Key Takeaways
We automated our client invoicing process using a Google Sheet invoice template and Google Apps Script. This setup generates invoices as PDFs and sends them via email—saving time, reducing errors, and handling follow-ups. No third-party invoicing tool needed.
TL;DR: We automated our client invoicing process using a Google Sheet invoice template and Google Apps Script. This setup generates invoices as PDFs and sends them via email—saving time, reducing errors, and handling follow-ups. No third-party invoicing tool needed.
How We Automated Our Invoice Generation Using Google Sheets & Apps Script
If you're managing multiple clients—especially on monthly retainers—you know how chaotic it gets keeping up with invoicing dates and follow-ups. That’s why, at HB Lance, we decided to build a Google Sheet invoice template system that handles everything for us, automatically.
In this post, I’ll show you exactly how we did it.
What You’ll Need:
- A Google Sheet (your custom invoice template)
- Google Apps Script (for automation)
- Gmail (for sending emails)
- Basic understanding of spreadsheet formulas
Step 1: Create a Google Sheet Invoice Template
We started by creating a Google Sheet invoice template with placeholders for dynamic data such as:
- Client Name
- Address
- Invoice Date
- Invoice Number
- Project Description
- Monthly Amount
You can design it to match your branding or use a simple format—whatever suits your business.
Step 2: Add a Client Data Sheet
In the same spreadsheet, we created another tab to store client data:
- Company Name
- Email(s) of the contact person
- Project or Service details
- Retainer Amount
- Location
This allows the script to pull details for each client dynamically.
Step 3: Write an Apps Script to Automate the Workflow
Here’s what our Google Apps Script does:
- Loops through each client in the spreadsheet
- Inserts their data into the invoice template
- Converts the completed invoice into a PDF
- Sends it via email to the contact(s) listed
- Keeps track of invoice numbers month-to-month for each client
You can even set up conditional logic to send follow-up emails if the payment isn’t received on time.
Step 4: Set Up Monthly Triggers
To make this a true automation system, we set a time-driven trigger in Apps Script to run the process on specific dates each month. This way, invoices go out without us touching anything.
Demo Results: What the Output Looks Like
After running the script:
- A personalized invoice PDF is created for each client
- The invoice includes the name, location, invoice ID, description, and amount
- Each client gets their invoice in their inbox—on time, every time
And yes, the invoice number updates automatically each month.
Google Sheet Invoice Template Automation:
Why We Chose Google Sheets Over Invoicing Tools
Most invoicing platforms come with limitations or costs when scaling. We wanted something:
- Free and flexible
- Easy to update
- Integratable with other marketing and sales workflows
A Google Sheet invoice template gave us full control—and zero subscription fees.
Template and code
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