Integrating Google Forms and Xero Using Pabbly Connect: A Step-by-Step Guide

Learn how to automate invoice creation in Xero using Google Forms and Pabbly Connect. This detailed guide walks you through each step of the integration process.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating invoice creation in Xero using Google Forms, you’ll need to access Pabbly Connect. First, open your browser and type in the URL for Pabbly Connect. If you already have an account, click on the ‘Sign In’ button. New users can click on ‘Sign Up for Free’ to create an account and receive 100 free tasks monthly.

Once logged in, you’ll be directed to the Pabbly Connect dashboard. Here, you can create workflows that connect different applications. To begin, click on the ‘Create Workflow’ button. You will be prompted to name your workflow, such as ‘Create Xero Invoice on Google Form Submission,’ and select a folder for organization.

2. Setting Up the Trigger in Pabbly Connect

In this section, we will set up the trigger to capture Google Form submissions using Pabbly Connect. The trigger application will be Google Forms, and the event will be ‘New Response Received.’ This means that every time a client submits a form, it will trigger the workflow.

• Select Google Forms as the trigger application.
• Choose the trigger event ‘New Response Received.’
• Copy the webhook URL provided by Pabbly Connect.

After copying the webhook URL, navigate to your Google Form. Go to the ‘Responses’ section and link it to a Google Sheet. This sheet will automatically update with form submissions, allowing Pabbly Connect to capture the data effectively.

3. Connecting Google Sheets to Pabbly Connect

Now that we have set up the trigger, we need to connect Google Sheets to Pabbly Connect. This connection will ensure that every new submission in Google Forms is sent to Pabbly Connect seamlessly. Start by opening the Google Sheet linked to your form.

• Go to Extensions > Add-ons > Get Add-ons.
• Search for ‘Pabbly Connect Webhooks’ and install it.
• In the add-on options, paste the webhook URL you copied earlier.

Finally, set the trigger column in your Google Sheet to ensure that data is sent to Pabbly Connect every time a new row is added. This setup allows for real-time data transfer from Google Sheets to Pabbly Connect.

4. Creating the Invoice in Xero

With the trigger and Google Sheets connection established, it’s time to set up the action in Pabbly Connect to create an invoice in Xero. Select Xero as the action application and choose the action event ‘Create Invoice.’ This step will automate the process of generating invoices based on the data captured from Google Forms.

To create the invoice, you must connect your Xero account to Pabbly Connect. Click on ‘Add New Connection’ and allow Pabbly Connect access to your Xero account. Once connected, you will be prompted to fill in the invoice details using dynamic data from the Google Form submission.

Map the client’s name, email, and service selected from the Google Form submission. Select the appropriate invoice type and set the invoice status to draft. Use lookup tables to dynamically assign service codes based on the selected service.

This setup ensures that each invoice is generated with the correct details and service codes automatically, making the process efficient and error-free.

5. Testing the Automation Workflow

After configuring the workflow in Pabbly Connect, it’s essential to test the automation to ensure everything works as expected. Submit a new response through your Google Form to trigger the workflow. Once submitted, check the corresponding Google Sheet to verify that the data has been captured correctly.

Next, log into your Xero account and navigate to the invoices section to confirm that the invoice has been created successfully. You should see all the details populated as per the form submission. This final check will ensure that your automation is functioning correctly and that invoices are generated automatically for each client.

By using Pabbly Connect, you can effectively streamline your invoicing process, saving time and reducing manual errors. This integration allows you to focus on your core business activities while automating repetitive tasks.

Conclusion

In this tutorial, we explored how to automate the invoice creation process in Xero using Google Forms and Pabbly Connect. By following the outlined steps, you can streamline your invoicing and enhance your business efficiency. Automating these processes allows for better financial management and saves valuable time.