory and sales this Google Sheet is suited for you. For everyone who runs a small business of buying products from suppliers and selling them to customers this sheet will be very helpful. This template is suitable for both retail and wholesale business. 

What more? The template will assist in knowing the inventory levels of each product and understanding which products to re-order. 

This template is designed for Google sheets, but if you are looking for an Excel template, please visit the Inventory and Sales Manager.

Inventory Spreadsheet – Summary Metrics
Inventory Spreadsheet – Summary Metrics

Features of the Inventory and Sales Manager Google Sheets Template

  • Enter and manage up to 2000 different Products
  • Set custom re-order points for each product
  • Simple and Easy data entry
  • Know current inventory levels of each product
  • Identify the products to be re-ordered
  • Know if the sale orders can be fulfilled
  • Easily understand the sales and purchase patterns (monthly and cumulative)
  • Quickly see your top customers and suppliers
  • Identify your best performing products
  • Know how the different product categories contribute to sales
  • Easily retrieve and view your order details

How to Use the Inventory and Sales Manager in Google Sheets Template

Overview of steps

  • Make a copy of the sheet
  • Input the Product and Order details
  • View details & Report

Step 1: Make a copy of the sheet

Click on the link above to access the Google Sheet. Make a copy of the Sheet as shown in the screenshot below. Save this template on your Google Drive.

Make a copy
How to make a copy of Google Sheet

Note: Once you open the saved template, you have to just configure your inputs to customize the calendar according to your needs. The reports will be auto populated. 

Step 2 : Input the Product and Order details

Enter Products

Enter list of products and re-order points in the Products worksheet

Google Sheet Inventory Management – Products Table
Google Sheet Inventory Management – Products Table

Product Category: This allows you to categorize products. If you have numerous products, categorizing similar products together can help in understanding product performance.

Re-order Point: Amount that you set for each product, where when the current inventory level hits that amount, you will place a new purchase order to replenish inventory. (For more, read Re-Order Point Article in Wikipedia)

Enter Orders

Enter the line items for all the orders (both purchase and sale) in the Orders_and_Inventory worksheet

Inventory Manager Template – Enter Order Details
Inventory Manager Template – Enter Order Details

If you have any existing inventory when you start using the template, enter them first. You can then continue to enter your new orders (purchase and sales) as they happen. The template will then give you accurate count of your inventory.

  • Order Number: This Order number is not used in the template to calculate anything. This has been provided for you to track your orders easily. You can filter the Orders table by choosing specific order number to see all the items in that order. If your systems generate any order numbers, you can enter them here. If you don’t have any such systems, you can create your own. The only recommendation is that you should have a unique order number for each order.
  • Order Type: There are two types of Orders: Purchase and Sale. When you place an order to acquire products from suppliers, it is called a Purchase order. When your customer places an order to buy products from you, it is called a Sale.
  • Order Date: For Purchase orders, this is the date when the order is placed by you to your supplier. For Sale orders, this is the date when the order is placed by your customer to you.
  • Expected Date: For Purchase orders, this is the date when the inventory becomes available for you to sell. For Sale orders, this is the date when the inventory will leave you to the customer.
  • Partner: For Purchase orders, your supplier is the Partner. For Sale orders your customer is the Partner.
  • Quantity: Number of units of products. The unit can be any numeric value. Even if your unit is not whole numbers, you can still use the Quantity field.
  • Unit Price: In Purchase orders, this is the cost of buying one unit of the product. In Sale orders, this is the revenue from selling one unit of the product.
  • Amount (Calculated field): (Unit Price X Quantity) = represents the amount of money. In Purchase orders this would be money leaving you and in Sale orders, this would be money that customers pay you.
  • Inventory Availability (Calculated field): This is the quantity (number of items) of the product available in inventory as of the Expected Date.

Step 3 : View details & Report

View information about overall inventory availability

Inventory Googlesheet Template – Summary Metrics
Inventory Googlesheet Template – Summary Metrics
  • Current Inventory of a product = (Total Purchases of Product – Total Sales of Product) as of today
  • Products Available: Number of Products where the current inventory level is greater than 0.
  • Quantity: Total Number of items of all Products currently available
  • Products to Re-order: Number of Products where the current inventory is less than or equal to the re-order point
  • Order Items that cannot be fulfilled (Current): Among the orders where the fulfillment date is less than or equal to today, number of line items in orders where the available inventory is less than the Sale quantity
  • Order Items that cannot be fulfilled (Future): Among the orders where the fulfillment date is in the future, number of line items in orders where the available inventory is less than the Sale quantity

View details of one specific product

Choose a product from the drop down and see details of that specific product.

