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

Google Sheets is a convenient tool that makes complex calculations and data analysis easy, making it useful for both work and study. It is equipped with comprehensive functions and filter features, making it user-friendly for both beginners and advanced users.
However, if you need to manually update Xero contacts according to updates in Google Sheets, it might become burdensome.
This article explains the benefits and setup methods of integrating Google Sheets with Xero.

This article is recommended for

The content introduced this time is recommended for the following people!

Those who are using Google Sheets and Xero separately and feel the hassle of updating information
Those who want to smooth out information sharing between the sales and accounting departments and eliminate time lags
Those who want to automate work while maintaining data consistency across multiple tools

Benefits and Examples of Integrating Google Sheets and Xero

Benefit 1: Reduction of Data Entry Errors

When entering the same data into multiple systems manually, there is an inevitable risk of input errors.
For example, when transferring customer information entered by the sales department in Google Sheets to Xero, there is a possibility of omissions or typos.
This risk increases especially when customer information is frequently updated or when there are many entries.
With app integration, when data in Google Sheets is updated, Xero contacts are automatically updated as well, maintaining data consistency and allowing work to proceed based on accurate information.
For instance, if the sales department updates a customer's address in Google Sheets, the customer information used by the accounting department in Xero is also updated simultaneously, preventing invoice issuance errors.
As a result, it is expected to positively impact the quality of work and the overall performance of the organization.

Benefit 2: Reduction of Workload for Staff

Manual data entry tasks can be a significant burden for staff.
Especially when the same data needs to be entered into multiple systems, the work time becomes enormous.
For example, when a sales representative updates Google Sheets and shares the content with the accounting representative, it may take unexpected time.
By introducing automation, these tasks can be streamlined, reducing the burden on each staff member.
This allows sales representatives to focus on important tasks such as customer service and new business development, while accounting representatives can secure time to work on specialized tasks such as financial management and budget creation.
As a result, by reducing the workload, each department may be able to focus more on their original objectives.

Benefit 3: Speeding Up Information Sharing

Manual information sharing inevitably results in time lags.
For example, even if the sales department adds new customer information to Google Sheets, it takes time for the accounting department to update Xero contacts based on that information.
Delays in information sharing can lead to delays in invoice dispatch and hinder prompt responses to customers.
Especially since staff changes occur frequently, manual updates can easily delay information transmission and cause a decline in work efficiency.
With automation, when data in Google Sheets is updated, Xero contacts are automatically updated as well, enabling work execution based on the latest information.
As a result, speeding up customer response and improving the overall business process can be expected.

In this article, we will proceed with integration using Yoom.
If you haven't used it yet, please take a look at First Time with Yoom.

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

[What is Yoom]

How to Create a Google Sheets and Xero Integration Flow

It is possible to achieve this by receiving updates in Google Sheets using the Google Sheets API and creating invoices in Xero using the API provided by Xero.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily achieved without programming knowledge.

The integration flow is broadly created through the following processes.

Register Google Sheets and Xero as My Apps
Set up a trigger to activate when a row is updated in Google Sheets
Configure settings to update contacts in Xero
Testing and verification

Step 1: Integrating Google Sheets and Xero with My Apps

First, log in to your Yoom account.
If you don't have an account, please create one on the Yoom account creation page.

1. Click on My Apps, then click on New Connection.

2. You can search by app name from the input field.
This time, search for and register Google Sheets and Xero respectively.

Registering Google Sheets as My App

First, let's register from Google Sheets. Enter "Google Sheets" in the input field, and when the Google Sheets icon appears, click on the icon.

1. The following screen will appear.
Click "Sign in with Google".

2. Select the account you want to integrate.

3. Review the content and click "Next".

4. Review the content and click "Continue".
This completes the registration of Google Sheets as My App.

Registering Xero as My App

Similarly, search for Xero and click on the icon.

1. The Xero login screen will appear. Log in with the account you want to integrate.

This completes the registration of Google Sheets and Xero as My Apps.

When the My App registration is successful, the following screen will appear.
Check if the icons for Google Sheets and Xero are displayed on the My Apps screen.

For more detailed information about Yoom, please check the Yoom Help Center.

Selecting a Template and Preparing the Storage Location

Click "Try it" from the link below.

If the following message appears, the template copy was successful.

Step 2: Setting up a trigger to activate when a row is updated in Google Sheets

This time, we will use Google Sheets as the app trigger, so please refer to the link below.

Notes on using Google Sheets as an app trigger

1. First, click on "When a row is updated" at the top.

2. Set the title as you like.
Enter the account information to connect with Google Sheets.
Select "When a row is updated" as the trigger.
Once you have finished entering, click "Next".

3. Set each item.
You can select the trigger activation time interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*Please check as the shortest activation interval varies depending on the plan.
For the Spreadsheet ID and Sheet ID, click the input field to display options and select from them.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

Step 3: Setting up to update contacts in Xero

1. Return to the flow. Next, click on the "Create or Update Contacts" icon.

2. Enter the account information to connect with Xero.
Select "Create or Update Contacts" as the action.
Once you have finished entering, click "Next".

3. Set each item. Be sure to enter the required fields.
Click the input field to display the previously obtained outputs or options.
Select the Tenant ID from the options.
For example, if you manage client information in Google Sheets, by setting it as follows, when there is a change in the email address of the client's contact person in Google Sheets, it will automatically be reflected in Xero as well.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

4. This completes the flow of [Updating Xero contacts when a row is updated in Google Sheets].

Step 4: Testing and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn on Trigger" button to activate the flow bot.

With Yoom, you can start using it without programming.
Try this convenient flow from the link below.

Other Automation Examples Using Google Sheets and Xero

There are many other examples of automation using Google Sheets and Xero on Yoom, so let me introduce a few.

1. A flow where a contact is created in Xero when a row is added in Google Sheets.
The flow introduced this time was to update contacts in Xero, but with this template, it is also possible to create new contacts in Xero.
For example, if the sales team manages customer information in Google Sheets, having that information automatically reflected in Xero would facilitate smooth invoice creation and payment management.

2. This is a flow to update a purchase order in Xero when a row is updated in Google Sheets.
‍By utilizing this template, whenever a row is updated in Google Sheets, the purchase order in Xero will also be automatically updated.
This can save time and improve work efficiency in tasks that frequently manage multiple data sets.

3. This is a flow to update Xero invoices when a row is updated in Google Sheets.
By using this template, you can automatically update Xero invoices when a row is updated in Google Sheets.
Changes in customer information or billing amounts are automatically reflected, reducing the time spent on data entry tasks.

Summary

By integrating Google Sheets with Xero, you can now automatically update Xero contacts whenever a row is updated in Google Sheets.
This streamlines the process of updating contact data, making daily customer interactions and bookkeeping smoother.
Even if you want to automate your tasks, you might hesitate thinking "Isn't technical knowledge required?" There are many who feel this way. For those individuals, Yoom is highly recommended.
Yoom offers a wide range of templates and requires no complicated settings.
If you're looking to improve efficiency in your work, be sure to give Yoom a try.