6 Google Sheets automation concepts to arrange your corporation

Google Sheets is an industry-agnostic powerhouse. Like Google Docs, it is constructed for collaboration—and you need to use it for absolutely anything that may be organized into rows and columns. Handle your freelancer roster. Observe your quarterly finances. Monitor stock ranges throughout warehouses. No matter wants monitoring, Sheets can most likely deal with it.

As versatile because the device is, your spreadsheets can shortly get messy, particularly once you’re manually copying and pasting info from totally different instruments. That is the place AI and automation will help you.

With Zaps—what we name automated workflows—you’ll be able to develop into an skilled Sheets consumer. Right here, I’ll present you the way.

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Get notifications for adjustments to a Google sheet

One among Google Sheets’ greatest options is the power to collaborate on a spreadsheet. If you happen to’re responsible of breaking formulation like I’m, it is helpful to have a colleague leap into the identical sheet to assist.

When you may have a number of folks collaborating on a spreadsheet, it is inevitable that somebody might be sooner at making updates than others. And that one straggler can block you from finishing your work.

If you end up ready on others greater than you need, or checking on that spreadsheet all through the day, strive a Zap that can replace you when there is a new or up to date row in Google Sheets. You possibly can select the place you’d prefer to obtain your alert—maybe the chat app you utilize at work, e-mail, or SMS.

Gather leads

Social media is a scorching spot for companies to get leads. Fb and LinkedIn have platforms only for this objective—Fb Lead Adverts and LinkedIn Adverts. Lead information is collated into marketing campaign experiences so you’ll be able to observe efficiency, and there is an choice to obtain your information. The issue, nevertheless, is that you do not actually personal that information till you export it to a CSV file.

You possibly can work round this through the use of an automated workflow to hyperlink Fb Lead Adverts or LinkedIn Adverts to Google Sheets. The spreadsheet will add new rows together with your prospects’ info because it is available in, so that you all the time have a backup and people invaluable particulars do not get misplaced in marketing campaign experiences.

Alternatively, in the event you accumulate leads in one other system that does not connect with Zapier (like your web site or a customized app), you need to use webhooks. Webhooks let your apps communicate with one another—sending detailed info backwards and forwards every time new gadgets happen within the first app. 

This Zap, for instance, will catch payloads inside your app, which Zapier’s webhooks will catch. Zapier then robotically enters that information into a brand new spreadsheet row for you.

Handle initiatives and duties

A spreadsheet generally is a fast and soiled method to arrange info, however it’s not all the time the perfect place to handle a undertaking.

For instance, possibly you are placing collectively a undertaking plan in a Google sheet as a result of it is simpler so that you can visualize the undertaking. The staff you are working with, nevertheless, makes use of Asana to handle initiatives.

To keep away from duplicating work, you need to use a Zap to robotically create Asana duties, or different gadgets in your favourite undertaking administration app every time there is a new row in a Google sheet.

You too can push updates for brand spanking new rows right into a job administration app if you end up forgetting to take a selected motion. For instance, in case your advertising and marketing staff makes use of Google Sheets to handle your editorial calendar, you need to use a Zap to attach it to a job administration app like Google Duties or Any.do so you do not miss an project.

Use AI in Google Sheets

Including AI steps to your Zaps is a simple method to construct extra clever processes. Say you utilize Sheets to trace each prospect who books a gathering with you on Calendly. Squeeze an AI by Zapier step in right here, and you can extract key particulars about their solutions to your consumption questions earlier than including them to your sheet.

Or possibly you need to ship weekly Slack notifications for batches of newly added rows utilizing Digest by Zapier. With an AI step, you would analyze tendencies in that information—recognizing patterns in buyer requests or flagging uncommon exercise—earlier than the abstract reaches your staff channel.

Zapier additionally integrates with a whole bunch of AI apps—like Airparser, a knowledge extraction device. Each time there is a new file in your Google Drive, Airparser can swipe any unstructured information that you simply want, then add them to a brand new row in Sheets.

Usually, you would use discipline mapping to cross structured information between Zap steps. However unstructured information, like data buried in PDFs, would not have these neat, predefined fields, which is the place AI doc extractors come in useful.

Retailer emails

Your e-mail inbox is a large number. There, I stated it. I am not right here to evaluate—I too have 1000’s of messages sitting in my inbox as a result of “I’d want it in the future.”

You may use folders, emails, and filters to arrange your inbox, however that normally requires a little bit of effort to arrange and keep. Even with such a system, you’ll be able to’t simply scan your messages to seek out what you are searching for—and relating to e-mail, I want zero effort. Fortunately, you’ll be able to create a scannable backup through the use of a workflow that can retailer your emails in a Google sheet robotically.

You possibly can select to arrange your Zap to retailer e-mail info based on sure traits, a selected search string, or a label. Now you may have a replica of the messages you need to grasp onto, and also you’re free to clear your inbox.

Handle gross sales and occasions in actual time

Whether or not you run an eCommerce retailer and need to observe gross sales otherwise you’re internet hosting an occasion and want to gather attendees, there’ll all the time be different kinds of information that you will want to arrange, analyze, and act on shortly.

An effective way to do this is by storing that business-critical info in Google Sheets—robotically. With these Zaps, you’ll be able to robotically ship order info (like new Shopify orders) and occasion attendees (like new Eventbrite registrants) on to Google Sheets. That approach, you and your staff can keep on prime of your corporation in actual time. 

Take your spreadsheets to the following stage

That is simply the beginning of all that you are able to do with Google Sheets and Zapier. Zapier helps 1000’s of apps, so that you automate nearly any job at work. Begin constructing your Zap now and see what you’ll be able to create.

This text was initially revealed in July 2020 and was most lately up to date in November 2025 by Steph Spector.