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: Template - Basic
Customer ID: XYZCompany
Invoice Date: 9/17/2012
Terms: Net 30
Due Date: 10/17/2012

Invoice History ✘ Create Links to Due Date and 1Amounts

Date Invoice # Customer ID Due Date Amount Due Total Paid Outstanding Status

120 [Starting Invoice #] -

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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hereto
toautomatically
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Customer ID Default Terms Customer Info Line 1 Customer Info Line 2
A1Supply Net 30 Contact: Jane Smith A1 Supply, Inc
XYZCompany Due Upon Receipt Contact: John Doe XYZ Company LLC

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Customer Info Line 3 Customer Info Line 4 Customer Info Line 5
123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000
123 Somestreet NE Anytown, CA 11111 Phone: (000) 000-0000
Customer Info Line 6 Customer Info Line 7 Ship To Info Line 1
Fax: (000) 000-0000 A1 Supply Receving
Fax: (000) 000-0000 Mary Jane
Ship To Info Line 2 Ship To Info Line 3 Ship To Info Line 4
A1 Supply Warehouse 456 Somestreet Anytown, CA 11111
XYZ Supply Company 123 Somestreet NE Anytown, CA 11111
Ship To Info Line5 Ship To Info Line 6 Ship To Info Line 7
ITEM DESCRIPTION ITEM # UNIT PRICE

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TERMS DAYS
Due Upon Receipt 0
Net 15 15
Net 30 30
Net 60 60
Due Upon Delivery 0

< To add more rows, insert rows above this line

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[Company Name] Aging Report
As of: 9/8/2012

Date Invoice # Customer ID Due Date Amount Due Total Paid 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 26
[Company Name] Open Balance Report
Bill To: Contact: John Doe Statement Date 4/10/2019
XYZ Company LLC Customer ID XYZCompany
123 Somestreet NE
Anytown, CA 11111
Phone: (000) 000-0000
Fax: (000) 000-0000

Remittance Account Summary

To ensure proper credit, please enclose a copy of this statement Balance Due $0.00
with your check and remit to: Payment Due Date
[Company Name] Amount Enclosed $
[Street Address] .
[City, ST ZIP] Make all checks payable to
Please write your Customer ID on your check. [Company Name]

Account Activity [42]

DATE 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 26
Account Activity [42]

DATE INVOICE DUE DATE AMOUNT PAID DUE

Thank You For Your Business!

Page 15 of 26
[Company Name] Customers Report
Last Update 5/15/2012 From 5/16/2011

[42] To 5/15/2012
Account Activity
Customer Invoices Customer Since Open Balance Bad Debt Total Sales
XYZCompany 1 5/15/2012 - - -

- - -

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 26
[Company Name] INVOICE
[Company Slogan]
DATE: 9/17/2012
[Street Address] INVOICE # 121
[City, ST ZIP] Customer ID XYZCompany
Phone: [000-000-0000]
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 Due Date 10/17/2012
Terms Net 30

DESCRIPTION TAXED AMOUNT

[Service Fee] 230.00
[Labor: 5 hours at $75/hr] 375.00
[Parts] X 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 $ 21.56
Other $ -
TOTAL Due $ 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!

[Company Name] INVOICE
[Company Slogan]
DATE: 9/17/2012
[Street Address] INVOICE # 121
[City, ST ZIP] Customer ID XYZCompany
Phone: [000-000-0000]
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 Due Date 10/17/2012
Terms Net 30

DESCRIPTION UNIT $ QTY TAXED AMOUNT

[Service Fee] 150.00 150.00
[Labor @ $75/hr] 75.00 5 375.00
[Parts] 25.00 3 X 75.00
-
-
-
-
-
-
-
-
-
-
-
-
-
-
[42] Subtotal $ 600.00
Taxable $ 75.00
OTHER COMMENTS Tax rate 6.250%
Please include the invoice number on your check Tax due $ 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!

[Company Name] INVOICE
[Company Slogan] DATE: 9/17/2012
INVOICE # 121
[Street Address] Customer ID XYZCompany
[City, ST ZIP]
Phone: [000-000-0000]
Fax: [000-000-0000]

BILL TO: SHIP TO (if different): Due Date

Contact: John Doe Mary Jane 10/17/2012
XYZ Company LLC XYZ Supply Company
123 Somestreet NE 123 Somestreet NE
Anytown, CA 11111 Anytown, CA 11111
Phone: (000) 000-0000
Fax: (000) 000-0000

SALESPERSON P.O. # SHIP DATE SHIP VIA F.O.B. TERMS

Net 30

ITEM # DESCRIPTION QTY UNIT PRICE TOTAL

PC1221 XYZ Base Product 15 1,234.00 18,510.00
PC1221abc options: ABC 1 123.00 123.00
PC1221def options: DEF 1 87.00 87.00
PC1221gh options: GH 1 467.00 467.00
- -
- -
- -
- -
- -
- -
- -
- -
- -
- -
- -
[42] SUBTOTAL $ 19,187.00
Other Comments or Special Instructions TAX RATE 6.875%
Please include the invoice number on your check TAX $ 1,319.11
S&H $ -
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!
[Company Name] INVOICE
[Company Slogan] DATE: 9/17/2012
INVOICE # 121
[Street Address] Customer ID XYZCompany
[City, ST ZIP]
Phone: [000-000-0000]
Fax: [000-000-0000]

BILL TO: SHIP TO (if different): Due Date

Contact: John Doe Mary Jane 10/17/2012
XYZ Company LLC XYZ Supply Company
123 Somestreet NE 123 Somestreet NE
Anytown, CA 11111 Anytown, CA 11111
Phone: (000) 000-0000
Fax: (000) 000-0000

SALESPERSON P.O. # SHIP DATE SHIP VIA F.O.B. TERMS

Net 30

ITEM # DESCRIPTION QTY UNIT PRICE TOTAL

PC1221 XYZ Base Product 15 1,234.00 18,510.00
PC1221abc options: ABC 1 123.00 123.00
PC1221def options: DEF 1 87.00 87.00
PC1221gh options: GH 1 467.00 467.00
- -
- -
- -
- -
- -
[42] SUBTOTAL $ 19,187.00
Other Comments or Special Instructions TAX RATE 6.875%
Please include the invoice number on your check TAX $ 1,319.11
S&H $ -
OTHER $ -
TOTAL $ 20,506.11

If you have any questions about this invoice, please contact Make all checks payable to
[Contact Name], Phone: [000-000-0000], [name@mycompany.com] [Company Name]
Thank You For Your Business!

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

REMITTANCE
[Company Name] DATE 9/17/2012
INVOICE # 121
[Street Address] Customer ID XYZCompany
[City, ST ZIP] Due Date 10/17/2012
Phone: [000-000-0000]
Fax: [000-000-0000] AMOUNT ENCLOSED
Terms of Use
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