In the normal situation, when you want to obtain data about the orders made by customers from within the store, you will log in to the WordPress control panel: WooCommerce > Orders , in order to obtain the complete data for the orders within your store, which may consume you a lot of time and effort to organize those orders in Separate file.
In this article, we show how to link the order receiving panel in WooCommerce to Google Sheet, where the orders are automatically sent to the Google sheet without your intervention, and all you have to do is log in to the sheet each time to see the latest orders that have been recorded in the file.
1. Create a Google Sheet file to customize it to receive requests automatically
The first step we take is to create an empty file on Google Sheet and create a first row inside it that contains a title expressing the data we want to receive.
For example, the following image shows the Google Sheet file that we created and we assigned the first row to contain three columns as follows:
- Product : The product name of the order will be sent in this column
- Name : The name of the customer submitting the request will be sent within it
- price : It will be used to send and record the price of the order
After creating the file on Google Sheet, we need a tool that creates an automatic connection between WooCommerce and Google Sheet, so that any new order within the store is recorded directly within the Google Sheet file, where the product name, customer name, and order price are recorded automatically and without your intervention.
2. Get a tool that automatically sends requests to Google Sheet
There are some tools specialized in automatic actions within WordPress. These tools read the actions that take place within your site and then take a specific action based on them.
For example, the tool that we rely on reads new requests as well as modified requests within WooCommerce, and then stores those requests in a Google Sheet file, and of course all of this depends on the procedures that we set within that tool to perform the task that we want to accomplish.
One of the most famous tools specialized in implementing automatic actions is the Zapier tool , as it provides many automatic actions that work with artificial intelligence to perform the task that you specify for it from within the control panel.
For example, you can link the tool to your WooCommerce-powered website, and also link it to the Google Sheet file in which you want to store orders. After successfully completing the linking process, the tool automatically saves the new orders without your intervention automatically within the Google Sheet file, and you can later view The file to obtain new order data directly without having to enter the site and open the WooCommerce control panel to obtain order data.
You can create a new account on the site and you can choose the free plan to try the tool, as it provides you with the freedom to use all of the tool’s options, but with limited capabilities that will suffice for the purpose we are doing, and you can upgrade later to higher plans if you need to.
After successfully creating an account on the tool’s website, you will find the welcome front interface of the tool, in which two adjacent boxes appear:
- In the first field, you will write the name of the application you want to link, and in this case, you will choose the Woocommerce application
- In the second field, you choose the other application, and in this case, you choose Google sheet
After entering the names of the applications that we want to link them together, a box will appear for you to choose the action to be performed. In this case, the action to be read will be when there is an order that creates a new row in Google Sheet:
We will choose the names of the applications that we want to link, which are woocommerce and Google Sheets. Then we will choose the Order action on the WooCommerce side, that is, when there is a new order. Then we will choose the Create spreadsheet row action, which creates a new row inside the Google Sheet file and records the order data. inside, as in the following image:
Then, after successfully entering the link data, click on the “ Try it ” button indicated by the red arrow in the previous image.
You will be asked to link the tool to a WordPress site powered by WooCommerce:
You can click on the connect a new account button to start linking the tool to your WordPress site. This window will appear asking you for the link to your site, the user name, and the password to log in. Once you enter the data, you can click Yes continue.
Note : In order for the linking to be completed correctly, you must install the Woocommerce Zapier add-on , which is a paid add-on that must be installed and activated within the site in order for the linking between the site and the tool to be completed successfully.
After completing the linking process properly, you will now be asked for instructions based on which the store’s order data will be stored within the Google Sheet file.
The first data that is requested from you is the order status for which you want to save data in Google Sheet, where you can choose the status of ( Create an order ) so that the data of new orders that customers create within the store is stored:
After that, you are asked to link your Google account to the tool, so that the tool can access the Google Sheet file to add new requests within it, by clicking on the Connect a New Account button to link your Google account to the tool and allow it to modify the Google Sheet files within your account.
After completing the link between the tool and your Google account, a list of Google Sheet files will appear in front of you in your account, in which you will find the file that you created to receive requests within it and which you can choose to customize to receive requests within it:
After selecting the file on Google Sheet, a window will open in front of you containing the titles of the columns that you previously created within the sheet file, and below each title there is a text box from which you can choose the data that you wish to record within it, so that the names of the columns that you previously created within the file appear before you, which are (product- name-price)
We will fill in the field data. We place the mouse in the text box below each field to show us a list of a lot of ready-made data in WooCommerce, from which we can choose data competing with the year names that we have created.
- In the product field , we will choose the value Line Items Name, which is a special query to store the name of the product that was ordered
- In the name field , we will choose the value Billing first name, which is a special query to store the name of the customer who made the order
- Then in the price field we will choose the query Line Items Price, which stores the price of the product within the order, so the form of the fields looks like this
After completing this data and moving to the next step, you will notice that the tool’s test box appears, which shows you that it will add a new row within the file as a test for the proper linking process, as it adds data for one of the orders that were made within the store in the Google Sheet file:
You can click on the Send Test button to insert the request data into the Google Sheet file to test the successful operation of the tool.
Now go to your Google Sheet file to notice that the order data has already been successfully added to the file in the product name and customer name fields. Total price:
Thus, the process of automatically linking and registering orders has been completed successfully, and all you have to do is enter the Google Sheet file every time you want to view new order data within your online store without having to enter the WordPress control panel to view it.
In the end, you may find many other methods and add-ons that help you implement automatic procedures related to recording WooCommerce requests within a Google Sheet file, and you can use any other appropriate add-on or method that helps you accomplish the task, provided that you ensure that the tool is accurate in recording the data.
