How to Create Xero Quote for Google Forms Submission Using Pabbly Connect

Learn how to integrate Google Forms with Xero using Pabbly Connect to automate quote creation from form submissions. Implement the precise methodologies leading organizations use to automate repetitive tasks, illustrated with practical examples designed for immediate application.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To create a seamless integration between Google Forms and Xero, we will use Pabbly Connect. First, visit the Pabbly Connect homepage by typing Pabbly.com/connect in your browser. Here, you will find options to sign in or sign up for free.

If you are a new user, clicking on ‘Sign Up for Free’ will allow you to create an account and explore 100 free tasks every month. Existing users can simply sign in to access their dashboard and start creating workflows.

2. Creating a Workflow in Pabbly Connect

Once logged into Pabbly Connect, navigate to the dashboard where you can create a new workflow. Click on ‘Create Workflow’ and provide a name for your workflow, such as ‘Create Xero Quotes for Google Form Submission’. Select the appropriate folder to save your workflow.

• Select Google Forms as the trigger application.
• Choose ‘New Response Received’ as the trigger event.
• Pabbly Connect will provide a webhook URL for integration.

This webhook URL will send data from Google Forms to Pabbly Connect whenever a form is submitted, initiating the workflow.

3. Linking Google Forms with Pabbly Connect

To connect Google Forms with Pabbly Connect, you need to set up the webhook in your Google Sheets. First, go to the ‘Responses’ section of your Google Form and select ‘View in Sheets’. This will open the Google Sheets linked to your form.

In Google Sheets, navigate to ‘Extensions’ > ‘Add-ons’ > ‘Get Add-ons’. Search for ‘Pabbly Connect Webhooks’ and install it. After installation, refresh your spreadsheet and go to the Pabbly Connect Webhooks add-on to perform the initial setup.

• Paste the webhook URL from Pabbly Connect into the designated field.
• Specify the trigger column, typically the last column where data will be entered.
• Click on ‘Send Test’ to ensure the connection works.

Once the setup is complete, every new response in Google Forms will be sent to Pabbly Connect, triggering the workflow.

4. Searching for Existing Customers in Xero

After setting up the webhook, the next step is to search for existing customers in Xero using Pabbly Connect. In your workflow, add an action step and select Xero as the application. Choose the action event ‘Search Contact by Email or Account Number’.

Connect your Xero account by clicking on ‘Connect’ and authorizing Pabbly Connect to access your Xero account. Once connected, specify that you want to search using the email address received from the Google Form response.

Map the email address from the Google Form response to the search parameter in Xero. Click ‘Save and Send Test Request’ to check if the contact exists. Ensure the contact ID is returned to proceed with the next steps.

By doing this, Pabbly Connect ensures that only existing customers in Xero will receive a quote based on their form submission.

5. Creating a Quote in Xero

The final step in this workflow is to create a quote in Xero using the information gathered from the Google Form and the existing customer search. Add another action step in Pabbly Connect and select Xero again, this time choosing ‘Create New Quote Draft’ as the action event.

Map the required fields such as contact ID, contact name, and issue date using the previous responses. Ensure that the date is formatted correctly using the Date Time Formatter feature in Pabbly Connect to match Xero’s requirements.

Enter the product name and price as specified in the Google Form response. Click ‘Save and Send Test Request’ to create the quote. Check your Xero account to confirm the quote has been created successfully.

This integration allows for automated quotes to be generated in Xero whenever a Google Form is submitted, streamlining your workflow through Pabbly Connect.

Conclusion

In this tutorial, we explored how to use Pabbly Connect to automate the creation of Xero quotes from Google Forms submissions. By setting up triggers and actions within Pabbly Connect, you can streamline your business processes effectively.