Spreadsheet: 226055d1365232524-excel-sales-invoice-tracker-sales-invoice-tracker
Sheet: How to use the Invoice Tracker

 | How to use the Invoice Tracker
 | About the Invoice Tracker
 | The Invoice Tracker is designed to maintain a history of customers, invoices, and invoice details so you can store multiple invoices without creating multiple files. You can also use the Invoice Tracker to analyze your previously invoiced data. For example, you can view all invoices for a customer, a specific project, or view all invoices for the last month, the last year, and more.
 | Before you get started, take a look at the sample data provided. On the Invoice sheet, select the cell to the right of Invoice # (cell [NAME]) and a drop down list will appear. Select the drop down arrow and then select a sample invoice. Notice how all of the invoice information automatically changes to reflect the selected invoice. Now look at the Customers, Invoices - Main, and Invoice Details sheets. Each of these sheets supply information to the Invoice and any changes you make will be updated automatically.
 | How do I get started?
 | Modify the Invoice sheet so it reflects your company information using the following steps:
 | 1. | Navigate to the Invoice sheet, and on the Review tab, in the Changes group, select Unprotect Sheet.
 |  | Note: The Invoice sheet is protected to help avoid unintentional changes, since, as previously mentioned, the majority of the data on this sheet is pulled from all other sheets in the workbook.
 | 2. | Customize the invoice header by typing in your Company Name, Street Address, City, ST ZIP, email address, website, and so on. At the bottom of the invoice (row 43), modify the payment instructions.
 |  | Important! Do not modify the billing or invoice information. All of these cells have formulas that will automatically update the invoice, as noted in the About the Invoice Tracker section.
 | 3. | (Optional) Modify the colors throughout the workbook: On the Page Layout tab, in the Themes group, select Colors and select another theme color set from the color gallery.
 | Tip: Create a custom theme color set to match your company branding! To do so, on the Page Layout tab, in the Themes group, select Colors, and then select Create New Theme Colors. For more on creating a custom color set, view the following Help topic:
 |  | Customize a document theme.
 | 4. | After you've made your desired changes, return to the Invoice sheet and on the Review tab, in the Changes group, select Protect Sheet, and then select OK. When the Invoice sheet is protected the only cell you can select is the cell with Invoice # drop down.
 | How do I create an invoice?
 | 1. | On the Customers sheet, enter customer information such as the company name and address. Note that the Company # is an important entry as it provides a unique identifier for each company that is used throughout the Invoice Tracker. Also note you only need to add a company once. For subsequent invoices to the same company, this step can be skipped.
 |  | Note:  If you assign the same number to more than one Company or enter the same Company Name more than once, the entries will turn red to alert you to the duplication.
 | 2. | On the Invoices - Main sheet, enter the primary information for your invoice such as, Invoice #, Invoice Date, and Project Description. Like the Company #, the Invoice # is an important entry as it provides a unique identifier for each invoice and is used throughout the Invoice Tracker. Another important entry is the Company. When you select a company from the drop down provided it associates your invoice with that company. Then when you select an Invoice # on the Invoice sheet, that company's information, such as company name and address, will automatically be populated on the Invoice.
 |  | Note:  If you assign the same number to more than one Invoice the entries will turn red to alert you to the duplication.
 | 3. | On the Invoice Details sheet, enter the details for your invoice, such as an Item Description, Item #, Qty, and Unit Price. The Invoice # drop down provides a list of invoices you entered on the Invoices - Main sheet to facilitate data entry. Similar to the Company # in the previous step, the Invoice # associates that detail item with a specific invoice. When you select a Invoice # on the Invoice sheet from the Invoice # drop down, the related invoice detail items will appear for that invoice.
 |  | Note: You are limited to 25 details items per invoice. If more than 25 items are added, all corresponding entries will turn red to alert you to this limitation. If you have more than 25 invoice items you will need to create a second invoice.
 | How do I add more customers, invoices, and invoice details?
 | The data for Customers, Invoices, and Invoice Details are stored in Excel tables. When you add a new row to a table, the newly added row will be formatted automatically and any calculations will be copied. To add new table rows do one of the following:
 | ● | If the table does not have a Total row, start typing below the table and it will automatically expand when you press the Enter or [NAME] key.
 | ● | Place your cell pointer in the last cell above the Total row, such in the Invoices table in the Notes cell for the last invoice, and then press [NAME].
 | ● | On the Home tab, in the Cells group, select [NAME], and thens select Table Rows Above or Table Rows Below.
 | ● | In the bottom right corner of the table, place your mouse on the table sizing handle and drag down to increase the number of available table rows.
 | How do I analyze my invoice details?
 | As noted in the About the Invoice Tracker section, after you have entered several invoices you can view a list of all invoices for a specific customer, project, a specified date interval, and much more. This type of analysis is accomplished using a Filter which enables you to quickly narrow down a list of data. To access a Filter on the Customers, Invoices, or Invoice Details tables, select a drop down arrow next to any table field name. A Filter pane will display giving you a variety of filtering options. Here are a few filtering examples to help you get started:
 | ● | To view the total amount you've invoiced a specific customer: On the Invoices - Main sheet, to the right of the Company # field, select the drop down arrow. In the Filter pane, click Select All to deselect all companies, select the desired company, and then select OK.
 |  | Tip: In the Filter pane you can also type the customer name in the Search text box to quickly search the available list.
 | ● | To view all invoices for a specific customer and specific project(s): Start by filtering for your desired customer using the steps provided in the previous example. Then, to the right of Project #, select the drop down arrow. In the Filter pane, select the desired project or projects, and then select OK.
 | ● | To view all invoices for the previous month: On the Invoices - Main sheet, to the right of the Invoice Date field, select the drop down arrow, point to Date Filters, and then select Last Month.
 | ● | To view all customers with the same area code: On the Customers sheet, to the right of the Phone field, select the drop down arrow. In the Filter pane, click in the Search text box, type the area code and then select OK.
 | Filter Tips
 | ● | If a table has a total row, such as Customers and Invoices, the calculated totals will reflect only your filtered list.
 | ● | Use multiple filters on a single field or across multiple fields to fine-tune your results.
 | ● | To clear a single filter, select the drop down arrow for a previously filtered column and then select Clear Filter From <field name>.
 | ● | To clear multiple filters at the same time, place your cell pointer in the table, on the Home tab, in the Editing group, select Sort & Filter, and then select Clear.