Choose Product to view current inventory
Choose Product to view current inventory
  • Pending Purchase Quantity: Quantity in the Purchase Orders that are expected to be available in the future
  • Pending Sale Quantity: Quantity in the Sale Orders that are expected to be delivered in the future

View products to re-order

List of Products to order
List of Products to order

If there are line items that cannot be fulfilled or if there are products to re-order, take actions appropriately.

View Report

View the Report worksheet to understand the purchase/sales trends and also to identify the top performing products and most valuable suppliers/customers.

The report sheet has slicers (filters) at the top.

Inventory and Sales Manager – Google Sheet Template – Report Filters/Slicers
Inventory and Sales Manager – Google Sheet Template – Report Filters/Slicers

Amount and Cumulative Amount by Month

Inventory and Sales Manager – Google Sheet Template – Report – Amount and Cumulative Amount
Inventory and Sales Manager – Google Sheet Template – Report – Amount and Cumulative Amount

Quantity and Cumulative Quantity by Month

Inventory and Sales Manager – Google Sheet Template – Report – Quantity and Cumulative Quantity
Inventory and Sales Manager – Google Sheet Template – Report – Quantity and Cumulative Quantity

Amount distributed across Product Categories by Month

Inventory and Sales Manager – Google Sheet Template – Report – Amount by Product Category
Inventory and Sales Manager – Google Sheet Template – Report – Amount by Product Category

Quantity distributed across Product Categories by Month

Inventory and Sales Manager – Google Sheet Template – Report – Quantity by Product Category
Inventory and Sales Manager – Google Sheet Template – Report – Quantity by Product Category

Amount Distributed across Partners

Inventory and Sales Manager – Report – Amount by Partner
Inventory and Sales Manager – Report – Amount by Partner

Product Ranking based on Sales Amount or Quantity

Inventory Sheet – Google Sheet Template – Report – Product Ranking
Inventory Sheet – Google Sheet Template – Report – Product Ranking

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Invoice Manager Excel Template – User Guide

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This article provides step by step instructions on how to use the Invoice Manager Excel template.

Product page: https://indzara.com/product/invoice-manager-excel-template/

 

Step by Step Instructions

Enter Invoice data in Invoices sheet

Invoices Sheet
Invoices Sheet

The fields required are

  1. Invoice Number: Unique identification of invoices. The Invoice number should not be repeated.
    1. You can have any method to come up with invoice numbers. For example, you can start with invoice number 10001 and then each new invoice, increment by 1. 10001, 10002, 10003, etc.
  2. Customer: Name of the customer to whom the invoice was sent to. It is important to be consistent with the customer name. When payments are made by customer, we will be entering them based on Customer Name and thus being accurate and consistent with Customer Name is important.
  3. Invoice Date: Date of issue of Invoice
  4. Invoice Amount: Total amount on the invoice that Customer needs to pay
  5. Due in N Days: Type 30 for the due date of invoice in 30 days after Invoice Date. For example, an invoice issued on Jan 1st will become due on Jan 31st, if you put 30 in the DUE IN N DAYS column. Depending on the period for each invoice, you can type the appropriate number.
  6. Category: This field is provided so that you can categorize the different invoices. For example, if you are providing two types of service and you want to be able to track them separately, you can categorize the invoices accordingly. Only one category is chosen for each invoice. This will be used in the Dashboard later.
  7. Notes: Optional field where you can type in any comments or notes about the invoice.
  8. Status: This is an automated field which will change color based on the status of the invoice.
Invoice Status Colors
Invoice Status Colors

The four status values possible are

  • PAID IN FULL: If Invoice has been paid in full by payments made by customer
  • OVERPAID: if paid amount Is greater than invoice amount
  • CURRENT: If it is not paid yet, but the due date is in future – in other words, not due yet.
  • PAST DUE: If it is not paid and the due date has passed.

Now, let’s enter our first invoice data.

Important: Start by typing in cell A4.

