Automate Salary Slip Creation and Distribution with Pabbly Connect

Learn how to automatically create and send salary slip PDFs every month using Pabbly Connect. This detailed tutorial covers all integration steps with Google Sheets and Docs.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To automate the creation and sending of salary slips, first, access Pabbly Connect. You’ll need to create a new workflow that connects your Google Sheets and Google Docs.

Begin by signing up for a free account on Pabbly Connect. Once logged in, click on ‘Create Workflow’ and name it, for instance, ‘Automatically Generate Salary Slips’. Choose a folder for your workflow and click on ‘Create’.

2. Connecting Google Sheets with Pabbly Connect

The next step involves connecting your Google Sheets to Pabbly Connect. This is crucial for pulling employee salary details automatically. In the trigger window, select Google Sheets as your app and choose the event ‘New or Updated Spreadsheet Row’.

• Select your Google Sheets account.
• Copy the webhook URL provided by Pabbly Connect.
• Open Google Sheets, go to Extensions > Add-ons > Get Add-ons and install Pabbly Connect Webhooks.

After installation, refresh Google Sheets, then navigate to Extensions > Pabbly Connect Webhooks > Initial Setup. Here, paste the webhook URL and select the trigger column, which should be the last data entry column in your sheet.

3. Creating Salary Slips in Google Docs

Once the Google Sheets integration is complete, the next step is to create the salary slips using a template in Google Docs. In Pabbly Connect, add a new action step and select Google Docs. Choose ‘Create Document from Template’ as your action event.

Connect your Google Docs account, then select your salary slip template. For the new document’s name, use a combination of the employee’s name and ID from the mapped data. This ensures each document is uniquely identifiable.

• Map the employee name and ID from the Google Sheets responses.
• Specify the folder in Google Drive where the salary slips will be saved.
• Fill in all placeholders in the template with mapped data from Google Sheets.

After mapping the necessary fields, click on ‘Save and Send Test Request’ to generate the salary slip document. Verify that the document appears correctly in your Google Drive.

4. Changing Share Permissions for the Salary Slips

After generating the salary slips, the next step is to adjust their share permissions. By default, the documents are private. To change this, add another action step in Pabbly Connect and select Google Drive.

Choose the action event ‘Share a File with Anyone’. Connect your Google Drive account and map the document ID from the previous step. This will ensure the newly created salary slips are accessible to the intended employees.

Confirm that the document ID is correctly mapped. Click ‘Save and Send Test Request’ to apply the new share settings.

Once the share permissions have been updated, you’ll receive a confirmation response indicating success. This step is crucial for ensuring employees can access their salary slips.

5. Sending Salary Slip Emails via Gmail

The final step in this automation process is to send the salary slips via email. In Pabbly Connect, add another action step and select Gmail. Choose the action event ‘Send Email’.

Connect your Gmail account and map the recipient’s email address from the Google Sheets data. Customize the email content, including the subject and body, to ensure clarity and professionalism.

Map the employee’s email address for the recipient field. Add the PDF file link as an attachment.

After completing the email setup, click on ‘Save and Send Test Request’. Check the recipient’s inbox to confirm the email was sent successfully along with the salary slip PDF attached.

Conclusion

This tutorial demonstrated how to automate the creation and sending of salary slip PDFs every month using Pabbly Connect. By integrating Google Sheets and Google Docs, you can streamline payroll processes efficiently.