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Google forms invoice for Engineering

hello everyone i am arvid kumar sharma and welcome back to pabli so today i'm going to tell you how you can create sales invoice from form submissions in your zoho books now google form is an online form building platform and you all know about zoho books we have many uh you know softwares with zoho zoho crm zoho books zoho campaigns so zoho books is usually used to record the product items rate or quantity or you know invoices it is used to create invoices it is used to create customers so what we are doing here whenever we are having a new form submission through google forms we are creating an automatic invoice in your zoho books now why is it important suppose you have a team of members who are going outside to sell the products and they are creating uh they are selling the products and now you have to create the invoice so what you can do you do not want to give access of your zoho books to them so what they can do they can just fill out the google forms the rate the product line item quantity the product item the product discount etc etc and what will happen the data from that google form will come into the zoho books and an automatic invoice will be created now you do not have to share your zoho books password or your zoho books account and your work is being done on automation through google forms now to do this automation we are going to use an integration and automation service public connect which will help us connect google forms and zoho books together now if you want to learn how to do this automation you have to come with me to the screen and now we are back at our screen so what do we have to do we have to go to the address bar and type in pably pavley.com slash connect and as soon as you will do that and press enter you will be redirected to this page and here you have two options first one is sign in and second one is sign up now signing in is very easy if you already have an account you can just go for sign in if you do not have an account you have to go for sign up signing up is absolutely free and we are also giving you 100 free tasks every month from our side now i already have an account so i'll just go for sign in and as soon as i will do that you can see these are my software's here so what i'm going to do i'm just going to click on access now for public connect now after that you will see a new window will open and here i have all my automations already settled now what i am going to do i am just going to click on create workflow and i am going to give a new name to my new workflow so now we are going to give it the name google forms to zoho books okay so i am giving it this name you can name it whatever you want to it's completely up to you now what we have to do here you can see we have two windows first one is trigger and second one is action now trigger window is the window where an event is happening at the start of the process action window is the window where an event is happening at the end of the process or when the final event is happening so what would be the trigger here google forms and here we are going to take new response received now what will happen we have a webhook url we have to use this webhook url to connect our google forms to our public connect account so we will follow these steps here you can read them later on i'm just going to show you how it's done so this is my google forms and i'm going to use this form here and here you can see i have already taken one response and what will happen here in this google form you won't find any option to add your web url so what you are going to do you will open the google sheets from this google form which would be this one customer name email you have everything here we do not want to you know separately create fields and what we are going to do by that webhook url we are going to integrate this sheet or connect this sheet so whenever we are going to have a new uh information in our google form that would be sent to this google sheet and from this google sheet it would be sent to our public connect account so let us just do this first let me fill up this google form here so let me just go here view this form now customer name is arpet sharma customer email is okay i have one more thing to tell you let me tell you that later on first i'm just going to take jenny thomas now why am i taking jenny thomas because here in zoho books i have one email already there jenny there gmail.com now why is that i will explain it to you later on in the workflow you just keep that in mind that i'm using jenny gmail.com so let's just go back here and use jenny at the gmail.com okay mobile number is this invoice date so just put in any random date here company name is pabli now what you can do here you can add multiple products to zoho account sorry zoho books and in zoho books when you are going to add multiple products you have to use a comma to separate the products so what i am doing i am just using two products family market okay let me just make it probably email marketing and my second product is now i have used here comma you can use comma as well to separate the values and now what you have to do you have to put the rates ing to the uh you know marketing softwares so what i am going to do i am just going to put in the rate 1000 rupees for trial account of family email marketing and thousand rupees for trial account of public connect now i am just uh giving you an example and the trial for public connect and email marketing is free and in public connect we are also giving you 100 free tasks every month okay so i'm just putting it this here quantity so one quantity for this and one quantity for this shipping charges i do not want to put any shipping charges i do not want to put any note now what we are going to do we are just going to click on submit and as soon as we will click on submit you will see sorry this is the wrong sheet i have a new submission here jenny thomas jenny gmail.com public email marketing rate is this quantity is this now what i am going to do i am just going to use this webhook url to connect my public connect account and to take the data from pebbly sorry from google sheets to this public connect account so we will go back here in google sheets we will go to extensions and then we will use public connect web books now if you do not have public connect web hooks with you what you are going to do you are going to get go to add-ons we you will click on get add-ons and after clicking on that you will search for public connect webhooks here okay and as soon as you will search it you will find this you