Support Email: invoice-assistant@vertex42.

com

The Vertex42 Invoice Assistant is a spreadsheet-based invoice management system. It allows you to
create customized invoice templates, auto-generate new invoices, track invoices that you have
created, maintain a list of customer information, and create useful summary reports. Each new invoice
that you create is a separate editable spreadsheet.
Using this Excel workbook requires macros to be enabled, but the individual invoice spreadsheets that
are created using this workbook do not contain or use macros.

Initial Setup
Create a new directory on your computer and place this file in that directory. If you are using a
shared network location on your company's intranet, set directory and file permissions to restrict
access as needed.
Create a sub-directory named "invoices" within the directory you just created. This directory will
contain the individual invoice spreadsheets. If you want to call the sub-directory something else, then
edit the Directory Name field in the Manager worksheet based on the name you have chosen.
Enter your company information (name, address, contact info, etc) into the Info sheet. This
information will be used in the templates and reports.
Change the Starting Invoice # on Row 13 of the Manager sheet from 120 to a number of your
choice.
Review the Terms worksheet. Make changes and additions as needed.
Add existing customer information to the Customer sheet. The invoice templates are set up to
automatically populate the Bill To and Ship To information when you select a Customer ID from the
Manager worksheet. Keep this list updated as you add customers.
Customize the Template worksheets to suit your company's needs. See below for more information
about customizing and adding templates.
Add products to the PriceList worksheet, if you want to use the invoice templates that pull data from
a price list.
Save a Backup. After you get everything customized, save a backup copy of this workbook. To avoid
confusing a backup copy with your main workbook, create a folder called "backups" and save your
backup copies in that folder.

Creating a New Invoice Using the Manager Worksheet

Enter the Next Invoice Number manually or use the formula =MAX(B:B)+1 to automatically update
the Next Invoice Number.
Choose the Customer from the Customer ID drop-down list. If the customer is not listed, add the
Customer info to the Customers worksheet.
Press the "Create New Invoice" button. If successful, a new invoice workbook will be created in the
invoices directory, ready for editing. If nothing happens, or you get an error, save and close this file and
when you reopen it, make sure that you enable macros.
Enter the details for the invoice in the new invoice workbook that was created. Additional instructions
are provided on the invoice template sheets.
After creating a new invoice, the main table in the Manager worksheet is updated with current
information. Clicking on the Invoice number link will reopen the invoice spreadsheet.
Entering Amounts or Using Links to External Invoice Files

A "link" in Excel is a formula that references a value in an external file. This is not the same as
"hyperlink" which can either be a bookmark or a URL that points to a web page. The formula for a
linked value might look like this: ='C:\...\invoices\[134.xls]Invoice'!Inv_Date
If you check the Create Links to Due Date and Amounts box, then a link to the Total amount in the
external invoice file will be created when you create the new invoice. Links will also be used to
reference the Date and Due Date. If you use links and make changes to the Invoices, the Invoice
Manager main table will be updated.
- Please note that if you add links to other workbooks in this manner, every time you open this file, you
will be asked to Update Links.
If you wish to avoid using linked values, you can enter the Amount manually in the table after creating
and editing your invoice.

Tracking Invoices Created With an Alternate Template or Program

You are not required to use the invoice templates that come with the Invoice Assistant. You can create
invoices using other software or templates, and track the invoices using the Manager worksheet. Use
the Create Invoice Manually button to add a new row to the Invoice History table.

Managing Invoices
Use the Manager worksheet to keep track of the status of all of your invoices. Keeping this information
current allows you to use the Aging Report, Open Balance Report, and Customers Report to see which
customers are paying on time and which are not.
Update the Status
When you first create an invoice, the Status will be set to "Draft." Invoices marked as drafts will not be
included in the reports. After you have completed the invoice and have sent it to your customer, mark
the Status as "Sent."
Note: If you are entering the values manually (instead of using links to reference values from an
external invoice file), make sure the dates and the amount due are correct.
Record Payments
When a payment is made, record the amount in Total Paid column on the Manager worksheet. You can
use cell comments to write notes about a payment if necessary. Set the Status to "Partial" for partial
payments or "Paid" if the invoice was paid in full.
Unable to Collect
If you are unable to collect on an invoice, set the status of the invoice to "Closed." Invoices that are
paid in full or closed do not show up in the Aging or Balance reports. Invoices marked "Closed" will
show up as "Bad Debt" in the Customers Report.
Deleting an Invoice
To delete an Invoice, delete the entire row from the table in the Manager worksheet. Then, navigate on
your computer to the invoices directory and delete the corresponding invoice file.

