Extract text and create a purchase order in Xero when a new task is detected in Capsule CRM

■Overview

Do you find it time-consuming to manually create purchase orders in Xero from tasks managed in Capsule CRM, or struggle with data entry errors? These repetitive tasks can put a strain on your day-to-day operations. With this workflow, whenever a new task is added to Capsule CRM, AI analyzes the content and automatically creates a purchase order in Xero, streamlining the integration between Capsule CRM and Xero and helping you resolve these challenges smoothly.

■Who This Template Is For

• Anyone who uses Capsule CRM and Xero regularly and manually creates purchase orders
• Anyone who wants to automate the integration between Capsule CRM and Xero and eliminate human errors such as data entry mistakes
• Anyone who wants to reduce repetitive manual tasks and free up more time to focus on core business activities

■Benefits of This Template

• When a task is added to Capsule CRM, the process through purchase order creation in Xero is automated, reducing the time previously spent on manual work.
• Accurate data synchronization between systems helps prevent human errors such as incorrect data entry and missing information during manual transcription.

■Workflow Steps

1. First, connect Capsule CRM and Xero with Yoom.
2. Next, select Capsule CRM as the trigger and set the “New Task” action.
3. Then, select the AI feature as an operation and use the “Extract Text” action to extract the information required for the purchase order from the Capsule CRM task details.
4. Finally, set Xero’s “Create Purchase Order” action as an operation to create a purchase order based on the extracted information.

※“Trigger”: The action that starts the flow. “Operation”: An action that processes information within the flow after the trigger starts.

■Customization Options

• For the text extraction operation using the AI feature, choose which details to extract from the Capsule CRM task information, such as the contact name, amount, and items.
• For the operation that creates a purchase order in Xero, assign values retrieved in the previous step or any other desired content to fields such as contacts and items.

■Notes

• ‍‍Connect both Capsule CRM and Xero with Yoom.
• When creating a task in Capsule CRM, enter the Xero Contact ID, Item Code, and Quantity in the Additional Detail field.
• For instructions on how to retrieve Additional Detail information from Capsule CRM, see below.
  See how to retrieve Additional Detail information from Capsule CRM