Go digital for free, Chapter 3

Getting started with Google Workspace: share documents, spreadsheets and Docs

Google Workspace is designed to streamline collaboration and keep information accessible in one place. The goal is a workflow that's faster, safer and more professional.

Step 1: Organise your files in Google Drive

Recommended structure:

MyCompany/
├── Internal documents
├── Projects
├── Clients
├── Suppliers
├── Finance
└── Templates

Permissions: read-only versus edit.

Tips:

• Descriptive names ("Client 1 Report – January 2024")
• Colour-coded folders for quick identification
• Archive completed projects
• Multi-device sync
• Offline access for frequently used documents

Step 2: Google Docs and templates

Useful templates: proposals, contracts, meeting notes.

Components: header with your details, defined sections, variable spaces.

Collaboration: share with permissions (view, comment, edit), accept or reject suggestions, leave comments for revisions without changing the text.

Maintenance: review regularly, update when your business changes, keep naming consistent.

Step 3: Google Sheets for reporting

Approach: complements Holded, doesn't replace it.

Manually handling data in a spreadsheet means a high risk of errors and unnecessary work.

Report types: monthly sales, cash flow, team productivity.

Typical columns: Date · Category · Amount · Running total.

Charts: bars (comparisons), lines (trends), pie charts (percentages).

Formulas: SUM, AVERAGE, IF, VLOOKUP.

Collaboration: different access levels, explanatory comments, real-time viewing.

Step 4: Automation with Google Apps Script

Process:

1. Docs template with placeholders: {{CLIENT_NAME}}, {{ADDRESS}}, {{DATE}}, {{SERVICE}}.
2. Data in Sheets organized by column.
3. Script connects them.
4. Mark "Yes" in "Generate PDF" to create the file.

Benefits: removes repetitive data entry, cuts errors, generates dozens in minutes, fully scriptable.

Step 5: Digital signatures

Benefits: faster turnaround, security through encryption, identity verification, centralised storage.

Recommended tools:

Long-term gains: time savings, less paper, always-on online access.

Relevant links

• Internal: /en/blog/digitaliza-tu-empresa-por-cero-euros-capitulo-2/, /en/blog/digitaliza-tu-empresa-por-cero-euros/
• External: SignRequest, DocuSign

CTAs

• Inline form (Name + Email + policy)
• "Book my appointment" → 30-min networking call