How to integrate Google Sheets with Xero to automatically create purchase orders in Xero when a row is added in the sheet

In your daily operations, when managing order information using Google Sheets, do you ever feel that "the input and update tasks are complicated and time-consuming"? Moreover, when creating purchase orders in Xero, manually transferring information from Google Sheets is time-consuming and prone to errors.

The solution to these problems is the no-code tool Yoom. With Yoom, you can easily set up a system where a purchase order is automatically created in Xero whenever a row is added in Google Sheets. This integration not only improves work efficiency but also reduces the risk of input errors and enhances the accuracy of order information. This article will explain the specific setup method and benefits.

Recommended for

Those who manage order information with Google Sheets and feel that the input and update tasks are cumbersome
Those who use Xero to create purchase orders and invoices and aim to streamline manual tasks
Those considering automating business processes by integrating Google Sheets and Xero
Corporate personnel interested in business improvement, seeking to reduce data entry errors and expedite purchase order creation
Those who need to speed up order processing during busy periods or with tight deadlines

Benefits and Examples of Integrating Google Sheets and Xero

Improved Work Efficiency and Reduced Input Errors

By integrating Google Sheets and Xero, order information management becomes more efficient, and manual input errors are reduced.

For example, when order information is added to Google Sheets, a purchase order is automatically created in Xero, eliminating the need for manual input. This automation reduces the risk of human error and is expected to improve data accuracy.
Furthermore, by reducing the time spent on input tasks, administrators can focus on other important tasks.

This is particularly beneficial for companies with a high daily order volume or multiple personnel handling data.

Faster Purchase Order Creation for Improved Business Speed

Integrating Google Sheets and Xero significantly speeds up the purchase order creation process.

For instance, simply adding a row in Google Sheets automatically sends the necessary information to Xero, generating a purchase order in a short time. This process eliminates the need for manual data transfer and reduces the time lag in order processing.
As a result, customer support and data sharing with other departments can be done quickly, facilitating smooth business operations overall.

This efficiency is particularly helpful in industries with busy periods or tight deadlines.

Improved Data Consistency and Streamlined Accounting Operations

Integrating Google Sheets and Xero ensures data consistency and streamlines accounting operations.

For example, order information entered in Google Sheets is directly reflected in Xero's purchase orders, reducing duplicate entries and input errors. This centralized data management can facilitate smooth invoice creation and accounting processes using Xero.
Moreover, the quick reflection of data added in Google Sheets to Xero helps maintain the currency of information, potentially reducing the burden of management tasks.

Now, let's explain how to use the no-code tool Yoom to "create a purchase order in Xero when a row is added in Google Sheets."

[What is Yoom]

How to Automatically Create a Purchase Order in Xero with Content Added to Google Sheets

This can be achieved by detecting row additions in Google Sheets via API and using Xero's API to automatically create a purchase order in Xero. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

The general setup flow is as follows:

Connect Yoom with Google Sheets and Xero as a My App
Copy the template
Configure the flow details
Turn on the trigger

If you are not using Yoom, please register for free here.
If you are already using Yoom, please log in.

Step 1: Connect Google Sheets and Xero with My Apps

First, let's connect the apps used in this flow with Yoom.
After logging into Yoom, click on "+ New Connection" from "My Apps" in the left menu.

When the app search window appears, search for each app by name.

Connect Google Sheets with My Apps

※Before connecting Google Sheets with My Apps, prepare the sheet you will use.
‍If you prepare the sheet after the connection, information retrieval may not work properly. (There is no problem if you change the sheet content later.)

The sheet created for testing this time is as follows.

Once created, proceed to connect Google Sheets.
Connecting Google Sheets requires logging in with a Google account.

When you search for Google Sheets in "New Connection", click "Sign in with Google" as shown in the image above.
Then, select your Google account and proceed to the "Log in to Yoom" screen, and click "Next".

As you proceed, a screen will appear asking Yoom to access your Google account, so click "Continue".

Clicking "Continue" will automatically return you to the My Apps list page in Yoom.

Connect Xero with My Apps

Log in to the Xero account you want to connect.
An email for login approval will be sent to your email, so click the URL to approve.

Return to the Yoom screen and click "Allow access" to complete the My Apps connection.

Once you confirm it has been added to the list, proceed to the detailed settings of the flow.
Click "Try it out" from the banner below to copy the template.

Step 2: Set Up App Trigger in Google Sheets

The initial setting is "When a row is added".
Set it up so that the flow activates when a row is added to the specified sheet.

On the first page, the information from the Google Sheets linked with My App is reflected.

If necessary, modify the title to something easy to understand, check the account information, and proceed to the next step.

On the next page, set the trigger activation interval.

The trigger activation interval can be selected from 5 to 60 minutes, and it checks for the addition of rows in Google Sheets at the set time interval.

Note that the trigger activation interval may not be selectable depending on the plan, so please be careful.

Spreadsheet ID: Select the name of the Google Sheet to be used from the options
Sheet ID: Select the tab name to be used from the options
Column with unique values: Specify a column where values do not duplicate within the same column (A=No)

Once all settings are complete, add a row with temporary information and click "Test".
If the test is successful, the information added to the specified sheet can be obtained as output.

Once confirmed, click "Save" to complete the app trigger setup.

Step 3: Settings for Creating a Purchase Order

Other Automation Examples Using Google Sheets and Xero

Yoom also offers flows using Google Sheets and Xero, and here are a few examples.

Update Xero Purchase Orders When a Row is Updated in Google Sheets

This flow automatically updates Xero purchase order information when a row in Google Sheets is updated. It eliminates the need for manual data updates and reduces the risk of input errors.
This ensures that order information is accurately maintained and can speed up operations. It is particularly ideal for companies aiming to improve daily operational efficiency.

Automatically manage Xero items when a row is added or updated in Google Sheets

When a new row is added in Google Sheets, an item is automatically created in Xero, and when a row is updated, the item information is reflected. This mechanism is expected to reduce manual work and maintain data consistency and accuracy. It facilitates smooth management of products and services, contributing to operational efficiency.

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Summary

Streamlining operations using Google Sheets and Xero is very easy with the no-code tool Yoom. Even without programming knowledge, you can set up a system that automatically creates purchase orders in Xero when a row is added in Google Sheets.

This reduces working hours, minimizes the risk of input errors, and enables accurate data management. Register for free with Yoom and take the first step towards improving operational efficiency!