If you are new to Excel tables, please read the article on Excel tables before using this template. It is extremely critical that you are entering data correctly in the tables.

Entering First Invoice Data
Entering First Invoice Data

In the above example, I have entered an invoice dated 5th Jan 2020 for an amount of 350 due in 60 days after invoice. Today is March 21st (as of writing this tutorial) and as of today, the invoice is past due date and we have not entered any payment yet for this invoice. Hence the status is Red in color.

To enter a second invoice, you would enter a new invoice number in cell A5.

Entering Second invoice
Entering Second invoice

The fields that are required will have a red border if left empty. This serves as a visual reminder to enter those values.

To enter third invoice, you will enter a new invoice number in cell A6.

This is critical as Excel tables auto expand when we follow this method. If you directly go and enter a new invoice number in cell A10 (for example), that will not be included in calculations.

Pasting Data from Another Source

If you are pasting invoice numbers or data from another spreadsheet, please take extra care in pasting.

  1. Ensure the order of columns of data you are pasting align with the columns in this table. For example, please do not paste Invoice number in Invoice Amount column. The columns cannot be altered like that.
  2. When pasting please paste as values. Do not paste the data with Ctrl+V or paste default.
    1. Right click on cell A4 and choose Paste Values icon as shown below.
paste as values
paste as values

After entering my second invoice, it looks like this.

Second Invoice Data Entry
Second Invoice Data Entry

After third invoice, it will look like this.

Third Invoice Data Entry
Third Invoice Data Entry

You can continue to enter up to 5000 invoices like this in the sheet. It is easy to extend even beyond that. The Excel file may become large and you may prefer to start over for the next 5000 invoices.

Entering payments

In the Payments sheet, we will enter payments made by customers in the table. The steps and guidelines for data entry are like the ones we followed in Invoices sheet. So, we will focus here on types of payments.

Full Payments

If the customer chooses to pay the invoice amount in full, with one single payment, the data could be entered as shown below.

Full payment example
Full payment example

Multiple payments (Partial payments)

As an example, I have entered 2 payments as shown below.

Multiple Payments for one invoice
Multiple Payments for one invoice

In this case, Customer ‘First Customer’ made payment of 300 on 4th Feb and remaining 50 on 10th Feb. Both were for same invoice# 1001.

Bulk Payments

Sometimes, customer may make payments across two invoices. They are referred to as Bulk Payments in this template.

Bulk Payment Example
Bulk Payment Example

Let’s take the same ‘First Customer’. Instead of making the 50 remaining balance on Invoice # 1001, let us assume the customer made a payment of 100 as shown below.

In this case, we don’t enter an Invoice number in the Invoice number column. That’s because it is a bulk payment – a payment that goes against more than one invoice. Here, the payment of 100 should be used against invoices 1001 and 1003.

Bulk Payment vs Invoice Payments

The template will automatically apply the bulk payment against open invoices using a ‘first in first out’ rule. Whichever invoice (for the specific customer) appears first in the Invoices sheet will be closed out before applying against the invoice that appears next. The order of entry in the Invoices sheet dictate the payment distribution.

If you need to specifically control which invoices the payment should be applied against, then enter them as invoice payments instead of bulk payments. For example, the same payment of 100 can be split to two invoice payments of 50 as shown below.

Converting bulk payment to invoice payments
Converting bulk payment to invoice payments

Invoice Overpayment

If the customer makes a payment greater than the invoice amount, it will appear as Overpayment in status.

In this case, the payment was 400 was made for invoice # 1001.

Overpaid Amount for Invoice
Overpaid Amount for Invoice

Since the invoice amount was only 350, the status is blue in color indicating overpayment.

Invoice showing overpaid status
Invoice showing overpaid status

The additional amount of 50 will not be used to pay off other invoices.

It will be listed as overpaid in the customer report.

Overpaid amount in Customer Report
Overpaid amount in Customer Report

It is recommended that you update the Payments table to reflect as shown below. 350 for invoice #1001 and 50 as bulk payment.

Correcting overpayment
Correcting overpayment

This would ensure that there is no overpayment for the customer in the report.

Updated Customer report
Updated Customer report

Overpayment of Bulk Payments

In the above case, the customer had another invoice to which the bulk payment was applied. What if the customer didn’t have another open invoice?

