How to Compare Invoice Details with Sales Record in Real Time Using Pabbly Connect

Learn how to compare invoice details with sales records in real time using Pabbly Connect, DocParser, Google Sheets, and Slack. Follow this step-by-step tutorial. Build sophisticated automated workflows in less time than you think. This guide translates complex integrations into straightforward steps for immediate implementation.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect to Start Your Workflow

To compare invoice details with sales records in real time, start by accessing Pabbly Connect. Visit the official Pabbly website and log in to your account. If you are a new user, click on the ‘Sign Up Free’ button to create an account and enjoy free tasks every month.

Once logged in, navigate to the Pabbly Connect dashboard. Here, you can create a new workflow by clicking on the plus sign. Name your workflow something descriptive like ‘Compare Invoice Details with Sales Record’ and click on ‘Create’. This sets the stage for integrating all necessary applications.

2. Setting Up DocParser with Pabbly Connect

Next, you need to set up DocParser to extract invoice details. In your Pabbly Connect workflow, select DocParser as your application in the trigger window. Choose the trigger event as ‘Parse Documents’. You will see a webhook URL that you need to copy. using Pabbly Connect

• Log into your DocParser account.
• Navigate to the Integrations section and select the Webhook option.
• Paste the copied webhook URL and set the payload format to JSON.

After saving the integration, upload a new PDF invoice in DocParser. This triggers Pabbly Connect to capture the invoice details, which will be used for comparison with sales records.

3. Integrating Google Sheets with Pabbly Connect

With the invoice details extracted, the next step is to compare these with the sales records stored in Google Sheets. In your Pabbly Connect workflow, add a new action by selecting Google Sheets. Choose the action event as ‘Lookup Spreadsheet Rows’. using Pabbly Connect

Connect your Google account to Pabbly Connect by clicking on ‘Add New Connection’. Once connected, select your sales record spreadsheet from the dropdown. Specify the lookup column where your invoice numbers are stored, typically column A, and map the invoice number extracted from DocParser.

4. Applying Filters to Compare Invoice and Sales Records

After fetching the sales record, it’s crucial to apply filters to compare the invoice details. Add a new action step and select the Filter application. Set up conditions to compare the item name, quantity, and amount from the invoice against the sales records. using Pabbly Connect

• Map the item name from DocParser and check if it equals the item name in Google Sheets.
• Map the quantity and ensure it matches the quantity in the sales records.
• Lastly, compare the amounts to ensure they match.

Once the conditions are set, save and test the request to confirm that the filter is working correctly. If the conditions are not met, the workflow will proceed to notify the accounts team.

5. Notifying the Accounts Team on Slack

Finally, integrate Slack with Pabbly Connect to notify your accounts team if invoice details do not match. Add a new action step, select Slack, and choose the action event ‘Send Channel Message’. Connect your Slack account and select the channel where notifications will be sent.

Compose your notification message, including details such as the invoice number, customer name, product name, and amount. Map these fields from the previous steps to personalize the message. After completing the setup, save and test the workflow to ensure messages are sent correctly.

Conclusion

In this tutorial, we explored how to compare invoice details with sales records in real time using Pabbly Connect. By integrating DocParser, Google Sheets, and Slack, you can automate the process of verifying invoices efficiently. This integration not only saves time but also ensures accuracy in your financial records.