Automated Billing & Invoicing in Monday com Tutorial

MISSING STEP: - I forgot to add where you get the subitem's id in the video. Take a look at this screenshot to find the right variable: ibb.co/wR2bdjK
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[@neylz]

This is beautiful.

[@alexmurer6388]

Amazing, thank you for the tutorial!

[@GideonHarrisYT]

You're very welcome!

[@user-ro3vn7qy7k]

Hey guys, how do you get the second action - get an item. I can't get to the impulse ID part or don't know what to choose actually. Thank the community and thank Gideon for the amazing video - will save us a lot of time.

[@strately5561]

Finally made it!!! Now it would be nice to know how this invoice can be automatically send to the customer with a customized text, signature and pdf attached.

[@GideonHarrisYT]

Congratulations! :D Yes, that's certainly doable, though not with native Monday.com features. You'll have to use Make.com again and setup a trigger to compile and send an email. Then download and attach the PDF.

[@mantasruzgys6934]

Thank you for the video. Can you tell what you select on the interator and get item after it? I don't quite get it and you skip that part in the video.

[@GideonHarrisYT]

Hey, it's the subitems item's id bundle - see screenshot: ibb.co/wR2bdjK

[@alitswq]

Thanks, Gideon, It's a good idea but there are much easier ways to do so. I believe your approach is a bit too complicated and error-prone. It is not easy to troubleshoot or have audit trails.

[@GideonHarrisYT]

Hey Ali, Thus far I haven't found a cleaner/more error proof method. It's certainly not perfect, but will cover 80% of the use cases out there. Regarding the auditing/troubleshooting, I have to disagree with you on this. Integromat/Make has an excellent way of troubleshooting errors and tracking down bugs, significantly better than most other software's I've seen. The video is to show how to build a custom tool, there are other tools somewhat similar, but are severely limited in capability and customizability. If you have found better solutions that do the same thing feel free to pop it in the comments here and I'll check them out!

[@11asdasdMr11]

great tutorial! thanks. how can i handle unknown number of sub items? i mean instead of defining in the doc template 3 row i need to be able to adjust the number of rows dynamically. do you have any suggestions?

[@GideonHarrisYT]

Yes, this is possible to do, you'll want something like this: kzbin.info/www/bejne/bKjCoaV6ma2WfpI You can't do dynamic rows with Google docs (or at least not very easily), I'd recommend using a tool like PandaDoc to create generic docs, or using a tool like QuickBooks if you're trying to create invoices.

[@BrendonOSullivanS]

Great video Gideon, have you thought about how this would work with Quicken/Xero? Thanks!

[@GideonHarrisYT]

Hey Brendon, This can be built with a direct integration with Xero, but not Quicken (Quicken doesn't have an open api). For Xero, instead of generating a PDF, you would have it create an invoice within Xero, then using the Monday.com subitems, it would populate the details for each line item on the invoice. I've done this with Quickbooks frequently and only Xero once.

[@XavierEnterprise-bl6wn]

Nice video, i got the first part of the video but i got stuck in the part where you were setting up the automation

[@GideonHarrisYT]

Hey, Sorry to hear that you got just, which part were you not able to setup?

[@clh777grl]

Im having trouble with get subitems.... i dont get the numbers on the array either, i have 6 possible line items.

[@GideonHarrisYT]

You'll have to get creative with adding those up - I would recommend using an aggregator and adding the numbers up with that and a set variable module.

[@romidevinck2237]

Hi Guys, I'm working with auto numbers for my #invoice. But I cannot find it in the "Mappable column values" and so I cannot add it in my "set multiple variables". Is there a function I can use or perhaps another solution? Many Thanks!

[@GideonHarrisYT]

Hello, For the auto numbering system, you don't need to set an Invoice number if you don't want to. If you do, you can just manually type in a number, or create a column inside of Monday.com that represents a invoice number that you can then map to inside of Make.com

[@joana4806]

Hi! Can you tell me what you selected in Get an Item for Subitems? Thank youuu!

