Connect Google Sheets with Xero to automatically update purchase orders in Xero when a row is updated in Google Sheets.

In accounting tasks, human errors such as incorrect data entry or information leakage can lead to serious problems.
However, when handling large volumes of data, human errors can be considered an unavoidable challenge.
Especially when managing information with Google Sheets and performing financial processing with Xero, manual transcription between tools can be time-consuming and labor-intensive, increasing the likelihood of human errors.
In this article, we introduce a method to integrate Google Sheets with Xero, so that when a row in Google Sheets is updated, the purchase order in Xero is automatically updated as well.
This enables the automation of business processes, reducing human errors while also improving work efficiency.
This app integration can be easily implemented without programming. Please refer to this article and give it a try.

Recommended for

E-commerce site operators who regularly use Google Sheets and Xero but find the task of transcribing information cumbersome
Team leaders looking for specific examples of tool integration to improve the efficiency of sales or accounting tasks
Inventory management personnel aiming to prevent errors from manual data entry and achieve accurate data management

Benefits and Examples of Integrating Google Sheets and Xero

Benefit 1: Reduced Work Time through Operational Efficiency

By integrating Google Sheets and Xero, the need for manual data transcription and duplicate entries is eliminated, leading to improved operational efficiency.
For example, when the sales team enters order details into Google Sheets, the information can quickly be reflected in Xero, updating the purchase order.
This kind of automation reduces the time spent on manual tasks, allowing resources to be allocated to higher-priority tasks such as customer service and strengthening sales strategies, thereby creating a more productive work environment.

Benefit 2: Improved Data Consistency

Automatic data reflection prevents manual errors and information duplication, enhancing data accuracy.
For instance, when an e-commerce site operator updates order details in Google Sheets, it is immediately reflected in Xero, allowing for smooth management of invoices and financial data while maintaining accuracy.
Moreover, this system facilitates smooth information sharing between departments, avoiding confusion caused by different data references by accounting or sales personnel.
Additionally, accurate information can be used in interactions with customers, contributing to increased reliability.
By maintaining data consistency, the optimization of organizational business processes is promoted.

Benefit 3: Streamlined Inventory Management

With order data automatically synchronized from Google Sheets to Xero, inventory status can be managed in real-time, supporting quick decision-making.
For example, every time a new order is added to Google Sheets, the inventory count is updated in Xero, eliminating the need for manual inventory data checks and updates by personnel.
This is expected to prevent issues such as stockouts or overstocking, making it easier to replenish or adjust inventory at the right time.
For instance, in retail, timely inventory information allows for appropriate ordering plans, preventing sales opportunity losses due to stockouts and controlling cost increases due to overstocking.
As a result, it contributes to the overall efficiency of the inventory management process.

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

[What is Yoom]

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

This can be achieved by receiving updates in Google Sheets using the Google Sheets API and automatically updating Xero's purchase orders using Xero's API to match the data in Google Sheets.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

We will create it through the following major processes.

Integrate Google Sheets and Xero with My App
Copy the template
Set triggers in Google Sheets and actions 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 register for free and then proceed with the setup.

Step 1. Connect Google Sheets and Xero with My Apps

First, connect Google Sheets and Xero with 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."

Sign in and grant access to complete the My Apps connection with Google Sheets.

Next, search for Xero.

After logging into Xero and granting access, the My Apps connection with Xero will be complete.

Next, let's copy the Flowbot template.
While logged 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

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.
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 suggestions that appear when you click the field, or refer to the annotations and extract them from the spreadsheet URL.
Edit "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

Next, set the action for Xero.
Click "Update Purchase Order".

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

For "Tenant ID", click the field and select the Tenant ID from the suggestions.
For "Purchase Order Number", click the field and select the information from Google Sheets.
It is also possible to set information from Google Sheets for "Date", "Contact ID", etc.

Set the LineItemDetails.
Click each item to display suggestions and select the appropriate item.
After setting, click "Test" to check if the Xero purchase order has been updated.
If there are no issues, click "Save".

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

Other Examples of Automation Using Google Sheets

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

1. Record Monthly Expenditure for Each Service in Money Forward Admina to Google Sheets

By automatically recording the expenditure amounts from Money Forward Admina to Google Sheets, you can achieve more efficient accounting operations and accurate expense management.
Automation eliminates the need for manual input, allowing you to maintain data consistency and optimize aggregation tasks.

2. Generate a Quote from kintone with One Click and Send via Gmail

By automating the process of creating a quote using a Google Sheets template based on kintone data and sending it via Gmail, we support speeding up operations.
This setup eliminates the hassle of manual document creation and email sending, enhancing business efficiency.

3. Add applications with specific titles approved in Jobcan Expense Management and Workflow to Google Spreadsheet

Approved application data is automatically reflected in Google Spreadsheet, allowing for smooth recording and aggregation of expense reimbursements.
This enables efficient and accurate data management, streamlining business processes.

Summary

By integrating Google Sheets with Xero, you can gain many benefits such as reducing manual work and improving data accuracy.
Automating traditional business processes makes it easier to save time and effort, allowing you to focus on more important tasks.

Yoom's app integration can be easily implemented without the need for programming. Take this opportunity to experience the efficiency of automation.