How to integrate Google Sheets with Xero to create an invoice in Xero when a row is added in Google Sheets

In the business field, there is a demand for efficiency in data management and quotation creation. In this article, we will introduce a method to automatically create quotes in Xero by simply adding a row to a Google Spreadsheet, by integrating Google Spreadsheets with Xero. This automation can improve work efficiency and save time. It is a no-code efficiency improvement, so please read to the end.

Recommended for‍

Those who manage transaction data and quotation information using Google Spreadsheets
Those who issue quotes and invoices using Xero but want to improve work efficiency
Small business owners who want to smoothly share data between sales and accounting teams
Field personnel or managers who want to prevent data entry errors and information duplication
Those exploring business automation using IT tools or APIs, or those interested in building new processes

Benefits and Examples of Integrating Google Spreadsheets with Xero

Benefit 1: Time Savings and Improved Work Efficiency‍

By integrating Google Spreadsheets with Xero, you can automate data entry and quotation creation that were previously done manually. For example, when a salesperson adds a new row to a spreadsheet, a quote is automatically generated in Xero. This significantly reduces the time spent on manual data entry, allowing more time for important tasks. This time-saving is a major benefit, especially for small businesses with limited resources.

Benefit 2: Improved Data Accuracy and Error Prevention

Manual input is prone to errors, but integration can reduce that risk. Since spreadsheet data is directly reflected in Xero, input errors and omissions are reduced. For example, accounting personnel can proceed with their work based on accurate data, improving the reliability of financial management. This is a significant benefit for managers and field personnel involved in processes where accuracy is required.

Benefit 3: Speeding Up Quotation Creation

The speed of customer response is key to business success. Integration speeds up quotation creation, making proposals to customers smoother. For example, when the sales team receives a new quote request, they can simply enter the information into the spreadsheet, and a quote can be sent immediately from Xero. This allows for faster responses than competitors, increasing customer satisfaction and the likelihood of closing deals.

Now, let's explain how to create a quote in Xero when a row is added to a Google Spreadsheet using the no-code tool Yoom.

[What is Yoom]

How to Create a Quote in Xero When a Row is Added to Google Spreadsheet

It is possible to achieve this by receiving the registration of a record in the Google Spreadsheet database using the Google Spreadsheet API, and creating a quote in a specified channel in Xero using the API provided by Xero based on the information registered in Google Spreadsheet. Generally, programming knowledge is required to achieve this, but it can be easily achieved without programming knowledge by using the no-code tool Yoom.

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This flow will proceed in four main processes.
・Register Google Spreadsheet and Xero as My Apps
・Copy the template
・Set the trigger for the Google Spreadsheet, which is the starting point of the flow, and the subsequent Xero operation settings
・Turn on the trigger button and check the integration operation between Google Spreadsheet and Xero

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

Step 1: Register Google Sheets and Xero as My Apps

Let's register the Google Sheets and Xero that we will use this time as My Apps.
By registering them as My Apps in advance, future operations will be smoother.

First, register Google Sheets as My App.

Enter Google Sheets in the search box and click on the displayed suggestion.

The Google and Yoom account linking screen will be displayed.
Click on the red box "Sign in with Google".

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Select the Google account to be linked this time and proceed with the linking.
※ Check to grant all permissions.

Once the linking is complete, Google Sheets will be displayed on the My Apps screen.

Next, register Xero as My App.
Click "+ New Connection" on the right side of the screen and enter Xero in the search box.
Click on the displayed suggestion and proceed with account linking.

The Xero login screen will be displayed, so log in with the account to be linked this time.

Once the login is complete, Xero will be displayed in My Apps.
This completes the registration of the apps to be used this time as My Apps.

Step 2: Copy the Template

To set up automation, click "Try it out" on the banner below.

Read the following screen display and click "OK".
If changes are necessary, you can click on the relevant section to make modifications.

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Step 3: Set the trigger for the Google Spreadsheet that initiates the flow and configure the subsequent Xero operations

Operate the Flowbot.
First, set up the detection for when a row is updated in Google Spreadsheet.
Click on the red-framed section in the image below.

The screen shown in the image below will be displayed, so confirm that the Google account you are linking with is correct, and click "Next".

A screen to input the information of the spreadsheet that detects the addition of rows will be displayed.
Enter the spreadsheet information in the "Required" fields as noted in the annotations.
Once the input is complete, click "Test" → "Save".

Next, configure the settings for Xero.
Click on the red-framed section in the image below.

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The screen shown in the image below will be displayed, so confirm that the Xero account you are linking with is correct, and click "Next".

The API connection settings will be displayed.

Clicking on the input fields will display the output.
By clicking on the desired field, you can input the content of the app linked this time.
Proceed with the input using the output as a guide.

Once the input is complete, click "Test" → "Save".

Finally, after the estimate is created, set up to update the spreadsheet.
Click on the section within the red frame below.

Enter the information for the spreadsheet to be updated this time.

The detailed settings screen for database operations will be displayed.
You can also proceed with the input using the output in this settings screen.
After creating the estimate, enter any desired values to rewrite the spreadsheet information.

Once the input is complete, click "Test" → "Save".

Step 4: Turn on the Trigger

Finally, click "Turn on Trigger" to complete the automation setup.
Verify that the Flowbot is operating correctly.

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Other Automation Examples Using Google Sheets and Xero

① Send an Email via Gmail When a Row is Added in Google Sheets

This is a flow that sends an email via Gmail when a row is added in Google Sheets. By utilizing this flow, if Gmail is your primary means of communication, you can quickly share the content added to Google Sheets with your team members. This flow is recommended for warehouse managers responsible for managing product orders and inventory status, as well as project managers overseeing project progress.

② Record the contents of the inquiry form in a Google Spreadsheet

This flow records the contents of the inquiry form in a Google Spreadsheet. By utilizing this flow, the contents sent from the inquiry form are recorded in the spreadsheet, and a reply email is automatically sent. This flow is recommended for those who want to check the contents of the inquiry form in real-time and on multiple devices such as smartphones and computers.

③ Register a client in Xero when the status is updated in kintone

This flow registers a client in Xero when the status is updated in kintone. By utilizing this flow, you can automatically register a client in Xero when the status of a client record is updated in kintone, thus streamlining manual tasks. It eliminates the need to log in to kintone to check statuses and perform manual data entry, thereby reducing the workload. This flow is recommended for sales representatives who regularly add client information and accounting departments responsible for billing tasks.

Summary

In this article, we introduced how to integrate Google Sheets with Xero to automatically generate quotes in Xero by simply adding rows to the spreadsheet. This integration is expected to improve operational efficiency and data accuracy. Speeding up the quote creation process directly impacts customer satisfaction, so please utilize this automation to contribute to your business growth.

No special skills or knowledge are required to implement automation with Yoom. It's easy to operate as you just need to follow the instructions.
If you want to experience it, please register for free from here.