how to automate purchase order generation using google sheets and google docs
IN SUMMARY
You can automate purchase order generation by integrating Google Sheets and Google Docs using a no-code automation platform like Pabbly Connect. Whenever you add a new row in Google Sheets with order details, a purchase order document will be automatically created in Google Docs with all the details filled in.
Setting up the Integration
Install the Pabbly Connect add-on in Google Sheets and set up the initial configuration. This includes providing the webhook URL and specifying the trigger column (the column after which a new row will trigger the automation).
Create a new workflow in Pabbly Connect and set Google Sheets as the trigger application. Add a filter to ensure the workflow runs only when the status column in the sheet is set to 'approved'. Use the 'Text Formatter' action to format the quantity and price columns into comma-separated values.
Utilize the 'Code by Pabbly' action to perform calculations like multiplying quantity and price to get the total per unit price, and summing up the total amount. This eliminates the need for manual calculations or formulas in the sheet.
Generating the Purchase Order Document
Design a template in Google Docs with placeholders (enclosed in curly braces) for dynamic data like order number, date, supplier details, product information, and totals.
In the workflow, add Google Docs as an action application and select the 'Create Document with Template' event. Map the data from the previous steps to the corresponding placeholders in the template.
Test the workflow by adding a new row in Google Sheets with the status set to 'approved'. Verify that a new purchase order document is created in Google Docs with the correct details. Once satisfied, deploy the workflow for automated purchase order generation.
Benefits and Use Cases
Automating the purchase order generation process eliminates manual effort, reduces errors, and ensures consistency in document formatting and data entry.
As your business grows, the automated workflow can handle an increasing volume of purchase orders without additional manual work, improving overall efficiency.
Pabbly Connect offers integration with various other applications, allowing you to extend the automation workflow to include tasks like sending notifications, updating inventory systems, or triggering approval processes.