DocuGen can help you quickly generate invoices, receipts, purchase orders, or just about any kind of document using your own template.In this tutorial we will set up DocuGen to generate invoices (or receipts, etc.) using your own template.
1. Set up the board
- The board as a whole represents invoices related to one customer.
- Each invoice will be represented by one group of rows
- Rows under each group represent invoice line items
- The columns are as follows:
- Quantity and Unit Price are number columns
- Item Total is a formula column = Quantity x Unit Price
- Tax is a formula column = 0.05 x Quantity x Unit Price (Note: do not use the Item Total in the Tax formula; DocuGen does not yet support formulas within formulas)
- Extended Total is a formula column = 1.05 x Quantity x Unit Price (Note: do not use other formula columns within this formula)
- Invoice Date and Due Date are date columns
Here is how the board looks like:
For example, the client is Universal Studios Inc. Invoice 01221 has 3 line items: Widgets 2×4, Kryptonite XS, and Bells and whistles combo. The invoice is dated Oct 11 and is due Nov 10.
2. Add DocuGen view
You need to add a DocuGen view to the board. Follow these simple instructions.
3. Generate a test document
Click on the green “Generate document” button:
Within seconds you should receive the generated document by email. You will also see a new entry under “Recent Documents”. The generated document should look like this:
As you can see, the document lacks branding and styling, and it doesn’t filter the board rows. Worry not: this is our next step!
4. Make your documents look pretty
Instead of blank documents, we need to tell DocuGen to use a document template. The easiest way to start is by downloading the invoice template in our Template Gallery.
Go to the DocuGen Settings on your board, click on the template button, and select the .docx document you downloaded earlier:
We want to make the header row bold, and we want to make sure only some columns are included in the generated document:
Changes to DocuGen Settings are saved automatically.
Click again on “Generate document” and check the result in your email inbox — much better!
5. Filter the rows going to the document
We want to make sure only the rows belonging to invoice 01221 are sent to the document. To do this, we just use the monday.com built-in Filter button:
Click again on “Generate document” and check the result:
- Templates use placeholders to indicate where to place the information from your board. You can find out more about placeholders here.
- If you want to insert the sum of “Item Total” or “Extended Total” (or any other number column) within the body of your document, you can use the sum placeholder.
- monday.com filters are a very powerful tool when used along with DocuGen. Learn more about this here and here.