In such cases, the customer report will show the extra amount in the top right section as shown below.

Extra Bulk Payments in Customer Report
Extra Bulk Payments in Customer Report

This is the amount you will owe to the customer, since the customer has made extra amount as payment. If a new invoice is issued to customer, then this extra bulk payment amount will be used to pay off the new invoice.

Customer Name validation

If the Customer Name entered for an invoice payment does not match the name in the Invoices sheet, a red border will appear on the payment record.

Invalid Customer Name Entry
Invalid Customer Name Entry

Refresh Calculations

The template uses pivot tables and hence, after entering invoice or payment data, we need to refresh calculations.

In the Data ribbon, click on Refresh All.

Refresh Calculations
Refresh Calculations

In the Payments sheet, you will see a Payment trend by Month.

Payment Trend by Month
Payment Trend by Month

DASHBOARD

In the Dashboard sheet also, the data gets refreshed due to us refreshing in previous step.

The dashboard is designed to give you insights about customers and revenue for your business.

Invoices Dashboard
Invoices Dashboard

The dashboard shows the following visuals:

  1. Invoice Amount by Invoice Month – Displays revenue trend
  2. Balance Amount by Due Month – Displays when balance amount will be due (future revenue projection)
  3. Invoice Amount by Invoice Category – Identifies categories that bring most revenue to your business
  4. Top 10 Customers by Invoice Amount – Customers that bring most revenue to your business.
  5. Top 10 Customers by Balance Amount – Customers who owe the most to your business now

The dashboard can be filtered by Invoice Date slicer.

UNPAID INVOICES REPORT

The report shows all unpaid invoices – broken down into Current and Past Due invoices. You can use this report as one place to see all invoices past due and take necessary actions to follow up with those customers.

Unpaid Invoices Report - Aging and Invoices due today
Unpaid Invoices Report – Aging and Invoices due today
  • It gets updated automatically as soon as you enter/update data in Invoices and Payments sheets.
  • The Aging of invoices
    • For Current Invoices: Number of days from today to Due Date
      • 0 to 30 days, 31 to 60 days, 61 to 90 days and > 90 days
    • For Past Due Invoices: Number of days from Due Date to Today
      • 1 to 30 days, 31 to 60 days, 61 to 90 days and > 90 days
    • 20 current and 20 past due invoices can be shown at a time. To see the next set of invoices, just type in 21 to see invoices 21 to 40.
See next 20 invoices
See next 20 invoices

CUSTOMER REPORT

Customer Report is designed to be a one page view of all invoices for a customer.

Customer Report example
Customer Report example

You can type a Customer name in the customer input field at the top left.

The first section shows the total invoice amount, paid amount and balance amount.

You can choose to see all invoices or only past due.

Customer Report All invoices vs Past Due
Customer Report All invoices vs Past Due

The report shows 30 invoices at a time. But if customer has more than 30 invoices, you can type 31 instead of 1 to see the invoices 31 to 60.

Next 30 invoices
Next 30 invoices

The report is prepared to be print-friendly and you can print in one page.

 

FAQ (Frequently Asked Questions)

Currency formatting

The template has been designed not to display any one specific currency format, as audience all over the world will be downloading this template.

However, if you need to apply your specific currency format, it is easy.

In any sheet, Press Ctrl+G.

Choose currency cells
Choose currency cells

Select CURR and Click OK

This selects all the cells that are currency cells.

Press Control+1 (control and 1 keys together)

Change Currency Format
Change Currency Format

Select Currency Category. Choose the specific Symbol of your choice and click OK

Now, the currency format would be applied automatically.

Repeat this process within each sheet.

 

How to unprotect?

Dashboard, Unpaid Invoices and Customer Report sheets are protected to prevent unintentional editing of formulas, as that would impact the accuracy of the template. Password is not needed to operate the template with all functionalities as described in the product page.

If you are very familiar with Excel formulas, and want to modify the functionality of the template, you can. Please unprotect the sheets using indzara as password and make changes. Before making changes, please save a back-up copy of the file.

More on how to unprotect in Excel

 

How many invoices can be entered?

The template is designed to support 5000 invoices. If you need to increase it to more, please reach out to support@indzara.com

Invoice Manager Excel Template – Support Page

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Thanks for visiting the support page for Invoice Manager Excel Template which can help simplify tracking and managing invoices and payments.