Invoice Manager
HELP

2012 Vertex42 LLC

Invoice Directory Name: invoices

Next Invoice Number: 121

Invoice Template:
Customer ID:
Invoice Date:
Terms:
Due Date:

Template - Basic
XYZCompany
9/17/2012
Net 30
10/17/2012

Invoice History
Date

Invoice #

Customer ID

120 [Starting Invoice #]

Due Date

Amount Due

Total Paid

1
Create Links to Due Date and
Amounts

Outstanding
-

Status

COMPANY INFORMATION
Company Name

[Company Name]

Contact Name

[Contact Name]

Company Slogan

[Company Slogan]

Street Address

[Street Address]

City, St Zip

[City, ST ZIP]

Phone:

[000-000-0000]

Fax:

[000-000-0000]

Email

[name@mycompany.com]

Instructions:
Instructions:

--Add
Addyour
yourcompany
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other
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--Each
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Customer ID
A1Supply
XYZCompany

Default Terms
Net 30
Due Upon Receipt

Customer Info Line 1

Contact: Jane Smith
Contact: John Doe

Customer Info Line 2

A1 Supply, Inc
XYZ Company LLC

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it
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betweencustomers.
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TheCustomer
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eachof
ofthe
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templateshas
hasaalimited
limitedwidth,
width,so
soavoid
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customerIDs.
IDs.
2.
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thedefault
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forthe
thenew
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termswill
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beused
usedon
on
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for
that
customer.
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default
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when
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usingthe
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createaanew
newinvoice
invoice(by
(bychoosing
choosingthe
theTerms
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viathe
thedropdropdown
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worksheet).
3.
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andShipping
ShippingInfo
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therest
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ofthe
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information
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will show up in the header of the invoices. If you don't need 7 lines foreach,
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thesame,
same,then
thenrepeat
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customersalphabetically
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list. You can sort the customer list using the AutoFilter tools in Excel.
Note:
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Notall
alltemplates
templatesuse
usethe
theShipping
ShippingInformation.
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Customer Info Line 3

123 Somestreet NE
123 Somestreet NE

Customer Info Line 4

Anytown, CA 11111
Anytown, CA 11111

Customer Info Line 5

Phone: (000) 000-0000
Phone: (000) 000-0000

Customer Info Line 6

Fax: (000) 000-0000
Fax: (000) 000-0000

Customer Info Line 7

Ship To Info Line 1

A1 Supply Receving
Mary Jane

Ship To Info Line 2

A1 Supply Warehouse
XYZ Supply Company

Ship To Info Line 3

456 Somestreet
123 Somestreet NE

Ship To Info Line 4

Anytown, CA 11111
Anytown, CA 11111

Ship To Info Line5

Ship To Info Line 6

Ship To Info Line 7

ITEM DESCRIPTION
XYZ Base Product
options: ABC
options: DEF
options: GH

ITEM #
PC1221
PC1221abc
PC1221def
PC1221gh

UNIT PRICE
1,234.00
123.00
87.00
467.00

The
Thedrop-down
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listsininsome
someof
o
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m
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CRIPTION.
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uctions:
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eeItem
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ssparticular
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okayto
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dding more rows, insert new rows above this one

TERMS
Due Upon Receipt
Net 15
Net 30
Net 60
Due Upon Delivery

DAYS
0
15
30
60
0

< To add more rows, insert rows above this line

The
Thedrop-down
drop-downlists
listsfor
forTerms
Termsininthe
theinvoice
invoicetemplates
templatesare
arebased
basedon
onthe
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listof
of
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itemsinincolumn
columnAAof
ofthis
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Instructions:
Instructions:

