Invoice your tickets & memberships from Google Sheets

Sell tickets & memberships with automatically created invoices, right from the comforts of your Google Sheets.

@SlickEventsApp July 9, 2020

Wouldn't it be great if you could create and send out invoices with a tool that is easy to use and something you feel comfortable using?

If you are like me, you sometimes don't have the luxury of giving away 5-10% of your revenues just to get paid. One example of this is running a not for profit organisation where you don't want to charge your members the extra 5-10% just to cover payment transaction fees.

Let's find out how easy it is to automatically collect information from your event/course attendees or members and automatically create and send out invoices, with or without VAT.

If you haven't done it already, go ahead and create an event website with Slick.events. The rest of this guide assumes that you have created an event website.

Invoicing overview

In a nutshell it works like this:

  1. Create your event website or membership application page
  2. Configure your invoice information
  3. Spread the word and collect signups and invoices are automatically sent out

So let's jump ahead and show you how to setup an invoice that looks like this.

Invoice from Slick.events

The information that is automatically added to the invoice is the invoice number, the invoice recipient and of course the items that the person selected when they filled out the form on your event website.

It's important to know that the VAT information is automatically calculated if you have added a VAT in your Google Sheet Tickets tab, if you don't want to add VAT then simply leave the VAT column blank.

The invoice number

The invoice number is constructed by 3 separate values, lets break down this invoice number: 7IMJMK-event1-07.10.1002.

7IMJMK is the unique id of the person in your signups tab.

event1 is the value from the "invoice_series" row in the payments tab. It's a great way to quickly identify which Google Sheet a payment is related to.

07.10.1002 is the month, day and a automatically incremented number based on the date the person signup up for your event.

Configure your invoice information

As you probably figured out by now to modify the details on your invoice you simply have to head over to the Google Sheet that was added when you created your event.

Setup your spreadsheet

Below you can see what fields and values we added to the payments tab in the Google Spreadsheet to make the invoice look like the one above.

Invoice tab from Slick.events

That's it, so lets continue with how you can track your payments.

πŸŽ‰ Tracking your payments

Head over to the signups tab in your Google Spreadsheet, if the tab doesn't exist yet is because no one has signed up for your event. Go ahead and signup to your event just to get some data in this tab.

The first couple of columns contains the basics, such as a unique id that each signup receive, the timestamp when they signed up, their name and email.

Signups tab from Slick.events

☒️ IMPORTANT
Please note that you should not delete any rows in the signups tab because invoice numbers are automatically generated. Instead, set the Active value to FALSE and apply a filter to hide all inactive rows.

πŸ’‘To create a filter click on any column in the first row then up in the menu bar click data -> filter

The next couple of columns will be the fields that you have added to your registration form, then the columns that start with Ticket: is the tickets that you sold.

Signups tab from Slick.events

This makes it really easy for you to see the total amount owed by person

βœ… A best practice would be that whenever you receive a payment you add two new columns called "Paid" and "Paid at", where the first would contain the amount paid and the other the date on which the payment was received.

By doing so it will enable you to track payments properly, but also make it possible for you to create another tab that you can use for reporting, like building charts to track invoiced amounts vs paid, number of signups per week and so on. We will add a guide about this later on so for now you can simply Google "how to create charts with Google Sheets" which should give you the basics.

That's it for now
—Fredrik

βœ‰οΈ Get Help

If you have any questions or would like to share your feedback then please reach out to us by sending an email to help@slick.events

Invoice your tickets & memberships from Google Sheets

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