Automate Invoices in Excel (1-Click Export as PDF)

Automate Invoices in Excel by creating a template with a PDF export option.
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In this video tutorial we're going to build an automated invoicing system in excel where the customer details get filled in using a dropdown, the totals get calculated automatically, and the whole invoice gets exported as a 1-page PDF in just one click. Even better, it automatically gets named with the invoice number and customer name, and it saves in the file path that you want. Best part is, you automate this once, and you can forget about how it's done entirely. For this we'll be using data validation, macros, VBA, custom buttons, Excel formulas, and much more.
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Chapters:
0:00​ -​ Overview
0:37​ - Automate Contact Details
3:07​ - Automate Full Invoice Template
6:46​ - 1-Click PDF Export
12:15​ - Building the Macro Button

[@KenjiExplains]

🔥Take our VBA & Macros course: www.careerprinciples.com/courses/vba-macros-for-business-automation

[@academyofmaths8624]

Dear Kenji, you show what I want to do in Excel. I appreciate your effort and the method you present. Stay blessed.

[@josephbaba111]

Thank you Kenji for this, very instructive!

[@adamkabango6836]

Thumbs up Kenji...... you make things look so easy to do and follow.

[@josephinestrandman5458]

Thanks for the tutorial! It would be interesting to learn how to automate the invoice Numbers as well and avoid dupes.. 😊

[@vipulagarwal7320]

That was dope! Thanks Kenji 💪

[@mugerwaferryl213]

i like your lessons bro i have learned a lot from you

[@KenjiExplains]

Thank you!

[@matlholelosaba4977]

Worked like a charm. Thank you. Now I must just find a way to get it to warn me before overwriting the file.

[@KenjiExplains]

Thank you for watching :)

[@camlex6310]

This is super helpful!! Thanks

[@user-tq1zn1hb8t]

I'm your newly subscriber congrats ! You are so great in excell.... I hope I can learn this exercise 😅

[@Abdullah_Khaled]

God Bless you man!

[@elkiszabala4236]

Just Great Keep it up !!!

[@KenjiExplains]

Thank you for your message, will do!

[@Luciano_mp]

Good... Thank you.

[@shivalikbakshi24]

THAT'S SO COOOOL !!!!!!!!

[@KenjiExplains]

thank you!

[@successandlifestyle]

Great explanation.

[@KenjiExplains]

Glad it was helpful!

[@suriyaprakashk3219]

Thank you sir

[@byLokie]

Ha. I made this invoice (with my own custom design) for a friend. Followed your instructions and code but when she loaded the invoice onto her laptop the address cells controlled by the xlookup function failed. Turned out her excel version was 2019 so xlookup was not recognised had to use vlookup. But she is happy and is productive.

[@microsoft-certified-trainer]

I think you should use CTRL+SPACE after typing beginning of variable name instead of typing its manually to avoid typos

[@willzinner8813]

very interesting thanks

[@KenjiExplains]

Glad you enjoyed it

[@armoghanshahid4605]

Hey, it was very helpful. Can you upload the file that you edited, for reference? It'll be a great help. Thanks

[@ksltechnology]

thank you for sharing

[@KenjiExplains]

Thanks for watching!

[@robparker1625]

I would also add the customer’s payment terms and xlookup those too.

[@user-vg1zf8dn5m]

Hello, thank you for the video. I need help, please What should we do? If the site requires you to log in first, then scrape the data from it after that

[@nhiecopaclibare4146]

Thank you! Finally! Hahaha! 👏

[@KenjiExplains]

Thanks for watching :)

[@ihabziyad8611]

Good job , we need to excel for bookkeeping please

[@AshokKumar-hd7pz]

Hello Kenji, I am great fan of yours and learned lot of excel formulas by seeing your vedios. Now i need a help hope you would help me in our office we have a daily tracker in that we have 12 agents and works in 24/7 shifts we work on incident tickets as soon as the ticket arrives we have enter the ticket number in that sheet and change the color of the cell manually according to the time the ticket arrived for eg. if ticket came in between 8am to 9 am it will be green if it is between 9 am to 10 am then red if it is between 10 am to 11 am then purple so on so instead of changing the color manually i need a formula or a steps so based on current time when the data entered into a cell the color should change please suggest Thanks, Ashok Kumar B.N

[@paklibas2514]

Please add "Amount in words" line in the invoice. It's an integral part of invoice.

[@i.5mviews923]

Pls go to chatgpt type prompt spellnum vba code , copy it and open your f11 vba editor go to insert module , paste there.

[@KenjiExplains]

Interesting. I had only seen that in checks, didn't realize it was a big thing with invoices! Thank you for your suggestion.

[@robparker1625]

I am accountant and have never seen this in words. Is this country specific?

[@darkace0387]

Same I am a budding chartered accountant and have yet to find a client that uses "Amount in words" as an integral part of their invoices :/

[@sean89n]

We use it on our invoices, I’ve never had an explanation why, it seems like a legacy item to me though as they do feel dated.

[@ornelfranck]

Nice

[@byLokie]

Scuzie the pun but this tutorial is on the money. Thank you For a small business doing 3 to 5 invoices a week. Could you make a new workbook every month and use individual sheets for individual invoices ? So create a new invoice you open the book (Month). Copy last invoice sheet to new sheet. Then make new invoice Oh but I guess the date will change on all sheets created to the newest date opened.

