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Question

How do I automatically update a spreadsheet with digital invoice data for inventory management using Zapier?

  • 24 July 2024
  • 5 replies
  • 21 views

Hey guys im trying to figure out how i can use digital invoices sent to me through email as data to log onto a spread sheet for example:

Imagine the invoice says that i bought 10 4x4x8 for this price and 10 6x6x8 for this price how can i log this data onto a spreadsheet and add that number to exsisting stock of 4x4x8 and 6x6x8.

so if i already have 10 4x4x8 and the company buys another 10 4x4x8 it auto updates on the sheet to 20 4x4x8, This would be scaled up to a variety of lumber sizes of course but having a hard time figuring out how to do this.

any feedback will help!

 

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5 replies

Troy Tessalone
Userlevel 7
Badge +14

Hi @Christian Silva 

Which spreadsheet app are you trying to use? (e.g. GSheets)

If the Invoices are PDFs, then you’d likely have to parse the PDFs using a PDF parsing app.

Check apps that handle documents here: https://zapier.com/apps/categories/documents

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
C

Google sheets is what id be trying to use

 

Troy Tessalone
Userlevel 7
Badge +14

@Christian Silva 

GSheets Zap app available triggers/actions: https://zapier.com/apps/google-sheets/integrations#triggers-and-actions

Help links for using GSheets in Zaps: https://zapier.com/apps/google-sheets/help

 

Concept is to find a matching row, then update the row with the new values after performing a calculation.

 

Action: Formatter > Numbers > Perform Math Operation

Can be use to do math (add, subtract, multiply, divide)

 

To handle line items from the invoices, you can use the Looping app: https://zapier.com/apps/looping/help

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
C

So i was able to use a google drive Trigger to Parse the pdf with pdf.co My issue now is essentially a google sheets problem,

 

How would i be able to take the info I have and use the qty data to update my exsisting qty number on the stock lumber page with the matching item

 

 

Troy Tessalone
Userlevel 7
Badge +14

@Christian Silva 

That depends on how the data is returned from PDF.co in the Zap step. (screenshots)

 

Concept is to find a matching row, then update the row with the new values after performing a calculation.

 

Action: Formatter > Numbers > Perform Math Operation

Can be use to do math (add, subtract, multiply, divide)

 

To handle line items from the invoices, you can use the Looping app: https://zapier.com/apps/looping/help

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
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