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Here is a simple example of what we do (close this example):

A simple Invoicing and Receipting application

Most small businesses have Microsoft Office installed on their PCs and make use of Word, Excel and Outlook extensively in their day to day activities. However the true power of Word, Excel and Outlook can only be harnessed through automation - the process of seamlessly integrating them to interact with each other to streamline your work processes.

What does this mean in practice? Well, as an example, we could simplify your invoicing and receipting activities by creating two integrated Office applications to handle them, as follows:

Invoicing would be controlled by a Word document called, say, Invoicing.doc. However this is a Word document with a difference - it doesn't actually contain any words - just a pop-up form containing four buttons: Invoice, Print, email and Reminder (plus a Close button); and underlying macros to perform the complicated bits.

Similarly, receipting would be controlled by a Word document called Receipting.doc containing three buttons: Receipt, Print and email (plus a Close button); and underlying macros.

There would be three other files associated with these documents:

• Two Word template documents containing master copies of your Invoice and Receipt files.
• An Excel spreadsheet containing details of the invoices that have been created, and the Invoice number to be allocated when the next invoice is generated.

Note that you, as a user, will not need to access these files directly.

How it all works

In the following process, steps that you perform manually are shown in italics; all the rest is done automatically by Invoicing.doc and Receipting.doc.

To create an Invoice:

1.

The next free Invoice Number in sequence is obtained from the Excel spreadsheet.

A pop-up form is displayed containing input boxes corresponding to all the data required for the invoice.

Open Invoicing.doc and click on the Invoice button.

 

2.

The invoice is created automatically in your house style (based on the Word template), with the totals added up and bearing the correct Invoice number.

The database is updated with the financial details of the invoice, ready for when you complete your VAT and tax returns.

Fill in the details and click on the button marked Create Invoice.

 

3.

The invoice is printed out at a printer of your choice.

Click on the Print button.

 

4.

A copy of the invoice is emailed to the Customer (as an attachment) with a standard covering letter.

Click on the Email button (optional).

 

5.

An Outlook task is created automatically which will display a warning reminder in the future, if/when the invoice becomes overdue for payment.

Click on the Reminder button (optional).

 

6.

File Invoicing.doc is closed.

Click on Close.

 

When payment is received, to create a Receipt:

1.

A list of outstanding invoices is displayed.

Open Receipting.doc and click on the Receipt button.

 

2.

A pop-up form is displayed containing input boxes based on the contents of the associated invoice.

Select the appropriate Invoice from the list of Invoices.

 

3.

The receipt is created automatically to your house style (based on the Word template).

The database is updated with the date of the receipt.

If created, the Outlook task that was set when the corresponding invoice was created is automatically deleted.

Check the content, make any changes and click on the button marked Create Receipt.

 

4.

The receipt is printed at a printer of your choice.

Click on the Print button.

 

5.

A copy of the receipt is emailed to the Customer (as an attachment) with a standard covering letter.

Click on the Email button (optional).

 

6.

File Receipting.doc is closed.

Click on Close.

 

If payment is not received by the due date and you have set up a reminder:

 

Outlook pops up a warning message

 

 

1.

 

You chase up the customer.