Export Document Tracker & Automated Reminder System

An automated document tracking and reminder system developed using Google Sheets and Google Apps Script.

Project Overview

This project helps track export-related documents and automatically sends email reminders when required documents are pending.

The system is designed to reduce manual follow-ups and improve document management.

Key Features

• Automated tracking of export documents
• Invoice, Packing List, Customer Bill, E-Way Bill and Airway Bill status tracking
• Automatic email reminders for pending documents
• Conditional reminder logic based on invoice amount
• INR value calculation based on currency and exchange rate
• E-Way Bill reminder logic for invoices above ₹50,000
• Next reminder date tracking
• Reminder count tracking
• Automatic status management
• Prevents further reminders after documents are received/completed

Technologies Used

• Google Sheets
• Google Apps Script
• Google Apps Script Triggers
• Email Automation

Workflow

1. Invoice details are entered into the Document Tracker.
2. Currency and invoice amount are recorded.
3. The system calculates the INR value.
4. Required document statuses are updated.
5. The automation checks pending documents and applicable conditions.
6. If a reminder is required, an automated email is sent to the responsible senior.
7. Once the required document is received/completed, further reminders are stopped.

Automation Logic

The automation checks the document status and applicable conditions on a scheduled basis.

Reminder Conditions

• Reminders are generated only when required documents are pending.
• E-Way Bill reminders are applicable when the invoice amount is above ₹50,000.
• Invoices below ₹50,000 do not trigger E-Way Bill reminders.
• Reminder dates are automatically tracked.
• The system maintains the reminder count for each pending document.
• Once the required document is received or the status is completed, further reminders are stopped.

Automated Email Notification

When a pending document meets the reminder conditions, the system automatically sends an email notification to the responsible senior with the required follow-up information.

Documents Tracked

• Invoice
• Packing List
• Customer Bill
• E-Way Bill
• Airway Bill

Project Objective

The main objective of this project is to automate document follow-ups, reduce manual tracking and ensure that pending export documents are followed up on time.

Screenshots

Document Tracker

Google Apps Script Automation

Automated Email Reminder

Author

Utkrsta