Contract Generation Software

Invoice software – Automate Invoice creation and delivery

Invoice Automation


Businesses generate hundreds of invoices every month and send them to their customers by email. Either they use invoice software such as EDocGen and finish in a few minutes or create them manually.

You wonder why manually when there’re loads of tools. Though invoice creation looks a lot simpler, there is a lot of nitty-gritty to take care of. Invoice reflects the company’s brand. Hence, businesses want it to look perfect, free of errors.

Let’s see a few scenarios, where complexity arises.

  1. The customer address may have 3 or 4 or even 5 lines. There’s no way to enforce standardization. How to ensure proper formatting in each of those cases, using automation?
  2. The invoice line items are dynamic. You want to send a single invoice to a customer, listing all line items and a summary invoice amount. How to display them and show the correct total invoice amount for each invoice?
  3. Sending the generated invoices one-by-one is tedious. How about sending all generated invoices at once, after a preview?

Manually creating sales invoices wastes a lot of productivity. Just creating 100-200 invoices and sending them to respective customers consumes the whole day. Popular Invoice creation software offers only limited functionality and bearly address the above scenarios.


EDocGen Invoice Software


EDocGen invoice software is a complete solution for all your invoice generation needs. It addresses all the special scenarios mentioned above and much more.

It is built for business users to generate and distribute invoices themselves, without IT intervention. They can use the existing invoice templates as-is. Upload the invoice templates into the system after adding tags and generate batch invoices from Excel/XML/JSON data. You can also integrate the invoice software with internal systems.

Below sections show how to go about creating and distributing invoices.

Step1: Template Creation

Typically, an invoice template has dynamic text and table fields, apart from the summary field. Add the tags to the dynamic portions of the template. Thus the system understands, which fields to be populated with the data. Tags are different for each field type.

Let me explain adding tags with an example. Below is a sample invoice template.

Dynamic field: The system treats text placed in "{}" as a dynamic field. In the below template, you can see the dynamic fields{Invoice_Number}, {Invoice_Date} etc.

Dynamic table: The IT table has Item description and Amount columns. Table starts with {#tablename} and ends with {/tablename}. So you notice {#IT} in the first column and {/IT} in the last column. Column values are like text fields. The system loops over the data to populate the invoice table.


Invoice Software


Step2: Populate Data

Once your template is ready, add it to the invoicing system. The next step is to populate data into the template. You can populate your data files in Excel/XML/JSON format as-is, without any modifications. However, little changes save a lot of time, if you use the same file again-and-again.

This time, we take an Excel file as an example.


Invoice Excel


If you observe, Excel header names match with the template’s tag names. This helps you to avoid the step mapping of fields. If the names match, the invoice system automatically maps the Excel headers to dynamic fields.

Step3: Invoice creation and distribution

You can create invoices in PDF or Word format. For the above example, the system generates 2 invoices – Companies ABC & DEF.

In the case of Company DEF, the invoice table creates two line items. You can see Excel rows 2&3 merged into a single invoice document. Also, the two-line item amounts are summed up automatically by the system.


Invoice


Once the invoice is generated, the next step is to send them to the respective customers. If your Excel has an email column as in “Send_Email” in the above Excel, the system automatically sends them to respective customers.

The invoice system has integrations with Office 365, GSuite, and SendGrid. Hence, you can configure the system to send these invoices from your business email.




Similarly, you can also use JSON data for invoice creation.




More Examples


Dynamic Address

What about addresses. In the above example, we don’t have a dynamic address section. If you want to include, you easily populate it using if-else conditions. The following statements address the scenarios, where Address2 and Address3 are present/missing. No matter what, you get perfect formatting.

{Company_Name}

{Address1}

{^Address2 }{^Address3}{City}, {State} {Zip}{/}{/}{#Address2}{Address2}{/}

{^Address3} {#Address2}{City}, {State} {Zip}{/}{/}{#Address3} {Address3}

{City}, {State} {Zip}{/}

QR Code and Barcode Population

They provide information about a particular invoice quickly, thus making the business process more efficient.

Using the invoice software, you can easily populate them into your invoice. Please refer to how to go about.

Image Population

For populating lists, refer to this link.

Lists

For populating lists, refer to this link.

Invoice formats differ from region to region. For EU invoices, you must include the VAT ID and delivery method. With the if-else conditions, you can easily address these requirements with the invoice software. As you can see, EDocGen is a versatile solution for invoice creation and delivery. Give it a try.

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