How to Create Sales Invoice in Zoho Books on Shopify Sale Using Pabbly Connect

Learn how to automate creating sales invoices in Zoho Books from Shopify orders using Pabbly Connect. Step-by-step guide included. Explore systematic approaches to creating efficient automation solutions that convert technical concepts into practical, implementable instructions.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Shopify and Zoho Books Integration

To automate the creation of sales invoices in Zoho Books from new orders in Shopify, you need to set up Pabbly Connect. Start by signing up for a free account on Pabbly Connect. Once you log in, you will be directed to the dashboard where you can create a new workflow.

Click on the ‘Create Workflow’ button and name it appropriately, such as ‘Shopify to Zoho Books’. Select the desired folder for your workflow. After creating the workflow, you will see two windows: the trigger window and the action window, which are essential for this automation.

2. Triggering New Orders from Shopify in Pabbly Connect

The next step is to set up the trigger that will initiate the workflow when a new order is placed in Shopify. In the trigger window, search for Shopify and select it. Choose the trigger event as ‘New Order’. This setup allows Pabbly Connect to capture order details automatically.

• Select ‘Shopify’ as the app.
• Choose the event as ‘New Order’.
• Copy the provided webhook URL.
• Add the webhook URL in Shopify settings under Notifications.

After saving the webhook in Shopify, Pabbly Connect will start waiting for a response from new orders made in your Shopify store. This integration is crucial for automating invoice creation in Zoho Books.

3. Transforming Line Items for Invoice Creation

Once the order details are received in Pabbly Connect, the next step is to simplify the line item data for use in the invoice. To achieve this, utilize the ‘Data Transformer’ module in Pabbly Connect. Set the action event as ‘Line Itemizer’ to separate product names, quantities, and prices.

Map the line item responses received from Shopify to the Data Transformer. This step ensures that invoice details are organized correctly, making it easier to create the invoice in Zoho Books. The response will provide a structured format for the products ordered.

4. Searching for Customers in Zoho Books

Next, you need to check if the customer who placed the order exists in your Zoho Books account. In Pabbly Connect, add an action step to search for the customer using the ‘Find Customer’ action in the Zoho Books app. This step is essential as it determines the next actions based on whether the customer exists. using Pabbly Connect

Map the customer’s email address from the Shopify order to the search query in Zoho Books. If the customer exists, you will receive a contact ID, allowing you to proceed with creating the invoice. If not, you will need to add the customer as a new contact.

5. Creating Invoices in Zoho Books

After confirming the customer’s existence, the final step is to create the invoice in Zoho Books. If the customer exists, use the ‘Create Sales Invoice’ action in Zoho Books. Map the required fields, including the contact ID, product details, and pricing information from the previous steps in Pabbly Connect.

If the customer does not exist, use the ‘Create Contact’ action first to add them to Zoho Books, then create the invoice using the same product details. This process ensures that all new orders are efficiently handled, and invoices are generated without manual input.

Conclusion

In this tutorial, we have explored how to automate the creation of sales invoices in Zoho Books using Pabbly Connect when new orders are placed on Shopify. By following these steps, you can streamline your invoicing process and enhance your business efficiency.