Shopify New Order to Google Sheets: Automate Your Workflow with n8n

Hey there! I’m Dorothi, and I’ve been running my own Shopify store for the past five years. Over time, I’ve learned that efficiency is the key to staying on top of things, especially when you’re juggling inventory, customer orders, and marketing campaigns. One of the best tools I’ve discovered to streamline my workflow is n8n, an automation platform that connects apps like Shopify and Google Sheets. Today, I’m going to walk you through how I set up a workflow to automatically send new Shopify orders to Google Sheets. Trust me, it’s a game-changer!

Why Automate Shopify Orders to Google Sheets?

If you’re running a Shopify store, you know how overwhelming it can be to manually track every new order. Sure, Shopify’s dashboard gives you a good overview, but what if you need to analyze your sales data, share it with your team, or keep a backup? That’s where Google Sheets comes in. It’s a simple, flexible tool for organizing and analyzing data.

But manually copying and pasting order details from Shopify to Google Sheets? No thanks. That’s where automation tools like n8n come in. With n8n, you can create workflows that connect Shopify and Google Sheets, so every time a new order comes in, the details are automatically added to your spreadsheet. It’s fast, accurate, and saves you a ton of time.

What You’ll Need

Before we dive into the setup, here’s what you’ll need:

1. A Shopify Store: Obviously, you need a Shopify store with some orders coming in.

2. Google Sheets: A Google account and a blank spreadsheet to store your order data.

3. n8n: A free or paid account on n8n.io. They have a free tier that’s perfect for small businesses.

4. Shopify Flow: An Automation app designed to help businesses run more efficiently by creating custom workflows without the need for coding.

5. Basic Understanding of Workflows: Don’t worry; I’ll guide you through everything step by step.

Step 1: Use Shopify Flow to Trigger on New Orders

The first step is to set up a trigger in Shopify Flow that listens for new orders in your Shopify store. Shopify Flow is a powerful tool that lets you create automations directly within Shopify, and it’s perfect for handling basic triggers like new orders.

Check this article for more: https://stape.io/blog/setting-up-webhooks-via-the-shopify-flow-app. The guide outlines five key steps for configuring webhooks in Shopify Flow:

1. Create a Flow with a Trigger: Start with a trigger like "Order Paid."

2. Apply a "Wait" Action: Allow time for subscription apps to assign necessary tags to orders.

3. Create a Condition: Check for specific order tags to differentiate paid orders.

4. Send a Webhook: Use the “Send HTTP request” action to send a webhook to your sGTM container with the required header and payload.

5. Test/Debug your Setup: Utilize testing tools to debug the Flow.

In conclusion, the Shopify Flow app facilitates accurate tracking and automation, enabling users to report important events to GA4 seamlessly.

At this point, Shopify Flow will start tracking new orders in your store. This is a great way to handle basic automations, but if you want to send the order data to Google Sheets, we’ll need to take it a step further with n8n.

Step 2: Setting Up the Shopify Trigger in n8n

Now that Shopify Flow is set up to trigger on new orders, the next step is to use n8n to send that data to Google Sheets. Here’s how to set up the Shopify trigger in n8n:

1. Log in to n8n: If you don’t have an account, sign up for one. It’s free to get started.

2. Create a New Workflow: Click on “Workflows” in the sidebar, then “New Workflow.”

3. Add a Shopify Trigger Node: In the workflow editor, click the “+” button and search for “Shopify.” Select the “Shopify Trigger” node.

4. Configure the Shopify Trigger:

   • Authentication: Connect your Shopify store using OAuth2. You’ll need to log in to your Shopify account and authorize n8n.

   • Resource: Set this to “Order.”

   • Operation: Choose “New Order.”

   • Shopify Store URL: Enter your store’s URL (e.g., https://your-store.myshopify.com).

   • Webhook Name: Give your webhook a name, like “New Order Webhook.”

Once you’ve set this up, n8n will start listening for new orders in your Shopify store. Every time a new order comes in, the trigger will fire, and the order data will be sent to the next node in your workflow.

Step 3: Adding the Google Sheets Node

Now that we’re capturing new orders, the next step is to send that data to Google Sheets. This would be tricky for some especially setting up, watch the video:

Here’s how to set up the Google Sheets node:

1. Add a Google Sheets Node: In the workflow editor, click the “+” button and search for “Google Sheets.” Select the “Google Sheets” node.

