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⚠️Before you make a new invoice, you must download a new copy of the cheat sheet!
⚠️Before you make a new invoice, you must download a new copy of the cheat sheet!
Do not use the cheat sheet you downloaded the previous month to make your new invoice as it will not be updated with any shifts after the day that you downloaded it!
✅✅✅We highly recommend using a computer for this as it's fastest and easiest.
- 🥺👎Apple mobile devices (specifically iPhones, iPads) are not ideal, but can be used if you have no other option. If you have access to a computer instead, please send your invoice via computer. Apple laptops (Macbooks, etc.) are fine.
- 🙂👍Android devices will work as well as a computer.
If you encounter any issues or errors with the invoice that's generated, or you have any questions, please text the business line.
Step 1: Copy the Invoice Generator
Step 1: Copy the Invoice Generator
INSTRUCTIONS FOR COPYING ON A COMPUTER
INSTRUCTIONS FOR COPYING ON A COMPUTER
Please click this link to make a copy of the cheat sheet + invoice generator.
Give it a moment to make a copy - there's a lot of information for it to compile and it will take a few seconds! The copy will be stored in your own personal Google Drive moving forward. Please remember this as you can go to your Google Drive to retrieve any old invoices created using this generator in the future.
INSTRUCTIONS FOR COPYING ON A PHONE/TABLET (works on both Android and iPhone)
I highly recommend ensuring that you have the Google Sheets app for your phone as it makes it much easier!- Click here to download for Android- Click here to download for iOSINSTRUCTIONS FOR COPYING ON A PHONE/TABLET (works on both Android and iPhone)
Please click this link, which will open the cheat sheet in the Google Sheets app on your phone. If you do not have the Google Sheets app, I highly recommend downloading and installing it, as we use Google Sheets for a lot of documents.
Once the cheat sheet is open on your phone, click the three dots in the top right corner. (Notice that it says "view only" under "(2025) Cheat Sheet")
Select "Make a copy".
This will create a copy of the cheat sheet (which includes the invoice generator) in your own personal Google Drive. Please remember this as you can go to your Google Drive to retrieve any old invoices created using this generator in the future.
You'll know that you've successfully made a copy because a banner will appear at the bottom that says "Copied to My Drive" (or whatever location you chose), and the "view only" tag under the name of the cheat sheet will no longer be there. You may now proceed to Step 2.
Click here for a visual
Click here for a visual
Step 2: Input your information on the "Coach Input" tab
Step 2: Input your information on the "Coach Input" tab
Once the google sheet has copied, it should put you on the Cheat Sheet by default. There are 3 tabs at the bottom:
Cheat Sheet (❌don't touch this!)
Coach Input (✅all your work will be done here!)
Invoice (❌don't touch this!)
Go to the Coach Input tab. This is where you will input a few pieces of information that will help the spreadsheet build your invoice.
Paperwork: Please note that for the Summer (July/August), the weeks for paperwork repeat twice - once for camps, once for prep. Please make sure you choose the week labelled "(Camp)" if you're working a summer camp, or "(PREP)" if you're working summer prep, as this changes what will be generated on the invoice.
Cells with a red background are the minimum required fields that you need to fill out in order to generate an invoice. If you don't fill those three cells out, there will be no invoice. Please fill them out accordingly.
Cells with a blue background are optional fields. Not everyone did their paperwork on time, you won't always be billing for a month where Open House or Survival Day occurred, you won't always have one-off jobs to bill for, and very rarely does anyone have an Uber receipt from emergency subbing. You do not have to fill these fields out if you don't have anything to include, so please fill them out honestly, as we will still be double checking every invoice as normal.
Mentors: We have started putting your mentorship shifts onto the cheat sheet starting July 1, 2025 and onwards. This means that you do not need to enter your mentorship shifts manually in the "Item (Other)" section anymore, they will show up automatically with your shifts!
If you choose "Receipt" or "Single Amount" in the receipts section, the Comments section will change to a red background as we require you to give us details about what the receipt or single amount is for.
⚠️iPHONE USERS: Read the iPhone section of Step 3 below! It matters, and when you don't follow the instructions we made for you, it makes Dawn very grumpy 😖
⚠️iPHONE USERS: Read the iPhone section of Step 3 below! It matters, and when you don't follow the instructions we made for you, it makes Dawn very grumpy 😖
Step 3: Check your invoice, download it, and email it to us
Step 3: Check your invoice, download it, and email it to us
Please use a computer when possible. If you absolutely cannot make your invoice on a computer, then use a mobile device. It's better, easier, and faster on a computer, and mobile device compatibility can vary.
Please use a computer when possible. If you absolutely cannot make your invoice on a computer, then use a mobile device. It's better, easier, and faster on a computer, and mobile device compatibility can vary.
COMPUTER: INSTRUCTIONS FOR DOWNLOADING & SENDING
COMPUTER: INSTRUCTIONS FOR DOWNLOADING & SENDING
Click here to expand this section.
