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

In e-commerce site management and accounting tasks, data accuracy and timely information updates are crucial elements that support the reliability and efficiency of the business.
However, when managing product data using multiple tools, it can be time-consuming and prone to errors during data entry.
Therefore, we introduce a method to integrate Google Sheets with Xero, allowing item data in Xero to be automatically updated when data in Google Sheets is updated.
This automation is expected to significantly improve operational efficiency.
App integration can be easily implemented without programming. Please refer to this article and give it a try.

Recommended for

Accountants who use Google Sheets and Xero in their daily work but feel burdened by manual data entry
Inventory managers who manage stock using Google Sheets and want to share the latest data with Xero
Marketing personnel who frequently update sale prices and product information and require accurate price reflection across multiple tools

Benefits and Examples of Integrating Google Sheets with Xero

Benefit 1: Improved Operational Efficiency

By integrating Google Sheets with Xero, updates made in Google Sheets are automatically reflected in Xero, reducing the need for manual data entry.
This is especially beneficial for items with frequently updated product information or pricing, as it eliminates the need for updates in Xero, reducing input errors and workload, and saving time.
For example, when an inventory manager updates prices or product descriptions in Google Sheets, that data is immediately reflected in Xero's product data.
As a result, the accounting department is expected to proceed smoothly with accurate information.

Benefit 2: Ensuring Data Consistency

Integrating Google Sheets with Xero reduces the risk of data discrepancies between apps and ensures data consistency.
Previously, manually reflecting changes from Google Sheets to Xero posed a risk of human error or forgotten updates.
However, with this automation, updates in Google Sheets are quickly reflected in Xero, ensuring that the latest and most accurate data is always shared.
For example, when the marketing team sets sale prices in the spreadsheet, those prices are immediately reflected in Xero's item data.
This improves the consistency of prices and billing amounts presented to customers, preventing potential loss of trust.

Benefit 3: Maximizing Business Opportunities through Smooth Information Updates

When inventory management staff update product data in Google Sheets and the marketing or customer support teams use Xero, this app integration is expected to enhance transparency and strengthen collaboration between teams.
For example, when inventory management staff update product information in Google Sheets, that data is immediately reflected in Xero.
This allows the accounting department to issue invoices quickly and accurately based on the latest data, improving the efficiency and accuracy of the entire business process.
This integration enables smooth information sharing between different departments, reducing unnecessary verification tasks and rework.
Furthermore, by checking the change history in the spreadsheet, it is possible to identify which department updated the data and when, streamlining troubleshooting in the workflow.

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

[About Yoom]

How to Automatically Update Xero Items 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 reflecting the updated data in Xero's items 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.

We will create this in the following major processes.

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

If you are registered with Yoom, please log in. If not, please register for free and proceed with the setup.

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, search for Google Sheets from "+New Connection," and click it.

Click "Sign in with Google."

Once you sign in and grant access, the connection of Google Sheets to My Apps will be complete.

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.
While logged into Yoom, click "Try it" on the banner below.

‍

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

Step 2: Set the Trigger

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

Next, check the "Account information to link 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.
The "Trigger interval" can be set to 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 refer to the URL of the spreadsheet.
Edit the "Table range" to "Column to detect updates" as needed while checking the relevant sheet.

This time, we set up a sheet like the image.
After setting, click "Test".

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

Step 3: Set the Action

Set the action for Xero.
Click "Create or Update Items".

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

For "Tenant ID", click the field and select the Tenant ID from the displayed options.
For "Purchase Order Number", click the field and select the information from Google Sheets.
You can also set information from Google Sheets for "Date", "Contact ID", etc.
After setting, click "Test" to check if the item data in Xero has been updated.
If there are no issues, click "Save".

‍

Click "Turn on Trigger" to complete the preparation for flow operation.
Now, when a row is updated in Google Sheets, the item data in Xero will be automatically updated.

Other Automation Examples Using Google Sheets

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

1. Update B-Cart Product Information When a Row is Updated in Google Sheets

With this app integration, when a row is updated in Google Sheets, the product information in B-Cart is automatically updated as well. This streamlines the process of updating inventory and pricing information, allowing for quick data reflection.

2. Create an invoice in freee Invoices when a row is updated in Google Sheets

By integrating freee Invoices with Google Sheets, you can automatically generate invoices based on data from Google Sheets. This eliminates the need for manual data entry when creating invoices, improving both the accuracy and speed of billing operations.

3. Send an Email with Gmail When a Row is Updated in Google Sheets

You can automatically send an email with Gmail triggered by data updates in Google Sheets. This helps streamline processes such as notifications and confirmation requests, supporting quick information sharing.

Summary

By integrating Google Sheets with Xero, we were able to reduce the hassle of data management and improve operational efficiency.
Automation also reduces errors from manual entry, supporting decision-making based on accurate data.

Yoom's app integration can be easily implemented without programming. Take this opportunity to experience operational efficiency through automation.