Excel and VBA Automation

EXCEL AND VBA AUTOMATION

For a client, I have created an extensive and tailored system that has improved accuracy and efficiency, all through Excel. It has evolved and been adapted over time to meet the client’s needs. It is a workflow that is both flexible and stable, and is a professional showcase of the client’s products and services.

From a quoting system, to automatic invoice generation, calendar appointments and even an inventory management system, I can work with you to meet your needs building innovative solutions, all through the power of Excel and VBA Automation.

QUOTING SYSTEM

The client’s workflow begins with a quoting system. After consultation with the client, I transformed an extensive list of items and prices into a quoting tool. This allowed quick input of customer details and easy selection of required products. The client can now communicate quickly and effectively with their customers by adjusting inputs at the click of a button.

The quoting tool provides the user with the ability to:

- save the quote to the desired location;
- add the quote details to the master database; and
- automatically generate a customer invoice.

CUSTOMER PROPOSAL

The end result is a professional customer proposal that can be converted into PDF format for the customer. The proposal includes automatically generated information, such as:

- customer details (name, address, contact details, etc.);
- a list of quoted items including the quantity of each item;
- a summary of costs, including various options and add-ons; and
- an acceptance section, where the customer can sign and agree on terms.

AUTOMATIC INVOICE GENERATION

Customer quotes are converted to invoices with a single click, eliminating all the hard work associated with producing invoices. The invoice can then be instantly sent to the customer.

The invoice automatically calculates sub-total and overall total amounts, and is professionally formatted with all of the essential invoice elements included.

It can be easily printed or emailed directly to the customer.

AUTOMATIC CALENDAR APPOINTMENT ENTRIES

Appointment information is extracted from the quoting tool, which then is automatically entered into the client mail program (e.g. Outlook) to allow easy planning and managing of client appointments. Each appointment includes:

- the appointment time, duration and location;
- a summary of the customer details, such as name, address and contact details; and
- a summary of the quote and each item listed in table format.

INVENTORY MANAGEMENT SYSTEM - ITEM VIEW

At the client’s request, I created an inventory management system in Excel. This resulted in a streamlined inventory tracking process, that gave the client clear and real-time visibility of all stock items.

The system provides the flexibility to add new items, archive old items and update current items.

Each item carries a unique ID, and all details associated with the item can be viewed at the click of a button by looking up or searcing for the item. A picture of the item is also included for ease of reference.

INVENTORY MANAGEMENT SYSTEM - CALENDAR VIEW

The inventory management system also includes a calendar view which provides the client with an overview of all current stock, and allows for planning out to future dates and stock management.

The calendar helps the client identify when it is time to reorder stock and to see which stock items are available on certain dates.

It also allows the client to better manage their inventory operations with real-time collaboration and process automation.

DATABASE MANAGEMENT

All customer information and quotes are stored in separate workbooks that act as a client database. From this, I work with the client to analyse the data and gain valuable insights through generating reports and dashboards.