--Add
Addnew
newTerms
Termsto
tothe
thelist
listby
byentering
enteringthem
themon
onthe
thenext
nextempty
emptyrow.
row.Avoid
Avoidusing
using
long
descriptions.
You
can
use
the
Comments
section
of
the
invoice
to
long descriptions. You can use the Comments section of the invoice toadd
add
special
specialinstructions
instructionswhen
whenneeded.
needed.
--The
TheDays
Dayscolumn
columndefines
defineswhen
whenthe
theinvoice
invoiceisisdue.
due.The
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DueDate
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foran
aninvoice
invoice
isiscalculated
calculatedby
byadding
addingthe
theDays
Dayscolumn
columnto
tothe
theInvoice
InvoiceDate.
Date.
--IfIfyou
youdon't
don'tuse
usesome
someof
ofthe
thepredefined
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Terms(like
(likeNet
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15or
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can
remove
them
from
the
list.
remove them from the list.
Note:
Note:To
Tofunction
functionproperely,
properely,there
thereshould
shouldbe
beNO
NOblank
blankrows
rowsbetween
betweenitems
itemsininthe
the
list
of
Terms.
list of Terms.

Aging Report

[Company Name]

As of:

Date

Invoice #

Customer ID

Due Date

Amount Due

Total Paid

9/8/2012

Outstanding

Current
Total Current

1 - 30
Total 1 - 30

31 - 60
Total 31 - 60

61 - 90
Total 61 - 90

> 90
Total > 90

TOTAL

Page 13 of 28

Open Balance Report

[Company Name]
Bill To:

Contact: John Doe

XYZ Company LLC
123 Somestreet NE
Anytown, CA 11111
Phone: (000) 000-0000
Fax: (000) 000-0000

Statement Date
Customer ID

Remittance
To ensure proper credit, please enclose a copy of this statement

10/7/2016
XYZCompany

Account Summary
Balance Due

$0.00

Payment Due Date

with your check and remit to:

Amount Enclosed $

[Company Name]

[Street Address]
[City, ST ZIP]

Make all checks payable to

Please write your Customer ID on your check.

[Company Name]

Account Activity
DATE

[42]

INVOICE

DUE DATE

AMOUNT

PAID

DUE

Total Balance Due:

$0.00

If you have any questions about this invoice, please contact

[Contact Name], [Street Address], [City, ST ZIP]
Phone [000-000-0000], Fax [000-000-0000], [name@mycompany.com]
[42]

Page 14 of 28

Account Activity
DATE

[42]

INVOICE

DUE DATE

AMOUNT

Thank You For Your Business!

Page 15 of 28

PAID

DUE

Customers Report

[Company Name]
Last Update

From
To

5/15/2012

[42]

5/16/2011
5/15/2012

Account Activity
Customer
XYZCompany

Invoices
1

Customer Since
5/15/2012

Open Balance
-

Bad Debt
###

Total Sales
-

If you have any questions about this invoice, please contact

[Contact Name], [Street Address], [City, ST ZIP]
Phone [000-000-0000], Fax [000-000-0000], [name@mycompany.com]
[42]

Thank You For Your Business!

Page 16 of 28

INVOICE

[Company Name]
[Company Slogan]
DATE:

9/17/2012

[Street Address]

INVOICE #

[City, ST ZIP]
Phone: [000-000-0000]

Customer ID

XYZCompany

121

Due Date
Terms

10/17/2012
Net 30

Fax: [000-000-0000]

BILL TO
Contact: John Doe
XYZ Company LLC
123 Somestreet NE
Anytown, CA 11111
Phone: (000) 000-0000
Fax: (000) 000-0000

DESCRIPTION

TAXED

AMOUNT

[Service Fee]
[Labor: 5 hours at $75/hr]
[Parts]

230.00
375.00
345.00

[42]

Subtotal

950.00

Taxable

345.00

OTHER COMMENTS

Tax rate

6.250%

Please include the invoice number on your check

Tax due

Other

TOTAL Due

21.56
971.56

Make all checks payable to

[Your Company Name]

If you have any questions about this invoice, please contact

[Contact Name], Phone: [000-000-0000], [name@mycompany.com]

Thank You For Your Business!

