Bulk PDF Processing in Google Drive to QuickBooks Issue

Hi,

You can automate this for multiple customers by using Zapier Tables. You can add the file name and customer id for all the customers on Zapier Tables.

Now in your Zap add an action of Loopup in Zapier Tables to find the customer id.

Hi ​@cmahf 

Why not have all the files dropped into a single GDrive Folder, then based on the derived Client from the file name, use these Zap actions to sort the files.

• Action: GDrive - Find Folder
• Action: GDrive - Move File
  • Use the File ID

Help us have more info by outlining a specific example for us showing the filename and related logic you are trying to apply.

Also, post screenshots showing how your Zap steps are outlined and configured in EDIT mode with the field mappings to give us more context.

​@Troy Tessalone 

So This is what I am playing with right now, and testing out. I have New File in Folder, and I have a folder setup that is shared and once a file is added to the folder, it then be spotted. This one is for Vendors and will be for PO’s. Then, the PO that gets added to the Folder is supposed to get picked up by the Zap and QBO will then see what Vendor is there in the File Title. Hopefully, but I think I am not using the right factors when doing this. 

 

​@cmahf 

For Zap step 2, QBO - Find Vendor, the Name field expects the name of a Vendor to search for, rather than a combo of a file object and file ID.

If you need to parse a file name, you can add this Zap action: Formatter > Text > Split

For us to have more info, you would need to post screenshots showing a specific example of a file name you are trying to parse and what part of the file name you are trying to parse out.

So we do not include a name of the vendor in the po file name, it is just the auto generated one from QuoteMachine. My original plan was to go straight from QuoteMachine to QB, however, QuoteMachine did not offer PO option in Zapier. 

​@cmahf 

For us to have more context and clarity, outline a specific real example (screenshots are helpful) for a given GDrive file showing how you would be able to derive the matching QBO Vendor?

If the Vendor name is not part of the file name, then it would need to be derived somehow, possibly via:

• GDrive Folder name
  • would mean 1 Zap per Client to watch a specific GDrive Folder
• File contents
  • Involves parsing files which is more involved
• QuoteMachine API (if available)
  • More advanced approach (if supported)

I think, there is no avoiding it, I will have to go the long approach and make one for each vendor. I will make a folder for each vendor in Google Drive and then from there I can then have users drop the PO file into the appropriate folder. That folder will be tied to the specific folder. It is the only thing that makes sense and is the easiest. 

​@cmahf 

A different and likely more scaling approach would be to use a form app that has a Zap app integrations.

Then have users fill out the form to submit a PO along with the other needed info, such as selecting the client from a predefined list of options.

Zap would be configured like the below steps.

Much more dynamic to manage as clients come/go.

1. Trigger: GForms - New Form Response
   1. Lots of different form apps have Zap app integrations that can be used: https://zapier.com/apps/categories/forms
2. Action: GDrive - Find Folder
   1. Using the selected Client from the submitted form
3. Action: GDrive - Upload File
   1. Using the file that was submitted via the form
4. Action: QBO - Find Vendor
   1. Using the selected Client from the submitted form
5. Action: QBO - Create PO
   1. TBD based on your requirements

NOTE: Based on your requirements, the Zap step design and logic may vary.

I got it working! Thank you ​@Troy Tessalone for your insight. I found a method that worked best. It is going to take some time but it will be the best option for what I am trying to accomplish. 

​@cmahf 

If you need to use a Lookup Table in the Zap step logic, here are resources:

• Lookup Tables - RESOURCES