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

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

In your daily tasks, when managing order information using Google Sheets, do you ever feel that "the input and update processes are complicated and time-consuming"? Moreover, when creating purchase orders in Xero, manually transferring information from Google Sheets can be 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 methods and benefits.

Recommended for

Those who manage order information with Google Sheets and find the input and update tasks cumbersome
Those who use Xero to create purchase orders and invoices and aim to streamline manual tasks
Those considering automating work efficiency by integrating Google Sheets and Xero
Corporate personnel interested in reducing data entry errors and seeking rapid purchase order creation for business improvement
Those who need to speed up order processing during busy periods or short lead times

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 and Improved Business Speed

The integration of 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 order processing time lags.
As a result, customer service and data sharing with other departments can be done quickly, promoting smooth business operations overall.

This efficiency is especially helpful in industries that require quick turnarounds during busy periods or short 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 data entry and input errors. This centralized data management facilitates smooth invoice creation and accounting processes using Xero.
Additionally, the quick reflection of data added in Google Sheets to Xero helps maintain information currency, 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. Typically, 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 integration
Copy the template
Configure the flow details
Turn on the trigger

If you are not using Yoom, please register for free from 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 "+ 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" in the image above.
Then, select your Google account and proceed to the "Login to Yoom" screen, and click "Next."

As you proceed, a screen will appear asking Yoom for access to 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 address, 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" from the banner below to copy the template.

Step 2: Set Up App Trigger in Google Spreadsheet

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

On the first page, the information of the Google Spreadsheet 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 row additions in Google Spreadsheet at the set time intervals.

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 Spreadsheet 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: Setting Up for Creating a Purchase Order

Next, set up for creating a purchase order with "Create Purchase Order".
On the first page, as with Google Spreadsheet, modify the title and check the account information before proceeding.

On the next page, perform detailed settings for creating a purchase order.

Select Tenant ID from the options and fill in other required fields while utilizing the output.

Once all fields are filled, click "Test".
If the test is successful, you can obtain the output, and after confirming it, click "Save" to complete the purchase order creation setup.

Step 4: Setting Up Record Update

The final setting is "Update Record".
This setting is used when setting up the flow to update the purchase order.

On the first page, as before, modify the title and check the account information.
Scroll down to find the data linkage input field and enter the Google Spreadsheet information.

Since this is the sheet for updating information, enter the same information used in previous settings.
Proceed to the next step and set the update conditions for the specified sheet once the linkage is confirmed.

Set the condition ① (row where No is equal to the one obtained from the output) to update the value ② (Purchase Order ID).

Once the condition is set, click "Test" to verify if it updates according to the specified conditions.

Once the update is confirmed, click "Save" to complete all settings.

Finally, turn on the trigger.

Now the flow has started! The flow you set up is as follows.

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 especially 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 improved business efficiency.

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Summary

Streamlining tasks 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 work time, minimizes the risk of input errors, and enables accurate data management. Sign up for Yoom for free and take the first step towards improving your work efficiency!