INVOICE

[Company Name]
[Company Slogan]
DATE:
INVOICE #

[Street Address]
[City, ST ZIP]
Phone: [000-000-0000]

9/17/2012
121

Customer ID

XYZCompany

Due Date
Terms

10/17/2012
Net 30

Fax: [000-000-0000]

BILL TO
Contact: John Doe
XYZ Company LLC
123 Somestreet NE
Anytown, CA 11111
Phone: (000) 000-0000
Fax: (000) 000-0000

DESCRIPTION
[Service Fee]
[Labor @ $75/hr]
[Parts]

UNIT $

QTY

150.00
75.00

25.00

TAXED

AMOUNT
150.00
375.00

75.00
-

[42]

Subtotal

600.00

Taxable

75.00

OTHER COMMENTS

Tax rate

Please include the invoice number on your check

Tax due

6.250%
4.69

Other

TOTAL Due

604.69

Make all checks payable to

[Your Company Name]

If you have any questions about this invoice, please contact

[Contact Name], Phone: [000-000-0000], [name@mycompany.com]

Thank You For Your Business!

INVOICE

[Company Name]
[Company Slogan]

DATE:

9/17/2012

INVOICE #
Customer ID

[Street Address]
[City, ST ZIP]

121
XYZCompany

Phone: [000-000-0000]
Fax: [000-000-0000]
BILL TO:

SHIP TO (if different):

Contact: John Doe

XYZ Company LLC

Mary Jane
XYZ Supply Company

123 Somestreet NE
Anytown, CA 11111

123 Somestreet NE
Anytown, CA 11111

Due Date
10/17/2012

Phone: (000) 000-0000

Fax: (000) 000-0000

SALESPERSON

P.O. #

SHIP DATE

SHIP VIA

F.O.B.

TERMS
Net 30

ITEM #
PC1221

DESCRIPTION
XYZ Base Product

PC1221abc
PC1221def

options: ABC
options: DEF

PC1221gh

options: GH

QTY
15

UNIT PRICE
1,234.00

TOTAL
18,510.00

1
1

123.00
87.00

123.00
87.00

467.00
-

467.00
-

[42]
Other Comments or Special Instructions
Please include the invoice number on your check

SUBTOTAL
TAX RATE

19,187.00
6.875%

TAX
S&H

$
$

1,319.11
-

OTHER

TOTAL

20,506.11

Make all checks payable to

[Your Company Name]
If you have any questions about this invoice, please contact

[Contact Name], Phone: [000-000-0000], [name@mycompany.com]

Thank You For Your Business!

INVOICE

[Company Name]
[Company Slogan]

DATE:
INVOICE #

9/17/2012
121

[Street Address]
[City, ST ZIP]

Customer ID

XYZCompany

Phone: [000-000-0000]
Fax: [000-000-0000]
BILL TO:

SHIP TO (if different):

Contact: John Doe

XYZ Company LLC
123 Somestreet NE

Mary Jane
XYZ Supply Company
123 Somestreet NE

Anytown, CA 11111
Phone: (000) 000-0000

Anytown, CA 11111

Due Date
10/17/2012

Fax: (000) 000-0000

SALESPERSON

P.O. #

SHIP DATE

SHIP VIA

F.O.B.

TERMS
Net 30

ITEM #
PC1221
PC1221abc

XYZ Base Product

options: ABC

DESCRIPTION

PC1221def
PC1221gh

options: DEF
options: GH

QTY
15
1

UNIT PRICE
1,234.00
123.00

TOTAL
18,510.00
123.00

87.00
467.00

87.00
467.00

1
1

[42]
Other Comments or Special Instructions
Please include the invoice number on your check

If you have any questions about this invoice, please contact

[Contact Name], Phone: [000-000-0000], [name@mycompany.com]

SUBTOTAL

TAX RATE
TAX
S&H

$
$

OTHER

TOTAL

19,187.00
6.875%
1,319.11
20,506.11

Make all checks payable to

[Company Name]

Thank You For Your Business!

Please detach the portion below and return it with your payment.
REMITTANCE

[Company Name]
[Street Address]
[City, ST ZIP]
Phone: [000-000-0000]
Fax: [000-000-0000]

DATE
INVOICE #
Customer ID

9/17/2012
121
XYZCompany

Due Date

10/17/2012

AMOUNT ENCLOSED

Terms of Use
2012 Vertex42 LLC. All rights reserved.
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Disclaimer
This template is provided for informational or educational use only and is not intended to be relied
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