Automatically Create & Send Salary Slip PDF Every Month Using Pabbly Connect

Learn how to automatically create and send salary slip PDFs every month using Pabbly Connect, Google Sheets, and Google Docs in this detailed tutorial. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Salary Slip Automation

To begin, we will set up Pabbly Connect for automating the creation and sending of salary slips. Start by signing up for a Pabbly Connect account if you haven’t already. Once logged in, navigate to the dashboard and click on ‘Create Workflow’. Here, name your workflow appropriately, such as ‘Automatically Generate Salary Slips’.

After naming your workflow, select the folder in your Pabbly Connect account where you want to store this automation. Click on ‘Create’ to open the workflow interface, which consists of a trigger window and an action window. This setup will allow you to connect Google Sheets and Google Docs through Pabbly Connect.

2. Integrating Google Sheets with Pabbly Connect

In this step, we will connect Google Sheets with Pabbly Connect to pull employee salary details. Start by selecting Google Sheets as the chosen app in the trigger window. Choose the trigger event as ‘New or Updated Spreadsheet Row’. This ensures that anytime a new salary entry is made, it triggers the automation.

• Select Google Sheets in Pabbly Connect.
• Choose ‘New or Updated Spreadsheet Row’ as the trigger event.
• Copy the Webhook URL provided by Pabbly Connect.
• Go to Google Sheets, then Extensions > Add-ons > Get Add-ons.
• Search for ‘Pabbly Connect Webhooks’ and install it.

After installation, refresh your Google Sheet. Then, go back to Extensions > Pabbly Connect Webhook and click on ‘Initial Setup’. Here, select your sheet, paste the Webhook URL, and specify the trigger column (the last column with data). After clicking ‘Send Test’, you’ll see that the data is successfully sent to Pabbly Connect.

3. Creating Salary Slip Template in Google Docs

Next, we will create a salary slip template using Google Docs and integrate it with Pabbly Connect. Start by selecting Google Docs in the action step of your workflow. Choose the action event as ‘Create Document from Template’. Connect your Google Docs account by clicking on the ‘Sign in with Google’ button.

Once connected, select the template document you created for salary slips. You will then need to name the new document. Use the employee’s name and ID for the document name to make it unique. For example, map the employee’s name and ID from the previous step.

• Select your salary slip template in Google Docs.
• Map the employee name and ID for the new document name.
• Specify the location in Google Drive where the document will be saved.

After setting this up, map all placeholders in the template with the corresponding data from Google Sheets. This includes salary month, pay date, employee name, and other relevant details. Once done, click on ‘Save and Send Test Request’ to generate the document, confirming that the setup works as intended.

4. Changing Share Permissions of the Salary Slips

After generating the salary slip, the next step is to adjust the share permissions of the document using Pabbly Connect. Add another action step and select Google Drive. Choose the action event as ‘Share a File with Anyone’. Connect your Google Drive account, ensuring it’s the same account used for Google Docs.

For the file ID, map the document ID received from the previous step. This will allow Pabbly Connect to change the share permissions for each generated salary slip, making it accessible to the respective employee.

Select the Google Drive action to change share permissions. Map the document ID from the previous step. Click on ‘Save and Send Test Request’ to confirm permissions are updated.

Once the permissions are set, you’ll receive a confirmation response indicating that the share settings have been updated successfully. This step ensures that the salary slip is accessible to the intended recipient.

5. Sending Salary Slip PDF via Email

The final step is to send the generated salary slip PDF to the employee via email using Pabbly Connect. Select Gmail as the app in the action step and choose ‘Send Email’ as the action event. Connect your Gmail account, which will be used to send the emails.

Map the employee’s email address from Google Sheets to the recipient field. You can also customize the email subject and body. For example, set the subject as ‘Salary Slip for the Month of’ and map the salary month from the previous steps. Include a friendly message in the body and attach the PDF link of the salary slip.

Select Gmail and connect your account. Map the employee’s email address, subject, and body content. Attach the PDF link of the salary slip.

After setting this up, click on ‘Save and Send Test Request’. You should see a confirmation that the email has been sent successfully to the employee. This completes the automation process, allowing you to send salary slips efficiently.

Conclusion

In conclusion, using Pabbly Connect, you can effortlessly automate the process of creating and sending salary slip PDFs every month. This integration saves time and ensures accuracy in payroll management, enhancing overall efficiency.