How to Import Invoices in Zoho Books from Google Sheets Using Pabbly Connect

Learn how to automate the process of importing invoices from Google Sheets to Zoho Books using Pabbly Connect in this detailed 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. Accessing Pabbly Connect for Integration

To begin the automation process of importing invoices into Zoho Books from Google Sheets, you need to access Pabbly Connect. Start by visiting the Pabbly Connect homepage and signing in or creating a new account. As a new user, you can sign up for free and receive 100 tasks to explore the software.

After signing in, you will be directed to the Pabbly Connect dashboard. Here, you can manage your workflows and create new ones. To set up the integration, click on the ‘Create Workflow’ button. This action will allow you to define the workflow’s name and the folder in which it will be saved. In this case, name your workflow something like ‘Create Zoho Books Invoice from Google Sheets Automatically’.

2. Setting Up Trigger and Action in Pabbly Connect

In the workflow setup, the first step is to define the trigger and action. For this automation, Google Sheets will be the trigger application, while Zoho Books will be the action application. The trigger will activate whenever a new row is added in Google Sheets, prompting the creation of a sales invoice in Zoho Books. using Pabbly Connect

• Select Google Sheets as the trigger application.
• Choose the trigger event as ‘New Spreadsheet Row’.
• Copy the provided webhook URL for Google Sheets integration.

After copying the webhook URL, navigate to your Google Sheets document. Go to Extensions > Add-ons > Get Add-ons and search for Pabbly Connect Webhooks. Install the add-on if you haven’t done so already. Once installed, go back to Extensions, select Pabbly Connect Webhooks, and click on Initial Setup. Here, paste the copied webhook URL and specify the trigger column, typically the last column with data.

3. Validating Data from Google Sheets in Pabbly Connect

Once the Google Sheets setup is complete, return to Pabbly Connect to verify that the response from Google Sheets is captured correctly. This step is crucial to ensure that the automation works seamlessly. You should see a response in Pabbly Connect confirming that data has been received from your spreadsheet.

Next, to ensure that invoices are only created for existing customers, you need to check if the customer exists in Zoho Books. Select Zoho Books as your action application and choose the action event as ‘Get Contact by Email’. Connect to your Zoho Books account by entering the domain name found in the URL of your Zoho Books account.

• Map the email field from the Google Sheets response.
• Click on Save and Send Test Request to confirm that the contact exists.
• Ensure that the response indicates success and returns the contact ID.

After successfully retrieving the contact ID, you can proceed to the next step in the automation process.

4. Creating an Invoice in Zoho Books Using Pabbly Connect

With the contact ID confirmed, the next step is to create a sales invoice in Zoho Books. Select Zoho Books again as the action application and choose the action event ‘Create Sales Invoice’. Ensure that you are still connected to your Zoho Books account via Pabbly Connect.

In the invoice creation setup, you will need to fill in several details such as customer ID, invoice date, and line item details. Map the customer ID obtained from the previous action to ensure it updates dynamically. Additionally, format the date correctly, as it must be in the year-month-date format. Use the Date Time Formatter feature in Pabbly Connect to convert the date from your Google Sheets format to the required format.

Map the line item name, rate, and quantity from the Google Sheets response. Click on Save and Send Test Request to create the invoice. Verify that the invoice has been created successfully in Zoho Books.

Once the invoice is created, you can check your Zoho Books account to confirm that the new invoice appears with the correct details.

5. Finalizing the Integration Process with Pabbly Connect

After successfully creating an invoice, the final step is to ensure that your integration is fully automated. Go back to your Google Sheets and again navigate to Extensions > Pabbly Connect Webhooks. This time, select ‘Send on Events’ to activate the automation.

This setup guarantees that every time a new row is added in your Google Sheets, Pabbly Connect will automatically trigger the workflow, creating a corresponding invoice in Zoho Books without manual intervention. Test the setup by adding a new row in your Google Sheets and check if an invoice is generated in Zoho Books.

By following these steps, you have successfully integrated Google Sheets with Zoho Books using Pabbly Connect. You can now automate your invoice creation process, saving time and reducing errors in your accounting workflow.

Conclusion

This tutorial demonstrated how to use Pabbly Connect to automate the process of importing invoices from Google Sheets to Zoho Books. By following the steps outlined, you can streamline your invoicing process and enhance your business efficiency.