The following are the support articles to help you get started with using the template. If there are any questions not addressed here, please drop a comment and I will add article/video demo about that topic.

Support Articles

  • Please see this article on Important Tips before using the template
    • Input Data is always visible & can be edited easily
    • Refresh Calculations after entering or updating input data
    • Backup by saving file regularly
  • This template uses Excel tables for data entry. If you are not very familiar with Excel tables, please see this article on How to enter data using Excel Tables?
    • What is a Table?
    • Why do we use Tables?
    • Components of a Table
    • 3 Basic Data Entry Operations
    • 5 Essential Tips to avoid mistakes
  • Step by Step User Guide
    • Step by Step instructions on entering data

If you have any questions on the template, please post them in the comments section below. I will respond as soon as I can. If it will benefit others, I will also publish a blog post and video answering your question.

Retail Inventory Tracker – Free Google Sheet Template

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As an owner of a retail business, it is important to know the availability of inventory to manage orders. This Google Sheet Template is developed to help people in buying products from suppliers and selling them to their customers in a retail business scenario.

This Google Sheet Template can be effectively used to determine which products to reorder, who are your best suppliers and customers. 

This template is designed for Google sheets, but if you are looking for an Excel template, please visit Retail Inventory Tracker 

Retail Inventory Tracker

Key Features of this template are

Order Management

  • 3 types of orders (Sale, Purchase, Adjust)
  • Handles product returns
  • Auto-Populate product prices in orders

Inventory Management

  • Calculates current inventory of each product
  • Set re-order points and know what to order

Finance

  • Handles tax
  • Handles product level and order level discounts
  • Calculates Cost of Goods Sold (COGS) and Profit

Data Management

  • Easily access Product, Partner (Customer and Supplier) and Order Lists
  • Maintain history of Product price data

Reporting

  • 6 page interactive report of business metrics
  • 12 month trends of key metrics
  • Identify best products and partners
  • Calculates Inventory value

How to Use the Retail Inventory Tracker Google Sheets Template

Steps to use this template:

  1. Make a Copy and save this template in your Google Drive.
  2. Configure the input entries.
  3. The reports are populated automatically.

Step 1: Make a Copy of the sheet.

Click on the link above and then make a copy of the sheet as shown in the screenshot below.

You can save the copy in your own google drive for your use. Once copied, it can also be shared with your colleagues to collaborate as needed. 

Step 2: Configure the input entries.

Initial Setup

These Initial Setup steps are to be done first as a one-time activity.

This Google Sheet Template is one of the simplest templates to get started. Following are the inputs needed for this template to populate the reports automatically.

Enter Business Information

In the Settings sheet, Enter your business information such as address, email and phone number.

Enter business information such as addresses and phone number
Enter business information such as addresses and phone number

Enter Product Categories

If you are selling several products in your business, it is recommended that you categorize your products. This helps a lot in managing them and understanding their sales performance.

Enter Product Categories in your retail business
Enter Product Categories in your retail business

Enter Products

In the Products sheet, let’s enter each of our products in a separate row.

Please start entering from row 4

Enter Products with Name, Description Starting inventory and Re-order point
Enter Products with Name, Description Starting inventory and Re-order point

Let’s see each of the fields in the Products table. 

  • ID: Unique identification of product. This has to be unique. Please do not repeat the same ID or leave the field blank.
  • NAME: Name of the product
  • DESCRIPTION: Description of the product, as needed in our business.
  • STARTING INVENTORY: This is the quantity of the product we have when we begin using the template. This is entered only once and does not have to be updated daily.
  • RE-ORDER POINT: The quantity of product at which you would like to replenish by ordering.

There are a few more columns of product information we can input.

Enter Unit of measurement, Product category, Tax information for each product
Enter Unit of measurement, Product category, Tax information for each product
  • UNIT: This is how we measure this specific product.
  • CATEGORY: Product category to which this product belongs.
  • TAXABLE: In our business, if we have products that are not taxable, we can enter NO. If tax is applicable, just leave it blank. By default, tax will be applicable.
  • PR CUST FIELD: This field is provided as a placeholder for you to enter any information you need at Product level. You can rename the field and use it as needed.

The other columns in this sheet are all calculated columns.