[@albertocollazo9986]

Kenji, thank you for the tutorial. Followed you steps and it works fine producing a .pdf file of the invoice. When I close the the Invoice.xlsm file containing the macro and reopen it in a new Excel session, the macro does not run anymore. In fact the macro appears to run but it does not produce neither any .PDF output nor it gives any errors. Any ideas what the issue could be? Thank you in advance

[@gova3vardhan]

How can I upload any PDF/Word file in a dedicated Excel cell and share the sheet with a team, so they can access the file I uploaded?

[@jslee1294]

Sadly, my mac does not store file into the directory but print the hard copy through my printer… dang it. Can you help to fix this problem?

[@jslee1294]

I was using Mac that does not work as expected. VB’s file_path command doesn’t work as expected. Can you fix this problem?

[@ConceptCubes]

Hi Kenji, I want to insert product images next to product name in my invoice, Can you please help me with that ? I will be having a sheet named "Products" in which I will manually save allmy products name with their respective images in the next cell.

[@elliottdavis4306]

Anyone have any tips on automating a pdf invoice directly into quickbooks desktop? I’m able to get the pdf details into excel using power automate but I have not been able to import that info into quickbooks desktop

[@ConceptCubes]

Open QuickBooks and navigate to the File menu Select Utilities, then Import, and click Excel Files If the Add/Edit Multiple List Entries window appears, select NO Follow the wizard in importing files Choose the type of data QuickBooks opens a formatted Excel spreadsheet Enter your data, save the file, and close it You’ll be given the option to Add My Data Now Check results and open Data in QuickBooks Click Close once done

[@Kuwait99]

About the invoice number how i can make automatic make list numbers like the first person 1001 second person 1002 and more..

[@abdulsalam935]

Sir, how to save the invoice data

[@Burnthesof]

can you do other way around too? From PDF to excel? E.g we get invoices via e-mail and they need to be saved + put in an excel table

[@KenjiExplains]

Interesting, I've yet to try but probably there's a way with VBA!

[@Burnthesof]

@@KenjiExplains would be awesome will save me many hours of work! But haven’t been able to figure it out! But I am no wizard with excel and VNA

[@ExcelPowerPythonHub]

Using Power Query it is possible kzbin.info/www/bejne/a5DXfKCCe8llqtUsi=yQSjuKhcqXIus98h

[@sandyj4766]

Hi Kenji, I was following through your steps on inputting the XLOOKUP formula however the value returned was #NAME ERROR even though i followed your instructions exactly. Any advice on this?

[@theminista4499]

try colon instead of coma or vice versa

[@ksh7690]

Can I export a data from this instead a pdf?

[@exceltips.andtricks]

❤

[@madhawaVJ]

VB program not running. no errors. any tip for that ?

[@TomStoutPhotography]

I am on a Mac, when I try this Excel prints the invoice and doesn't save the invoice. Any suggestions? Here is the code I'm using: path = "Volumes/Invoices/" ActiveSheet.ExportAsFixedFormat Type:=xlTypePDF, ignoreprintareas:=False, FileName:=path & fname

[@user-by8zm3iq2s]

HI DOES IT SUPPORT HEBREEW OR ARABIC-P10X

[@andre6543]

*Using Excel for Mac* I am running into an issue with creating the PDF export in Visual Basic. When I click to run the code I receive the following error message: "Run-time error '1004': Application-defined or object-defined error The code has been typed exactly as it is on the video. Not sure what I'm doing wrong. Can someone help correct the error?

[@user-ts4qn3gq3f]

I don't see Xlookup formula in 2016.

[@preetshah3793]

Make a video on sql

[@KenjiExplains]

I made one last week check the bio

[@preetshah3793]

@@KenjiExplains yes I watch your video it's was great video please make more on sql thank you.

[@christopherdomnic1009]

How to get Summary of invoices

[@germaingyesah5724]

I am challenged getting the developer with excel online

[@korysnyi_excel]

You can do pdf without macros, just click File/Export

[@ExcelPowerPythonHub]

Also we can add code in VBA to export ActiveSheet.ExportAsFixedFormat xlTypePDF, ThisWorkbook.Path & "/" & Filename & ".pdf", , , False

[@hrugla]

Please note that using Excel for invoicing is prohibited in a lot of countries! There is at least in Europe very strong regulations to what kind of software you can use for invoicing.

[@XCELRTECHNOLOGY]

Reason?

[@oliverschulz1623]

European regulations demand that finalized invoices cannot be changed after being created. With Excel, you cannot guarantee that, because you can always go back, open the file and change the numbers around. That is why you'll have to use specialized software in a professional setting

[@rahma22221]

That is why there is export to pdf for reason

[@hrugla]

@@rahma22221 that is not enough by most EU nations regulations (don't know about rest of the world but I would assume it is the same). The original file is not aloud to be able to changed. The document also HAS to be autonumnerated.

[@hrugla]

@@XCELRTECHNOLOGY in addition to previous answer sooner countries like France Poland Hungary Italy (and I presume more to come) you have to invoice as e-invoices that is sent directly to government.

[@thirdyleoalmardahilig7237]

Marry me Kenji 😘😘😘

[@keithhobbs]

Sub PDF() Dim invoice_number As Long Dim Name As String Dim file_path As String Dim file_name As String invoice_number = Range("G4") Name = Range("D5") file_path = "C:\Users\Hobbs\Desktop\Desktop\pivotal\Invoices\" file_name = invoice_number & " _" & Name ActiveSheet.ExportAsFixedFormat Type:=xlTypePDF, ignoreprintareas:=False, Filename:=file_path & file_name End Sub