[@GideonHarrisYT]

Hey, it's the subitems item's id bundle - see screenshot: ibb.co/wR2bdjK

[@slifer867]

How is the "get sub items" module configured? I have it calling the linkedpulseID from the integrator and it just returns the very first subitem after a single operation instead of doing it for each in the array.

[@GideonHarrisYT]

Hey, Take a look at the description of the video - I have more of the details outlined there with a screenshot showing how to set it up.

[@slifer867]

@@GideonHarrisYT I have the integrator setup this way. Is this also how the get sub items module is set up? For me that module performs a single operation instead of one per item in the array

[@virtuall8750]

Hi Gidon, Thank you very much, I watched the tutorial many timest, and i did all the steps, and i still have a problem. I build a quote workspace in monday, and i made an integration that a new item created it will makes automatically 9 subitems. In the got subitems in Make, I'm getting 9 subitems but all of them are the same name as the first subitem and the same id, there is something i did wrong ? Thank a lot

[@GideonHarrisYT]

Hey! I think the step you might have missed is actually in the comments of the video. You have to separate individual subitems with an Iterator module. I've got a screenshot of how to do that in one of my replies from a similar question someone had under this same video. Let me know if that works!

[@ColsenTaylorFishing]

nice video

[@glydendamalerio2707]

Hi there, I was lost in the "GET AN ITEM" part, can't locate where to get the pulse id.

[@GideonHarrisYT]

A few other people had the same issue - I forgot to address it in the video - check the other comments to see a screenshot and an answer.

[@canaltematico]

@@GideonHarrisYT I stuck on this issue as well. she might be having same trouble as mine. when I select 'get an item' it does not map my board, consequently does not show Pulse it. hope you get it and help to move on. thanks for this tutorial by the way👌👌

[@cristianbadillo7400]

do you have any kind of service to set this automatization to my Monday board?

[@GideonHarrisYT]

Hey, my apologies for the late response on this! Yes, I do Monday.com automation and integration work: mymanmonday.com

[@fyizdp]

So i am trying to do this same process but once a form is filled out and the main table in monday is populated. Is it possible to use a conditional "if" or "if not" statement in the sequence? For example some of the cells in the main table will be left blank from time to time and I don't want to include the blank answers in the response. Can I trigger the sequence to exclude the blank answers if they are pulled?

[@GideonHarrisYT]

Hey, Not quite sure I follow your question here but I'll give a shot at the answer. If you're referring to not including line items on the invoice if one or more of the fields on that line item are blank, then yes it is possible. You simply have to add a condition somewhere between the Iterator and the Aggregator (green modules) that just says "field X" is not blank and "field Y" is not blank, etc. So long as all the fields are filled on that particular subitem, then it passes through to the next stage, if it doesn't pass the filter, then it only puts those that do, etc. It'll take some tweaking to get right. Let me know if that makes sense.

[@Lucasstone11]

I am also stuck in the array stage,,

[@GideonHarrisYT]

Take a look at the description of the video - I've got the answer there.

[@casimoran]

Hi Gideon, is it possible to create multiple lines using the QBO integration? and if so, how would you go about it?

[@GideonHarrisYT]

Hey, Yes it is possible to create multiple lines in an invoice for Quickbooks - it's moderately complex to set up, if you're looking to become a specialist in Make.com I would take a crash course in the tool to understand the different elements. If you're looking to build this for your own or someone else's company, I would just hire someone to do it for you. It's not a super simple process.

[@casimoran]

@@GideonHarrisYT Thanks for getting back to me! Not really looking at becoming a specialist by any means lol.. Is this something that you do? If so, where can I connect with you to obtain a quote?

[@casimoran]

Oops, nevermind! just saw you have your contact info in the video description above. I'll reach out to you. Thanks!

[@casimoran]

Hi Gideon, for step no. 6 "Get subitems" what ID are you mapping the bundle to? the Iterator or the original Monday "Get item" and to which section?

[@GideonHarrisYT]

Hey, Take a look at the description - I've got the missing step outlined there.

