Efficient Stock Management in Airtable Using Pabbly Connect

Learn how to automate stock management in Airtable using Pabbly Connect. This detailed tutorial guides you through integrating WooCommerce and Airtable for seamless inventory updates.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Stock Management

To begin managing stock efficiently, we will use Pabbly Connect as our central automation platform. First, navigate to the Pabbly Connect dashboard by visiting the provided link. Here, you can create a free account and access 100 automation tasks monthly.

Once logged in, click on the ‘Create Workflow’ button. Name your workflow something like ‘Stock Management Automation’ and click on the ‘Create’ button. This will set the stage for integrating various applications like WooCommerce and Airtable through Pabbly Connect.

2. Setting the Trigger in Pabbly Connect

In this step, we will set up the trigger for our automation. Choose WooCommerce as your trigger application, and select the event ‘New Order Created’. This event will activate whenever a new order is placed in your WooCommerce store.

After selecting the trigger, Pabbly Connect will provide you with a webhook URL. Copy this URL and go to your WooCommerce settings. Under the ‘Advanced’ tab, navigate to ‘Webhooks’ and click on ‘Add Webhook’. Here, you will set up a new webhook by pasting the copied URL and selecting the topic as ‘Order Created’. Make sure to activate the webhook before proceeding.

3. Capturing Order Details in Pabbly Connect

Now, we need to capture the order details. After setting up the webhook, return to Pabbly Connect and click on ‘Recapture Webhook Response’. This allows you to test the integration by placing a demo order in your WooCommerce store.

After placing the order, Pabbly Connect will show the response containing all relevant order details such as product ID, SKU, and quantity. Verify that this data includes the SKU, as it will be essential for updating stock in Airtable.

4. Searching for Product Records in Airtable

Next, we will search for the product record in Airtable using the SKU captured from the WooCommerce order. In Pabbly Connect, add a new action step and select Airtable as the application. Choose the action event ‘Search Record’ to find the relevant product.

Connect to Airtable by entering your API key, which can be found in your Airtable account settings. Select your base, named ‘Stock Management’, and set the field to search for the SKU. Map the SKU value from the previous WooCommerce step. This allows Pabbly Connect to find the corresponding product in Airtable.

5. Updating Stock Information in Airtable

Finally, we will set up the conditions to update the stock in Airtable. Using a router in Pabbly Connect, create two paths: one for products that remain in stock and another for sold-out products. For the first path, when the stock quantity is greater than one, we will update the stock quantity in Airtable by subtracting the sold quantity from the current stock.

For the sold-out path, set the conditions so that when the stock quantity equals zero, both the stock quantity and availability in Airtable are set to zero. This ensures that your inventory is always accurate and reflects the current stock levels.

Conclusion

In this tutorial, we explored how to automate stock management in Airtable using Pabbly Connect. By integrating WooCommerce and Airtable, we simplified the process of keeping inventory updated in real-time. This automation not only saves time but also enhances accuracy in stock management.