2. Configure the Google Sheets Node:

   • Authentication: Connect your Google account using OAuth2. You’ll need to log in to your Google account and authorize n8n.

   • Resource: Set this to “Spreadsheet.”

   • Operation: Choose “Append Row.”

   • Spreadsheet ID: Enter the ID of your Google Sheet. You can find this in the URL of your spreadsheet (e.g., https://docs.google.com/spreadsheets/d/SPREADSHEET_ID/edit).

   • Sheet Name: Enter the name of the sheet where you want to append the data (e.g., “Orders”).

   • Columns: Define the columns in your Google Sheet. For example:

     • Order ID

     • Customer Name

     • Total Price

     • Date

   • Values: Map the corresponding values from the Shopify order data:

     • Order ID: {{$node["Shopify"].json["id"]}}

     • Customer Name: {{$node["Shopify"].json["customer"]["first_name"]}} {{$node["Shopify"].json["customer"]["last_name"]}}

     • Total Price: {{$node["Shopify"].json["total_price"]}}

     • Date: {{$node["Shopify"].json["created_at"]}}

Step 4: Testing Your Workflow

Before you activate your workflow, it’s a good idea to test it to make sure everything is working correctly. Here’s how to do that:

1. Run the Workflow Manually: Click the “Execute Workflow” button in n8n. This will simulate a new order and send the data to Google Sheets.

2. Check Google Sheets: Open your Google Sheet and make sure the order details have been added correctly.

3. Troubleshoot if Needed: If something doesn’t work, double-check your node configurations and make sure your authentication is set up correctly.

Step 5: Activating Your Workflow

Once you’ve tested your workflow and everything looks good, it’s time to activate it. Here’s how:

1. Toggle the Workflow to Active: In the workflow editor, click the toggle switch to activate the workflow.

2. Monitor the Workflow: Keep an eye on your workflow to make sure it’s running smoothly. You can check the logs in n8n to see if there are any errors.

Why This Workflow is a Game-Changer

Automating the process of sending Shopify orders to Google Sheets has been a huge time-saver for me. Here’s why I think you’ll love it too:

1. Saves Time: No more manual data entry. The workflow does all the heavy lifting for you.

2. Reduces Errors: Automating the process eliminates the risk of human error.

3. Improves Organization: Having all your order data in one place makes it easier to analyze and share with your team.

4. Scalable: As your store grows, this workflow will continue to work seamlessly, no matter how many orders you’re processing.

Advanced Tips and Tricks

Once you’ve mastered the basics, there are a few ways you can take this workflow to the next level:

1. Add More Data Points: You can include additional fields like product details, shipping address, or customer email.

2. Send Notifications: Use n8n’s Slack or email nodes to send notifications to your team whenever a new order comes in.

3. Integrate with Other Tools: n8n supports hundreds of apps, so you can connect your workflow to tools like Trello, Asana, or Zapier.

Common Questions

What If I Don’t Know How to Code?

No coding skills are required to use n8n. The platform is designed to be user-friendly, with a drag-and-drop interface that makes it easy to create workflows. If you can follow this guide, you’ll be able to set up your workflow in no time.

Is n8n Secure?

Yes, n8n takes security seriously. All data is encrypted, and you have full control over your workflows and integrations. Plus, n8n is open-source, so you can self-host it if you prefer.

Final Thoughts

Automating your Shopify orders with Shopify Flow and n8n is one of the best things you can do to streamline your workflow. It’s simple to set up, saves you time, and gives you more control over your data. Whether you’re a small business owner or managing a large store, this workflow is a must-have.

If you have any questions or need help setting up your workflow, feel free to reach out. I’m always happy to help fellow Shopify store owners make the most of their tools. Happy automating!

Need Help? Contact Us!

Setting up automations can feel a bit overwhelming at first, especially if you’re new to tools like Shopify Flow and n8n. But don’t worry—you’re not alone! If you run into any issues or have questions about setting up your Shopify-to-Google Sheets workflow, I’m here to help. You can reach out to me and my team at makeinfo.co/contacts. Whether you need help troubleshooting or customizing your workflow or just want some advice on how to make the most of your automation, we’ve got your back.

At MakeInfo, we specialize in helping businesses like yours streamline their workflows and save time with smart automation. So, if you’re stuck or just want to explore more advanced options, don’t hesitate to get in touch. Let’s make your Shopify store run like a well-oiled machine!