Excel Invoicing Requirements

[rhdune16]

Good Morning All,

I've been browsing this forum and lots of other sites to see if I can come up with a practical way to create some sort of excel program or code that could automate my invoicing needs. Decide to join and ask you guys cause I can't find anything close to what I need. I know its possible but don't know how to mash the different aspect together. I tried learning but I have no idea how to program in excel, on know how to do functions. Can you guys look at the following requirements and let me know if its doable, and if so would anyone like to do it for me for possible reimbursement...

REQUIREMENTS

Top of invoice automatically has name, logo, and contact information

Input Client’s name, Student’s name, and address

Ability to select Student’s name and have other information automatically input into top of invoice.

Have a column for date, service/ product, column for quantity, and column for price.

Then select either:
- Lesson at $50
- Lesson at $47.50
- lesson at $42.50
- lesson at $40.00
- Lesson at $0.00

- Practice ride at $0.00

- missed lesson (no call no show) at $47.50
- missed lesson (no call no show) at $42.50
- missed lesson (no call no show) at $40.00
- canceled lesson (less than 24 hour notice) at $15

*When I select a client and any of the above options, have it automatically input the date I am doing it, the quantity, and the price*

- late payment fee at $25

- returned check fee at $25

- Monthly board at $900

- Monthly board at $1100

- Fast Track at $20

- Miscellaneous charges: ability to input description and price on own

Have it automatically total each client’s account until the end of the billing period (approximately monthly). Then ability to keep track of payments against account, etc. Have it be a running total of what is due on the account.
Ability to print or email monthly to give as an invoice.

 

[Akashwani]

Hi, Welcome to MrExcel.

I don't have the skills to help you, sorry.

Have you looked at the Invoice templates within Excel?
in 2007 click the Office button, click New, Click Invoices.
See if any of these meet your basic needs and then you can personalise the template for yourself.

This looks like an interesting project and I'm sure once you get it started you will get all the solutions to your problems/requirements on here, just take it one small step at a time.

Good luck.

Ak

 

[bertie]

Hi and welcome to the board, I hope you don’t mind if I volunteer my advice.<?xml:namespace prefix = o ns = "urn:schemas-microsoft-comfficeffice" /><o></o>
<o> </o>
Ignore the Invoice for now. This is the end process. First of all consider the structure of your data. You will be using Excel as a database to store information about Clients, Students and Service charges. Depending on the numbers and detail involved I envisage three spreadsheets:<o></o>
<o> </o>
Client_db<o></o>
I assume Clients sponsor the students. This would contain things like contact and billing address information. A possible unique identifier would be Client_Name.<o></o>
<o> </o>
Student_db<o></o>
This would contain things like, name, course, class, etc. To cater for students with the same name a possible unique identifier would be Student_id, <o></o>
<o> </o>
Invoice_db<o></o>
This would compile information from the two spreadsheets above and any service charges applied. With this set up you could compile the information manually with vLookups and data validation lists. An alternative would be to have a user form as an interface. At the end of each month this spreadsheet would be processed to produce Invoices. <o></o>
<o> </o>
So I guess what I am saying is that your first concern is how you lay out your data. With the structure in place looping through the resultant spreadsheet to process the data as Invoices is somewhat simplified.<o></o>