How to Create Billing Software for Auto Data Entry in Excel?

EM Admin
Jun 14, 2022
0 Comments

Excel is an excellent tool for startups and SMEs that find it hard to afford SAP or likewise application or software. It allows you to create billing software in Excel, at least. An MIS or programmer has a ton of opportunities to make it happen through codes and scripting. They can develop small back-office management tools to automate workflow.

There are three ways to make it happen.

Using Excel Template on Windows
Creating Customized Billing Software from Scratch

Let’s get started with tips that a data entry organisation uses to create it on Windows via ready-made templates and customized functions.

How to Make an Invoice from an Excel Template on Windows?

Excel offers customizable templates to bill its customers. Data entry organisations or even you may create an invoice from an Excel template, which is available on a Windows PC. These steps can help you to make it easier:

Launch Microsoft Excel

It’s compulsory to have an Excel template on your system to launch a billing software in Excel. So, launch Microsoft Excel on your PC.

Explore Invoice Templates

Upon launching, open it up on your system. For the purpose of finding, go to the search bar on the top of the window.

Set up an online connection and type “invoice” to find such predefined templates in no time.

Select the Right Fit Template

There will be a range of invoice templates, scaling from sales to shipping bills. Scroll down unless you pick up the one that is the perfect fit to your bill layout. Make it yours by adding your company’s logo.

Create the Bill Template

The preset template is there that you would select and then, click the best fit layout. It will show you the preview and then, click the “Create” button to actually open it in a new tab.

Tailor-Made the Bill Template

Now, the need is to modify it. Adjust it to appear more like your own company’s billing template. For this purpose, edit it, first. Ensure to include the following points to make billing software in Excel:

Your company’s logo
Your company or office contact information, including your name, address, phone number, and email
Your customer’s contact details
The billing date
A unique bill (invoice) number
Due date of payment
A checklist of items or services with proper quantity, working hours on descriptions, quality testing, and rates.
Total each service or product separately
Also include the payment conditions, covering payment methods and late fee details
The total amount due for the bill, including all taxes

These details will guide you to make billing software in Excel automatically.

Save the Bill Layout

Once done with adding all the necessary information to your bill, save the edited template to your computer. It is saved with …abc.xls format document. Doing this thing will make this template editable, sharable, and usable. Ensure to save it as a PDF and send this soft copy to your client. It promotes painless and paperless transactions, which cannot be altered later to being machine-run.

Use the Invoice or Bill

Now, you have your bill template. Send it to your customer, either in the inbox or by mail. Enclosing it with a short PDF or video of your corporate film can also prove an impact-making experience. Your advancement in digitization would take an upswing this way.

Do add the important details like the bill due date and the total debt.

How to Create an Invoice in Excel from Scratch?

Here, you may figure out how to create a billing system in Excel from scratch. You may follow these easy steps:

Click and Open a Blank Excel Workbook

Launch MS Excel on your system if it’s not there inside. Then, click it open to work on the blank workbook.

Put the Bill Header

A header will be a label or name of your bills, such as Sales Invoice, Purchase Bill, Transactions Bill, and many other ones.

Add a title on the top of your invoice. As in the preset template, mention important billing details in the title, which cover:

Your logo
Your business contact information
The invoice date
A unique bill or invoice number
Include the Customer Details

Herein, you must enter the contact details, which cover the exact contact person, office location or address, email ID, contact number, etc.

Highlight the Payment Due Date

Highlighting the payment due date on the bill will keep your customer alert about when to pay. So, do add a neat and complete date format with it.

It should read like “Payment Due December 31, 2022”. Avoid using otherwise formats like “Payment Due in 30 Days”. This mention can confuse you and the customer and the payment may be missed.

Include All Products with Quantity as the List of Services

Here, you can put the products in a sequence with quantity. Segment them under different titles, such as Products, Quantity or Description, Working Hours, and corresponding prices.

In the end, label a column with a subtotal against each product listed.

Sum Up the Amount Owing

Now, you can use billing formulae in Excel accordingly. Excel comes with advanced features and functions that can do calculations for you.

For Sum, use this syntax =sum (Range 1: Range2) and then, press enter.

Likewise, you may multiply values using the syntax: = A1*B1. The outcome will automatically appear as you press the enter key.

Add Terms and Conditions

Give space for payment terms and conditions to the bottom of the bill. It should have payment methods accepted and the provision of your late fee policy. Select any cell below the label ‘Stationery’.

Creating a billing software in Excel is an automatic process, as it has templates that can be used as per your requirements, edit and use them. You may create it from scratch using captions, company and customer details, formulae, and terms and conditions with all products’ descriptions in it.

Data

Data Entry