The columns that have Green colored labels are all calculated columns. Please do not edit the formulas in them. 

Enter Product Prices

In the Prices sheet, we will be entering Purchase and Sales prices.  This information will be used to auto-populate prices in our orders. This will save a lot of time in data entry of orders.

Enter product purchase and sales prices in Prices sheet
Enter product purchase and sales prices in Prices sheet

Purchase Price is the price we pay our suppliers to purchase products. Sales Price is the price we sell the products to our customers at.

To begin with, let’s assume we start using this template from Nov 1, 2016 to enter orders.

We enter each product in this Prices table and enter Nov 1, 2016 as the Effective Date. The Purchase and Sales prices we enter will be the prices effective as of Nov 1, 2016.

What if price changes?

The template is designed to accommodate price changes for products. You may have an increase in prices of certain products over time. Not a problem.

If price changed for a product from Jan 1, 2017, we will just add a new row, enter the Product ID, Effective date (as 01-Jan-2017) and the new Purchase and Sales prices. Please note that we have to add new rows whenever prices change, and not to replace the older data.

We have to enter both purchase and sales price in each row, even if only one of them changes.

Enter list of Partners 

In the Partners sheet, we store the list of our partners. Partners include Suppliers and Customers.

Enter customer and supplier information in Partners sheet
Enter customer and supplier information in Partners sheet

If a partner is both a customer and a supplier (it is possible in some scenarios), enter the partner only once.

  • Partner ID and Partner Names should be unique.
  • Enter Shipping and Billing address, E-mail address and Phone number.
  • Enter the primary person of contact for each company in the CONTACT field.

This sheet now serves as a nice organized set of data about your partners.

We have completed the initial set up now. It’s time to enter our first order.

Creating Orders

Before we enter our order, let’s learn about the types of orders. You can create 3 types of orders in this template.

3 types of orders Purchase, Sale and Adjust
3 types of orders Purchase, Sale and Adjust
  1. PURCHASE: When we purchase products from our suppliers, we enter a PURCHASE order. This order will add the purchased items to inventory on the Expected Date.
  2. SALE: When we sell products to our customers, we enter a SALE order. This order will subtract sold items from the inventory on the Expected date.
  3. ADJUST: We can create an ADJUST order and enter negative quantity values to reduce inventory or positive values to increase inventory as needed. This can be used to adjust our inventory numbers to ensure that the numbers match the inventory on hand. For example, we may lose products due to damage or expiry or other reasons. We would want to adjust our inventory accordingly and that’s where we can use ADJUST order type.

Creating a Purchase Order

Orders are entered in this template in 2 stages – 1) Order Header  and 2) Order Details. Let’s use an example. The products here are shirts for boys and girls. They are available in different colors.

In the Order Headers sheet, we enter the following information.

Entering a purchase order in Order Headers sheet
Entering a purchase order in Order Headers sheet

The Order Number should be unique. In other words, each order should be entered in one and only one row. The field should not be blank.

We can enter any method of numbering orders. The template does not limit that and does not create any pre-defined order numbers. Here, we have entered ‘P1’ as order number, to reflect that it is the first purchase order we are entering. 

Order Date and Expected Date

Each order will have 2 dates. Order Date and Expected Date. Order Date is the date when the order is placed. Expected Date is the date when the inventory is impacted.

For example, if you place a purchase order on Nov 5th. The supplier says the products will reach your inventory on Nov 25th. Here, Nov 5th is Order Date and Expected Date is Nov 25th. If there is a delay later and the supplier says it will only reach on Nov 27th, then we have to update the Expected Date of our order to Nov 27th.

Order Type is ‘Purchase’ and we have chosen our supplier in the Partner Name field.

There are additional information we can enter in the Order Header.

Additional information on Purchase Order – Order Header
Additional information on Purchase Order – Order Header
  • OTHER CHARGES: Any additional cost on the order. For example, shipping charges.
  • ORDER DISCOUNT: Any additional order level discount amount (not %). We will be entering product level discounts later.
  • TAX RATE: Tax Rate % applicable for this order. We can have different tax rates for different orders.
  • ORDER NOTES: Enter any notes for your reference to this specific order.

Now, we enter the items on the order in the Order Details sheet.

