Automate Invoice Creation with Google Sheets and Xero Using Pabbly Connect

Learn how to automate invoice creation using Google Sheets and Xero with Pabbly Connect in this step-by-step tutorial. Discover how to seamlessly connect your essential tools through accessible instructions that make powerful automation available to professionals at every skill level.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Invoice Automation

To automate invoice creation using Pabbly Connect, you first need to access the Pabbly Connect platform. This platform acts as a bridge between Google Sheets and Xero, enabling seamless integration. Start by opening a browser and navigating to the Pabbly Connect website. using Pabbly Connect

If you don’t have an account, click on ‘Sign Up for Free’ to create one. This process is quick and gives you 100 free tasks each month. If you already have an account, simply log in to access your dashboard and begin setting up your workflow.

2. Creating a Workflow in Pabbly Connect

Once logged into Pabbly Connect, the next step is to create a new workflow for automating invoice creation. Click on the ‘Create Workflow’ button. A prompt will appear asking you to name your workflow; you can name it ‘Automate Invoice Creation with Google Sheets and Xero’. using Pabbly Connect

• Select the folder where you want to save this workflow.
• Click on ‘Create’ to proceed.

This action will take you to the main workflow page, where you will set up the trigger and action steps. The trigger will be from Google Sheets, which will initiate the process whenever a new row is added.

3. Setting Up the Trigger with Google Sheets

In your workflow, the first step is to set up the trigger. Search for Google Sheets as your trigger application. Select the event ‘New or Updated Spreadsheet Row’ to ensure that the workflow is activated whenever a new sale is entered in your sheet. using Pabbly Connect

Next, you will need to connect Google Sheets to Pabbly Connect. This is done by copying the webhook URL provided by Pabbly Connect. Go to your Google Sheet, navigate to the Extensions menu, and find the Pabbly Connect VBooks extension.

• If you haven’t installed the extension, go to Add-ons and search for ‘Pabbly Connect VBooks’ in the Google Workspace Marketplace.
• After installing, refresh your Google Sheet and access the Pabbly Connect VBooks extension.

Here, set up the initial configuration by pasting the webhook URL and specifying the trigger column in your spreadsheet. This setup will allow Pabbly Connect to receive data whenever a new sale is added.

4. Setting Up the Action with Xero

After configuring the trigger, the next step is to set up the action, which will be to create an invoice in Xero. In Pabbly Connect, select Xero as your action application and choose the action event ‘Create Invoice’. using Pabbly Connect

To connect Xero with Pabbly Connect, click on ‘Add New Connection’ and authorize Pabbly Connect to access your Xero account. Once connected, you will need to fill in the required fields for the invoice using the data received from Google Sheets.

Map the customer name and email from the Google Sheets response to their respective fields in the invoice. Fill in other details such as line item description, quantity, and total amount, ensuring all necessary fields are completed.

Once all details are mapped, click on ‘Save and Send Test’ to verify that the invoice is created correctly in Xero. This step confirms that your integration is functioning as intended.

5. Testing the Integration and Final Steps

To ensure that the integration works, add a new sale in your Google Sheet. This should trigger the workflow set up in Pabbly Connect, which will automatically create an invoice in Xero based on the details entered. using Pabbly Connect

After adding the new sale, check your Xero account to confirm that the invoice has been generated. You should see the invoice populated with the details from your Google Sheet, demonstrating that Pabbly Connect successfully facilitated the integration.

This automation saves time and reduces errors in the invoicing process, allowing you to focus on other aspects of your business. With Pabbly Connect, you can easily manage and automate various workflows between different applications.

Conclusion

In this tutorial, we explored how to automate invoice creation using Pabbly Connect with Google Sheets and Xero. By following the steps outlined, you can streamline your invoicing process, ensuring accuracy and efficiency in your business operations.