How to integrate Google Sheets with Xero to automatically update quote information in Xero when a row is updated in Google Sheets

Are you spending too much time on manual data entry and sharing the latest information when creating quotes?
When managing data manually, there is a high risk of human error, and if a large number of orders occur, you may not be able to start other tasks.
In this article, we introduce a system where quotes in Xero are automatically updated when a row is updated in Google Sheets.
This allows you to automate tasks that were previously done manually, improving work efficiency and reducing human errors.
This app integration can be easily implemented without programming. Please refer to this article and give it a try.

Recommended for

Team leaders who manage data with Google Sheets on a daily basis and aim to reduce the workload of data entry and input errors
Accounting personnel who use Xero for sales management and want to improve data management efficiency by utilizing APIs
Sales departments looking to improve customer response speed and achieve automatic data updates
EC site owners who want to unify business flows using IT tools and reduce staff workload

Benefits and Examples of Integrating Google Sheets and Xero

Benefit 1: Efficiency through centralized data management

By building a system where information entered in Google Sheets is automatically reflected in Xero, manual data entry work becomes unnecessary, achieving centralized data management.
This is expected to improve the efficiency of data management tasks. Additionally, app integration allows multiple personnel to simultaneously check quote information in each tool, improving the speed of information sharing.
As a result, the process from quote creation to presentation to the customer is simplified, reducing the overall workload within the company.
Furthermore, the time saved can be used to focus resources on high-priority tasks.

Benefit 2: Reduction of human errors

Manual data entry is one of the processes prone to human error.
Integrating Google Sheets and Xero helps prevent such human errors.
Specifically, since data entered in Google Sheets is automatically synchronized with Xero, issues such as incorrect entry of amounts or quantities are less likely to occur.
In addition to preventing input errors, the data verification process is also simplified, improving the overall accuracy of operations.
Ensuring the accuracy of financial information, in particular, allows for the provision of highly reliable services to customers and business partners.

Benefit 3: Promoting quick decision-making with automatic data updates

Since Xero's quote information is automatically updated just by updating Google Sheets, it is possible to quickly and accurately check data.
This effectively supports situations where speedy decision-making is required.
By allowing the accounting department to immediately check the quote content modified by the sales team, the time required for information transmission and verification is shortened, enabling a quick transition to the next process.
Automatic data updates are also useful during customer negotiations and contract signing, allowing for customer responses based on the latest information.
As a result, it minimizes time loss in information sharing and contributes to improving the overall work speed of the team.

Now, let's explain how to automatically update Xero's quotes when a row is updated in Google Sheets using the no-code tool Yoom.
[What is Yoom]

How to Automatically Update Xero's Quotes When a Row is Updated in Google Sheets

It is possible to achieve this by receiving updates in Google Sheets using the Google Sheets API and automatically reflecting the updated data in Xero using the API provided by Xero.
Generally, programming knowledge is required to achieve this, but it can be easily accomplished without programming knowledge by using the no-code tool Yoom.

This time, we will create it in the following major processes.

Integrate Google Sheets and Xero with My Apps
Copy the template
Set a trigger in Google Sheets and set an action in Xero
Set the trigger to ON and prepare for flow operation

If you are registered with Yoom, please log in, and if you are not registered, please proceed with the settings after registering for free.

Step 1: Connect Google Sheets and Xero to My Apps

First, connect Google Sheets and Xero to My Apps.
After logging into Yoom, click "My Apps" on the left side of the screen, then search for and click on Google Sheets from "+New Connection".

Click "Sign in with Google".

Complete the sign-in process and grant access to finish connecting Google Sheets to My Apps.

Next, search for Xero.

Log in to Xero and grant access to complete the connection to My Apps.

Next, let's copy the Flowbot template.
After logging into Yoom, click "Try it" on the banner below.

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When the message "Template has been copied!" appears, click "OK" to complete the copy.

Step 2: Set the Trigger

Next, set the trigger for Google Sheets.
Click "When a row is updated".

Next, check the "Account information to integrate with Google Sheets".
You can freely edit the title, but do not change the trigger action, and click "Next".

Set up the API connection for Google Sheets.
You can choose the "Trigger interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger interval varies depending on the plan.
Select the "Spreadsheet ID" and "Sheet ID" from the options or quote them from the spreadsheet URL.
Edit "Table range" to "Column you want to detect updates" as needed while checking the relevant sheet.
After setting, click "Test".

Check the information displayed in the output and click "Save".

Step 3: Set the Action

Next, set the action for Xero.
Click "Update Quote".

Edit the title as desired and check the account information, then click "Next".

For "Tenant ID", click the field and select the relevant Tenant ID from the displayed options.
For "QuoteID", similarly click the field and select the Quote ID from the Google Sheets options displayed.

Set the LineItemDetails.
Click each item to display options, and select the relevant item.
After setting, click "Test" to check if the quote in Xero has been updated.
Once confirmed, click "Save".

Click "Turn on Trigger" to complete the flow setup.
Now, when a row is updated in Google Sheets, the quote in Xero will be automatically updated.

Other Automation Examples Using Google Sheets

There are many other examples of automation using Google Sheets in Yoom, so here are a few.

1. Register Products in B-Cart When a Row is Added in Google Sheets

You can automate product registration by integrating B-Cart with Google Sheets. When product data is added in Google Sheets, the input data is immediately reflected in B-Cart, streamlining product management.

2. Send contracts with GMO Sign when the status is updated in Google Sheets

GMO Sign streamlines contract management by integrating with Google Sheets. Contracts are automatically sent according to status updates in the spreadsheet, improving the speed and accuracy of contract procedures.

3. Update Airtable record information when a row is updated in Google Sheets

By integrating Airtable with Google Sheets, you can automatically reflect data changes within the sheet. This ensures consistency in data management and enables efficient operations.

Summary

By integrating Google Sheets with Xero, you can achieve more efficient data management and reduce human errors.
With data management automated, the previously necessary manual transcription becomes unnecessary, enabling quick information sharing. As a result, you can expect an overall acceleration of business processes.

Yoom's app integration requires no programming and can be easily implemented. Take this opportunity to experience increased business efficiency through automation.