Dattsar Logistics: Excel VBA Job Entry, Deal Sheet & Invoicing Automation

Overview

Dattsar Logistics managed their daily operations across multiple spreadsheets: a Daily Status Report (DSR), a Deal Sheet tracking purchase and sales for every job, and separate sheets for invoicing. Staff entered the same job data several times in different formats, then rebuilt reports by hand. They needed one place to enter a job — and everything else generated from it. I built an Excel VBA application with UserForms for job entry: a single entry feeds the whole workbook, automatically generating the deal sheet (purchase & sales) and invoice documents in the company's existing formats.

The challenge

• The same job was typed into multiple sheets — DSR, deal sheet and invoicing — multiplying effort and the chance of mismatched numbers.
• Purchase and sales figures had to stay perfectly consistent between the deal sheet and the invoice for every job.
• Reports and invoices had to follow the company's existing formats exactly, so the output had to match templates, not invent new ones.
• The users were operations staff, not accountants — entry had to be a guided form, not raw spreadsheet editing.

What I built

• A VBA UserForm for job entry: one guided form captures the full job once — client, route, purchase cost, sale price and billing details.
• A single-entry data model: every job is stored once in a structured table, and all documents read from that single source.
• Automatic deal sheet generation: purchase and sales rows are produced per job, always in sync because they come from the same record.
• Automatic invoice generation in the company's existing billing format, ready to print or send, with no retyping.
• The Daily Status Report kept as a live view over the same data, so DSR, deal sheet and invoices can never disagree.

Results

• Job data is entered exactly once — deal sheets and invoices are generated from that single entry.
• Purchase & sales figures and invoices always match, eliminating reconciliation errors between sheets.
• Billing turnaround dropped from manual document assembly to one click.
• Operations staff work through a guided form instead of navigating four spreadsheets.

Tech stack