can see it is already installed so you have to it if you do not have it in your system i already have it so i'm just going to go back i'll go back here then public connect webhooks and initial setup now here what i am going to do i am just going to remove this old webhook url and now what i am going to do let me just first cut this and let me tell you that i have here my last data column as k okay now go back here family connect webhooks initial setup delete the old one and now what we are going to do we are going to go to our public connect copy this webhook url and paste it here now what is the trigger column so trigger column will always be the last data column of your spreadsheet which in my case is k it can be cd efgh in your case or lmnop in your case so i'm just going to put k because my last data column is k here now i'm just going to click on submit and now what i will do i will again go to extensions public connect webhooks initial setup and you can see it is also it is still waiting for the web book response so we will go back and click on send test now as soon as i will click on send test you can see test data sent successfully now i will go back here and you will have a new response here you can see this is jenny thomas jenny gmail.com thousand rupees uh public email marketing public connect one one and this is the company name pebbly so our first step of connecting our google forms to our google sheets is complete now what we are going to do we are going to click on zoho books sorry not click on we are going to select zoho books so go to zoho books and here action event so what are we doing in the action event we are doing get contact by email now we will connect it add new connection connect with zoho books now it is asking you for the domain name so you can see here it is written if your zoho box account url is this this then domain name will be zoho.com so we will go back this is zoho now here zoho.com just copy this go back paste it here and just remove this dot and click on save okay now you can see here it is asking me for my account just click on accept you have to give the authorization and authorization is very safe you can give authorization to public connect public connect does not take any chances with your data okay now here you can see i have magnet brain stack up thread mills union and pebbly book so you can see so here you can see uh where is the organization wait a minute so here you can see i have the organization's magnet brain stack up treadmills unions and padley book and currently my pablo book is selected here so i'll just go here and i will click on pebbly book so i am getting this uh you know what should i say i am getting this email from my uh pebbly book organization and i have to see if the contact from that email is coming here or not so what is the email so what i'm going to do i'm just going to map in the details and mapping is a technique which will let me put the data from this window and it will let me take the data from that window and let me put here in this window so i'm just going to take this jenny gmail.com and as soon as i will click on save and send test request you can see code 0 messages success contact id is this and the name is jenny thomas and this is the this is the information of that customer okay so let's go back here customers and here you can see i have jenny gmail.com already and that is why i uh chew i chose jenny gmail.com in my google forms to show you that how to set up this automation first we are going to take an account which is already established which is already in our organization and then we are going to make new contacts or create new invoice with existing contacts so now what we are going to do here now we are going to put a condition which is router now router will let us put conditions here first condition is when i already have the client in my zoho books so i am going to write if client exists and router 2 if i do not have a client in my zoho books or if i am having a new client in my zoho books so if client does not exist okay now what we are going to do we are going to set filter in action steps now here first i will choose contact id from zoho books which is this you can see contacts contact id is exist which means if contact id exists then it will not create a new contact or it will not create a new name it will directly create the invoice so i am again selecting zoho books here and now here i am going to choose create invoice now create sales invoice connect and now as soon as we will connect it we are going to select the same connection again we are not going to uh change it organization was pebbly book so we are going to put pebble book here and customer so here what we are going to do you will click on map and you can see here is one id so we have to map in the contact id of that person so we are going to get that from zoho books and this is the contact id contacts contact id so map in the contact id and as soon as you will map in the contact id you do not need any invoice number invoice date due date discount etc etc now here what you are going to put if you have any exchange rate you can just go for exchange rate you have to put here exchange rate i do not have any exchange rate so i am just going to put in zero and here line item name so we are going to take the line item name which is pebble email marketing and public connect okay now line item description i did not i did not have any description line item rate and line item rate was thousand thousand line item quantity was one one so let me just go for one one line item discount no discount i did not use any shipping charges i did not use any notes now what i am going to do i am just going to click on save and send test request and as soon as i will do that you can see here it is written code zero message the invoice has been created so let's go back to zoho books and go to invoices and here you can see a new invoice has been created on today's date 17th march 2022 and invoices jenny thomas 17 30 2022 amount is 2 000 rupees balance view is 2000 rupees okay now what if somebody buy something and we do not have that customer in our list so if client does not exist what we are going to do just go here again we are going to use the same feature filter here but this time we are going to go for contact id and here we are going to click on does not exist first time we chose here does exist and the second time we are choosing does not exist now save and send test request and you can see status is error which means that it does not exist here so now what we are going to do if it does not exist first we are going to create a contact so let us go for