In this tutorial, we will focus on adding to Outstanding Payments Amount column in Google Sheets, each time a new invoice in Shortlist is created in Draft status.
First, you will need to create an account on Zapier, which allows end users like you to integrate with web applications you use every day. Shortlist leverages Zapier to connect with Google Sheets and thousands of other apps.
Once you create your account, click on this link to add the Shortlist app to your Zapier account:
(Note: The Shortlist Zapier app is currently still in beta phase so you will need to click on the above link to get access to it.)
You should see the following screen.
Click: Make a New Zap
Step 1. Configure Shortlist connection
From the app list, select Shortlist. While we are in the beta stage, you may see a lot of versions available. Make sure to select 1.05 as per the image below:
Next, select Choose Trigger Event. Since we are posting a new message in Slack only when an invoice is approved, we need to select "Payment Status Changed"
Now, you should be prompted to Sign-In to your Shortlist account when you select the blue Continue button.
If you are using version 1.05, you will need to enter your Shortlist URL. Follow the patter in the description, <customer>.shortlist.co where customer is your account name.
(Note: Do not include "https://" or "http://")
If everything was successful, you should see the following screen. Click Continue and move to Step 2.
Step 2. Configure a trigger.
Now, we need to tell Zapier what should trigger the action in Google Sheets...
Since we are going to add to Outstanding Payments Amount column in Google Sheets as soon as that invoice is created in Shortlist, go ahead and select New under Status for Custom Value as it's not in the list.
Next, you will get a chance to test your trigger. We encourage you to do that.
Zapier will pull data from your Shortlist account. In this case, as long as you have some new invoices in your account it should work fine.
Click Test & Review, and you will get 3 recent invoices pulled.
Great, you are half there! Now, we need to tell Zapier what to do when it detects that an invoice was created.
Step 3. Connect your Google Sheets account
Type Google Sheets and select it from the list:
Next, we need to tell Google Sheets what to do. You will see that Google Sheets has made a lot of action events possible. In this tutorial we will use Update Spreadsheet Row.
Click Continue and Sign-In to your Google Sheets account.
Next, agree to connect Google Sheets to Zapier.
You should see the following screen if everything went well.
Step 4. Configure Your Action in Slack
You will see Customize Spreadsheet Row Screen.
Select your Spreadsheet name, Worksheet Name and column you want to update.
Step 5. Pushing your Zap live.
When everything is fully configured you should see the screen below:
Finally, the last step is to turn your Zap ON. Now, with every New invoice there will be a amount added to Outstanding Payments Amount column in Google Sheets.
Let us know if you have any questions or need additional support by emailing us at firstname.lastname@example.org