Entering order line items in Order Details sheet – Product, Quantity and any discount
Entering order line items in Order Details sheet – Product, Quantity and any discount

It is very simple. Enter Order Number, Product ID, Quantity and any Unit Discount.

Here, we have entered a purchase order to purchase 15 units of Boys Shirt in Red color and 10 units of Girls Shirt in Red color. There is a discount of $2 (any currency you use) for each of the 10 Girls shirts and no discounts for the Boys shirts.

The template will calculate amounts for each line item.

Calculations of Amount and tax for each line item in the order
Calculations of Amount and tax for each line item in the order

Creating a Sales Order

Entering a sales order is very similar to the purchase order, except that our Order Type is ‘Sale’ now.

Entering a Sale Order in Order Header sheet
Entering a Sale Order in Order Header sheet

As shown in the image above, to add an order, we just add our entry in a new row in Order Headers sheet.

We enter S1 as Order Number. This sale order was placed on Nov 26th and products were given to customers on the same day (Nov 26th).

 In the Order Details sheet, we add 2 rows as we are selling two products (MSBL and MSGR).  10 units of MSBL and 5 units of MSGR.

Entering Sale Order line items with Product and Quantity in Order Details sheet
Entering Sale Order line items with Product and Quantity in Order Details sheet

This order will now automatically reduce inventory for each of the products, effective as of Nov 26th (Expected date).

Handling Supplier Return

If we have a situation where we want to return products back to our supplier due to some reason (example: defective products), we can do so easily.

We will enter a new Purchase order.

Tip: For easier identification of return orders, you can enter order number differently. For example, use a prefix of PR for purchase return orders.

In our example, after receiving the products on Nov 25th, we notice that there are 5 defective BRD units. We want to return them.

So, on the next day (Nov 26th), we send the products back to the supplier.

Purchase Return Order – Handling Supplier returns in retail
Purchase Return Order – Handling Supplier returns in retail

In the Order Details sheet, we will enter the information on returning product and quantity.

Purchase Return Order – Handling Supplier returns in retail
Purchase Return Order – Handling Supplier returns in retail

Since we are returning 5 units of BMGR, I have entered -5 as Quantity. Entering a negative value is important. That ensures that our inventory is reduced by 5 units for this product.

Handling Customer Return

Similar to the Supplier Return, we can also handle customer returns. If customer decided to return products to us, we can enter that information in the template. We use a Sale order for that purpose.

Customer Return Order – Handling products returned by customer
Customer Return Order – Handling products returned by customer

In this example, SR1 is the sale return order that is placed on Nov 30th.

Customer Return Order – Entering quantity of products returned by customer
Customer Return Order – Entering quantity of products returned by customer

4 units of BMGR are returned by the customer.  We enter -4 as Quantity. This will be used by the template to add 4 units to GRD inventory, effective as of Nov 30th.

Creating an ADJUST order

On some occasions, we may find that a product is either expired or damaged locally at the warehouse. We cannot return it to the supplier, and we cannot sell that to customer too. We need to make sure that our current inventory calculations reflect the true available inventory to sell. This is where we can use the order type ‘Adjust’.

In the Order Headers sheet, we first create a new Adjust order.

Entering an Adjust order to handle scenarios by product expiry or damage
Entering an Adjust order to handle scenarios by product expiry or damage

For example, one BMGR shirt was damaged in the warehouse and we notice it on Dec 1st. So, we enter it as shown below.

Adjust Order – Entering quantity and discount
Adjust Order – Entering quantity and discount

We enter -1 as Quantity. This will reduce the inventory by 1.

If we want to increase inventory levels without entering a purchase order, we can use an ADJUST order where we enter positive values as Quantity.

 We enter 35 as Unit Discount (as that is the sales price of the product). This is to zero out the impact on cost. If we are not incurring any additional cost by disposing the shirt, then this method is recommended.

If we incur any additional cost, then we enter the appropriate Unit Discount so that the total Amount after Tax reflects the disposal cost.

Step 3: Automatically populate reports

Business Performance Reporting

The template has extensive automated and interactive reporting in the Report sheet.

Current Status (Inventory level and Inventory value)

Current Status of Inventory – Retail Business
Current Status of Inventory – Retail Business

The following metrics are displayed to reflect the status as of today.

