Firstly, we have the contact sheet. This is where we enter in most of the information. Job number, client details, project confirmation date, number of sheets and the start and completion date. The spreadsheet then shows us how many days we have left, which then shows how far we are into the project, both in time and number of pages completed. This enables us to make sure that we stay ahead of schedule. All of the information in the white cells below are manually entered, but it all gets fed to other parts of the spreadsheet. The grey cells are automated.
We select the type of entry (deposit), and input the percentage and the amount, the rest is automatically generated. The beauty is that the information entered here is not only for the quotes, but goes to create the invoices and payment schedule too. This can then be saved as a PDF and sent to the client.
This way, you don’t have to have an invoice template for each invoice, just one, which populates according to the selected number. Once the number has been selected, we then ‘save as’ a PDF, which we can keep as our records and send to the client. As you can see, the invoice states which invoice it is in relation to the job, and what the total value of the job is. You could have the invoice laid out how you wish. As per all of the documents, the layout and company logos are as per your design, we don’t have any ‘standard’ templates.
We hope that this case study has inspired you to get us to create your project management software. This was all created using Excel, and is a macro-free spreadsheet, imagine what we can do for you. Please use the links below to visit our website and contact us. We have videos, free downloads, brochures, and a wealth of information about what we do on our website. You can also sign up to receive our monthly newsletter. If you think that your business would benefit from a spreadsheet like the one shown here, please contact us using the links below.