Go to the Invoice tab to see the invoice that it generated for you.
Please check all the information on the invoice to ensure that it is correct:
Your name.
All of your shifts that you worked during the date range you selected.
Your correct rate that you input.
Correct information for anything you inputted in the blue fields on Coach Input.
Please note: the invoice number is a randomly generated number between 1 and 1,000,000 to reduce the chance of duplicate invoice numbers.
If you have any discrepancies with your invoice, please text the office line and let us know what they are, as we may have an explanation for why that is.
While still on the "Invoice" tab: Once your invoice is 100% complete, please download it as a PDF by going to File > Download > PDF (.pdf). Then, click the blue "Export" button in the top right corner. There is no need to change any of the settings as they are already set up for you. See a gif of how to export your invoice as a PDF below if you're still confused.
It would be really great if you could rename the PDF to something relevant, such as "<Your Name> Jun-Jul 2025 invoice".
Email your invoice to invoices@swimfins.ca as this will ensure that your invoice makes it to the correct department.
ANDROID: INSTRUCTIONS FOR DOWNLOADING & SENDING
Please use a computer if you have the option.
ANDROID: INSTRUCTIONS FOR DOWNLOADING & SENDING
Please use a computer if you have the option.
Click here to expand this section.
Go to the Invoice tab to see the invoice that it generated for you.
Please check all the information on the invoice to ensure that it is correct:
Your name.
All of your shifts that you worked during the date range you selected.
Your correct rate that you input.
Correct information for anything you inputted in the blue fields on Coach Input.
Please note: the invoice number is a randomly generated number between 1 and 1,000,000 to reduce the chance of duplicate invoice numbers.
If you have any discrepancies with your invoice, please text the office line and let us know what they are, as we may have an explanation for why that is.
While still on the "Invoice" tab: Once your invoice is 100% complete, please download it as a PDF by going to the 3-dot menu in the top right corner > Share & export > Print
On the next screen, click the dropdown where you select which printer you want to use. "Save as PDF" will be one of the options. Select this one.
Once selected, you'll see a little down arrow. Press that to pull down the settings tray.
Go to the Pages section, and instead of "All 4", press it and select "Range of 4".
A new section will open up where you can put a page range in. If your invoice is only one page, put "4". If it's two pages, put "4-5" (double check to make sure your invoice is actually the 4th page on the preview!)
When finished, the preview should now just be showing you a picture of only one page, which should be your invoice. If it looks like the example below, then press the "Download PDF button", which is usually a round button like the picture (may vary between phones).
It would be really great if you could rename the PDF to something relevant, such as "<Your Name> Jun-Jul 2025 invoice".
Email your invoice to invoices@swimfins.ca as this will ensure that your invoice makes it to the correct department.
Please click here to see a visual of all the steps above (opens in new window/tab).
(NOT IDEAL) iPHONE or iPAD: INSTRUCTIONS FOR SENDING
Please only follow these instructions if you can only submit on an iPhone or iPad (i.e. you do not have access to a computer) as this is not an ideal way to send your invoice.
(NOT IDEAL) iPHONE or iPAD: INSTRUCTIONS FOR SENDING
Please only follow these instructions if you can only submit on an iPhone or iPad (i.e. you do not have access to a computer) as this is not an ideal way to send your invoice.
Click here to expand this section.
Go to the Invoice tab to see the invoice that it generated for you.
Please check all the information on the invoice to ensure that it is correct:
Your name.
All of your shifts that you worked during the date range you selected.
Your correct rate that you input.
Correct information for anything you inputted in the blue fields on Coach Input.
Please note: the invoice number is a randomly generated number between 1 and 1,000,000 to reduce the chance of duplicate invoice numbers.
If you have any discrepancies with your invoice, please text the office line and let us know what they are, as we may have an explanation for why that is.
Once your invoice is 100% complete, please share it with invoices@swimfins.ca, and make sure you tell Google Drive to notify us (see instructions below).
Click the 3-dot menu in the top right corner > Share & export >Share
Share the document with invoices@swimfins.ca (please make sure you share with this email address, not info@swimfins.ca, so we can ensure the correct people get your invoice).
It will default to Editor. I recommend leaving it as Editor in case we have trouble saving your invoice for any reason and need to tweak formatting; though this shouldn't be necessary (we will never make changes to your invoice in your Drive, and you can double track and monitor this by checking the revision history on your document if you're ever worried).
Click the Send arrow in the bottom right corner.
The invoicing department will receive an email notification letting us know you've shared your invoice and provide us a link, and we will go in and download the PDF ourselves.
That's it! Your invoice is done! How quick and easy was that?
That's it! Your invoice is done! How quick and easy was that?
Please always copy the latest Cheat Sheet from the Cheat Sheet page before you make every invoice to ensure the information is current.
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