  • Total inventory (quantity) on hand
  • Total inventory to Come (ordered from suppliers already and will reach our inventory in future)
  • Total inventory to Go (ordered by customers already and will leave our inventory in future)
  • Number of Products to re-order (products whose current inventory is at or below its Re-Order Point)
  • Inventory Value (calculated based on current purchase price of the products on hand)

 The above presents the overall summary of all products together. We would also want to see this information individually for each product. To do that, we go to the Products sheet.

Inventory levels of each product in Products table
Inventory levels of each product in Products table

Now, the rest of the Report sheet presents an interactive way of accessing business performance metrics.

We can customize the date range for the report by choosing any start and end dates.

Enter Start and End Date for Report
Enter Start and End Date for Report

We leave the Refresh as ON. If you enter a lot of order data over time and if you notice the file is getting slower, you can turn this OFF. It will stop the report from refreshing constantly and that will improve performance.

For the date range we entered, we can see the summary metrics.

Summary Business Performance Metrics for Retail Business
Summary Business Performance Metrics for Retail Business
  • SALES
    • Sales Qty: Total of quantity on Sale orders. Considers returns as well.
    • Sales Amount: Total Order amount on the Sale orders. Includes product level discounts. Does not include tax, order level charges and order level discounts.
    • Sales Tax: Total tax amounts on Sale Orders
    • Qty Returned from Customer: Quantity returned by customers
    • Discount Amt Given: Total amount of discount given to customers
    • Other Charges: Total of other charges on all Sale orders
  • PURCHASE
    • Purchase Qty: Total of quantity on Purchase Orders. Considers returns as well.
    • Purchase Amount: Total Order amount on the purchase orders. Includes product level discounts. Does not include tax, order level charges and order level discounts.
    • Tax: Total tax amounts on Purchase Orders
    • Qty Returned to Supplier: Quantity returned to suppliers
    • Other Charges: Total of other charges on all Purchase orders
  • PROFIT
    • Gross Profit: Sales Amount – Cost of Goods Sold
      • Cost of Goods Sold is the sum of purchase price of products sold. Purchase price is the price of product as of Sale order date.

We can view these metrics by month, for 12 months at a time.

Monthly Metrics on Sales and Purchases – Sales Amount, Cost of Goods Sold and Profit
Monthly Metrics on Sales and Purchases – Sales Amount, Cost of Goods Sold and Profit

We can choose one of the metrics to display data on a chart showing trends over 12 months.

Choose metric to display on chart
Choose metric to display on chart

Monthly Metrics on Sales and Purchases – Trend Chart
Monthly Metrics on Sales and Purchases – Trend Chart

Top 10 and Bottom 10 Products

One of the important pieces of understanding business performance is knowing which products are selling the most and which ones are not. We have 3 ways of measuring sales – Quantity, Amount and Margin. This allows us to understand the true impact of the products to the business.

Choose one of the 3 Sales metrics (Sales Quantity, Sales Amount and Margin)
Choose one of the 3 Sales metrics (Sales Quantity, Sales Amount and Margin)

We will see top 10 and bottom 10 Product Categories by the selected Sales metric.

Top 10 Product Categories by Sales Metric
Top 10 Product Categories by Sales Metric

Bottom 10 Product Categories by Sales Metric
Bottom 10 Product Categories by Sales Metric

Similarly, the top 10 and bottom 10 Products by sales metric.

Top 10 Products by Sales Metric
Top 10 Products by Sales Metric

Bottom 10 Products by Sales Metric
Bottom 10 Products by Sales Metric

If we want to look for details of a specific product, we can choose the product ID from the drop down.

Choose Product to view Performance metrics
Choose Product to view Performance metrics

Product Performance Summary metrics
Product Performance Summary metrics

View Inventory level for selected product
View Inventory level for selected product

Sales Quantity – Monthly Trend for chosen product
Sales Quantity – Monthly Trend for chosen product

Partner Performance

Another important aspect is to understand best partners (customers and suppliers).

Top 10 Customers by Sales
Top 10 Customers by Sales

Top 10 Suppliers by Purchase Amounts
Top 10 Suppliers by Purchase Amounts

We can then see the details of one specific partner at a time.

Choose Partner to view Performance metrics
Choose Partner to view Performance metrics

Partner Performance Summary metrics
Partner Performance Summary metrics

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