zoho books first so click on zoho books after clicking on zoho books go for create contact and then click on connect save because we are going to choose the same zoho books account and here we are choosing pebbly book now contact name so what are we doing we are getting the contact name so you can see customer name is here jenny thomas so just a map in jenny thomas here company name uh we do not have any company name so we are not going to put company name or what you can do you can put your company name here pavli okay now first name first name was jenny but i don't think we have jenny thomas first name and last name separately so we are not going to put in first name and and last name now we are going to put an email so email is jenny gmail.com website no phone number do we have phone number yes we have so map in the phone number mobile no billing address no no no no no we did not have all these fields here so let's just leave it leave it and leave it and click on save and send test request so as soon as you will do that you can see code is zero messages the contact has been added contact contact id is this contact name jenny thomas contact company name pavli and now what we are going to do we are going to click here and now we are going to create an invoice for this contact specially so what we are going to do here first we are going to again select zoho books here so let's just select zoho books and now go to action events and go for create sales invoice create sales invoice click on connect and now click on save again because this is the same zoho books and here organization will again be probably book now here what we have to do we have to again map in the id but this time we are going to map the id from this window here because we have created a new contact so the id would be this one now okay one zero one five so let's just go down customer id go to your second number zoho books create contact which we just did and map in this contact id here okay now invoice number nothing date nothing discount exchange rate 0 line item name again we are going to map in our family connect and public email marketing line item description is sorry my mistake not one one line item description was where is the description okay this is the line item description so we are not going to write any line item description because we do not have any line item description we only have line item name now we have line item rate so this is the rate quantity so this is the quantity discount no discount shipping charge adjustment okay so i i think i'm done here i'm just going to click on save and send test request and you can see well the invoice has been created my automation is successful now let's just test this automation so let me first show you my zoho books here let me go to customers and here in customers just look at these email okay this is the end and now you can see i do not have any sharma one two three at the gmail.com here and i do not have any rpg sharma123 gmail.com here as well so what i am going to do i am just going to go to google forms again and now i am going to use our pitch sharma123 at gmail.com so customer name is email is sharma one two three at the rate gmail.com customer mobile number is a dummy mobile number nine eight seven six five four five six seven eight random date company name pavli products you can pass multiple comma separate values i am not putting it two products i am just putting in one product family form builder okay rate let's just keep it 1500 quantity one no shipping charges no note now click on submit now you can see the response has been submitted but you will see that you have got this response here in your google sheets but it will not be sent to public connect account and it will also not be sent to zoho books now why is that because for that we have to go to extensions and then we have to go to public connect web hooks and then we will have to click on send on event until and unless we will click on send on event the uh you know the contact or the entry which is new in our google sheets will not be sent to the zoho books through public connect so first we will have to click on this and then now let me just delete this and let me do that again i did this just to tell you so that you do not get confused and solve this easily now i am again going to do that sharma again two sharma123 at the rate gmail.com customer mobile number nine eight seven six five four five six seven eight invoice date is a random date again company name is pably products family form builder rate 1500 quantity one and submit and you can see now i have this new submission here in my google sheets and my send on event is also active you can see this right sign here so it will be sent to my zoho books now you can see here i do not have any new customer now as soon as i will refresh it you can see i have a new customer here herpet sharma pavleyrpechama123 gmail.com which means our customer is created and now let's just go to invoices and let us see the invoice so you can see i have an invoice as well sharma and this is the due date 173 2022 and amount is 1500 rupees so friends this is how you can automate by using google forms and zoho books through public connect so that whenever there is a new form submission by any of your team member for zoho books what will happen whenever there is a new form submission an automatic invoice will be created if you already have an email by a contact or sorry if you already haven't have a contact by email and if you do not have that contact it will automatically be get be added and also a new invoice will be created for that contact so this is how you can make this workflow and if you want to clone this workflow you can just go to my description box and clone this beautiful workflow into your account but for that you need to go and have an account and to do that you need to go and sign up signing up is absolutely free and we are also giving you 100 free tasks every month so what are you waiting for go and sign up now so thanks a lot for watching our video i hope you understood everything now if you want any other events to edit in our module what you can do is you can mail us at admin at the rate beverly.com if you have any queries regarding this software you can just ask your queries at this website at this link and if you want to check the prices you can visit here to this link and check the prices of the software now i just want to tell you that automation is a boon for us and it can change the future and i will you know suggest you to take this as quickly as possible which will ease your task save your time and save you a lot and lot of efforts thank you