Track Pharmacy Inventory Using Google Forms and Pabbly Connect

Learn how to efficiently track pharmacy inventory using Google Forms and Pabbly Connect in this step-by-step tutorial. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Pharmacy Inventory

To track pharmacy inventory effectively, you can use Pabbly Connect to integrate Google Forms and Google Sheets. Start by visiting the Pabbly website and signing up for a free account. Once signed in, navigate to Pabbly Connect and create a new workflow named ‘Medical Inventory Automation’.

This workflow will allow you to automate the process of updating your pharmacy inventory whenever a form is filled out. In the workflow, you will set a trigger for Google Forms, which will initiate the connection with Google Sheets through Pabbly Connect.

2. Creating Your Google Form for Inventory Tracking

Next, create a Google Form to collect information about sales and purchases. This form should include fields for customer details, medicine name, mode (sale or purchase), and quantity. It is important to make the last question required to ensure the trigger functions correctly.

• Add fields for full name, phone number, medicine name, mode, and quantity.
• Ensure the last question is marked as required for triggering the workflow.
• Link the responses to a new Google Sheet for data collection.

After setting up the form, fill it out to test if the data is being captured correctly in the linked Google Sheet. This is crucial for Pabbly Connect to work seamlessly in tracking your pharmacy inventory.

3. Integrating Google Sheets with Pabbly Connect

Once your Google Form is ready, you need to integrate it with Google Sheets using Pabbly Connect. Start by accessing the responses tab of your Google Form and selecting the option to link it to a new spreadsheet. Name this spreadsheet appropriately, such as ‘Medicine Order Form Responses’.

In Pabbly Connect, set the trigger event as ‘New Response Received’ from Google Forms. This will allow Pabbly to capture each new submission. You will see a webhook URL that you need to copy into your Google Sheet’s add-ons. Install the Pabbly Connect Webhooks add-on and paste the webhook URL in the setup.

4. Updating Pharmacy Inventory Automatically

With the integration established, you can now automate the inventory update process. In Pabbly Connect, create an action step to look up the medicine in your master inventory sheet. Select Google Sheets as the application and choose ‘Lookup Spreadsheet Rows’ as the action event.

Map the medicine name from the Google Form response to the appropriate column in your master sheet. This will allow Pabbly Connect to find the corresponding entry for the medicine sold or purchased. After retrieving the data, set up conditions to update either the sale or purchase column based on the mode selected in the form.

• Use the router feature in Pabbly Connect to create separate paths for sales and purchases.
• Map the sale or purchase quantities to the respective columns in your master sheet.
• Ensure that the remaining stock is calculated automatically using formulas in your Google Sheet.

This setup ensures that your pharmacy inventory is always up to date without manual intervention, thanks to the powerful automation capabilities of Pabbly Connect.

5. Testing Your Integration Workflow

Finally, it’s time to test your entire setup. Fill out the Google Form with sample data to simulate a sale or purchase. After submitting the form, check your master inventory sheet to confirm that the sale or purchase has been recorded accurately.

Ensure that the quantities in the sale or purchase columns reflect the correct amounts based on your form submission. This testing phase is crucial to confirm that Pabbly Connect is functioning correctly and that your pharmacy inventory is being tracked effectively.

Once you verify that everything is working, you can rely on this automated system to manage your pharmacy inventory efficiently, saving you time and reducing errors.

Conclusion

In this tutorial, we explored how to track pharmacy inventory using Google Forms and Google Sheets integrated with Pabbly Connect. By setting up automated workflows, you can ensure that your inventory is always updated in real-time, greatly enhancing your pharmacy management efficiency.