[@yahiaelshaer468]

Hi bro thanks for the great video but the link for the missing part is broken please provide the missing part for the subitem capture thanks

[@GideonHarrisYT]

It's showing that it works on my computer. Try this one: i.ibb.co/BtY7fFg/linked-pulse-id.png

[@HashRateStudios]

How have you done to create the subitems? Only one ID connects me

[@GideonHarrisYT]

You have to use an "Iterator" which splits the collective subitems into many. Look at some of the other comments, I've got a screenshot showing where to add that :)

[@xxdomgamingytxx8772]

hi is there a way that when you added an item in subitem it will automatically added a row in the google docs template also? @Gideon Harris?

[@GideonHarrisYT]

Unfortunately not right now, I've looked into that and I'd require some custom coding. The other solution would be to use Pandadoc and create line items from there.

[@xxdomgamingytxx8772]

@@GideonHarrisYT hi sir Gideon can i ask how can i get two result from Iterator ? from subitem im a bit confused!

[@xxdomgamingytxx8772]

@@GideonHarrisYT is this correct iterator - i select array subitems mappable then on the subitem get item i map the value of the iterator ? but i get the error result

[@user-ro3vn7qy7k]

And Gideon: other Question, usually we have also a Layer above the costs for grouping them in conception, content, project management etc. Is there a way to integrate these? Because in your demo the subtasks are the positions of the offer, but we would need one additional layer.

[@GideonHarrisYT]

Hey, Thanks for the questions! For groupings and creating line items on the invoices - I would actually recommend using a different tool called PandaDoc or Quickbooks to generate those invoices. It will give you a lot more freedom for formatting and integrate more easily with payment softwares to collect. The video here is primarily for the purpose of creating very basic PDF invoices, and your use case would not work well for what you're hoping it to be able to do. Regarding your question on getting the pulse id's - take a look at the description of the video where I go into one of the steps that I missed. All the best, -Gideon

[@user-ro3vn7qy7k]

@@GideonHarrisYT Hey, thanks for the useful tipps, but how do you get them separated into the subcategories? Found the missing pulse id haha - thanks for that. Best, Pierre

[@markpollock8586]

Hi Mate, great video so far, im up to the point where you link your google drive, i use onedrive not good. and i cant get it to link to my invoice template. i can get it to look at the folder that contains the template but thats as far as i can get. any tips?

[@GideonHarrisYT]

Hey Mark, You might be better off trying to use something like Quickbooks and/or a tool called PandaDoc which allows you to create documents with templates pretty easily (or at least easier than what I have shown here). Those softwares do charge you to use them, but in my opinion it's well worth the cost. The video here is a full walkthrough of the process and I'm afraid I don't know your circumstances in what you're trying to set up that is causing it not to work :/

[@markpollock8586]

@@GideonHarrisYT quickbooks is actualy what im trying to connect to. would you have a video on linking to quickbooks?

[@strately5561]

Great Video!! Just one issue which i couldnt find here... Everything works fine in my scenario if i run manually with clicking the button run once in make.. So my issue is that the webhook is not working automatic

[@GideonHarrisYT]

Hey, You'll have to switch it over from a time based webhook to an instant one: ibb.co/PNbJxJr - "Immediately" instead of "At regular intervals"

[@raphael28259]

Fixed it! Just forgot to turnt scenario online🙉🙉🙉. The button on the upper right side holy moly…😂

[@raphael28259]

Hi Gideon, may you can Help me with my following issue: Just automated to create a google presentation from a template, works fine. But i would like to replace a image automatically. Module don‘t accept the url from google drive where i share the screenshots. Do you have any idea?

[@glydendamalerio2707]

Hi, I have a question. Is this also applicable for excel sheets?

[@GideonHarrisYT]

Hypothetically, depending what you've got in mind.

[@tlkngtmyslf]

This is everything but not user friendly …

[@GideonHarrisYT]

It is a more technical tutorial, sadly with more simplicity/user friendliness, the more advanced the backend stuff becomes. This video provides a balance between simplicity/user friendliness, some may find it too technical, some may find it too simple for their needs.