If you are using WooCommerce as your restaurant online ordering system, you probably have a good amount of customer information on your WordPress site.
Where else does valuable customer information go other than your trustworthy CRM?
Today I am going to show you how to sync your WooCommerce orders with Google Sheets, especially if you use Google Sheets as your restaurant CRM.
The Glue of The Internet
There is an application called Integromat which dubs itself as the glue of the internet. It helps connect other applications so they can send and receive data to and fro.
This might sound familiar to you because many other applications can do this such as Zapier and Automate.io.
However, if you want to use WooCommerce with Zapier, you need to pay $39 for a plugin.
And other tools like Automate don’t integrate with WooCommerce and Google Sheets yet.
So the best free and reliable tool to use is Integromat.
Connect Your WooCommerce Store
To get started with connecting WooCommerce and Google Sheets, you need to first connect both your WooCommerce website and your Google account.
Once you have both connected, Integromat will do all the work of getting them to share data with each other.
You can use my Integromat recipe here.
Although if you are a new user I highly suggest that you follow me while I make the recipe from scratch.
That way, if you want any of your other applications to share data, you can then already have the skills to do so!
First, create a new scenario by clicking + Create a new scenario on the top right corner:
When you click + Create a new scenario, you will be taken to a new screen that will ask you what services you want to integrate:
Go ahead and search WooCommerce, click on the WooCommerce icon when it shows up, then click on Continue.
You will be taken to a new screen where you can select WooCommerce as your first application:
Once you select it, Integromat will show you different options for how this integration will be triggered. Since we are syncing orders, we want to choose “Watch orders” as our option.
After you choose the trigger, you will be prompted to connect your WooCommerce store to Integromat:
Let’s pause here and get the credentials we need from your WooCommerce site before we can proceed with syncing WooCommerce orders to your Google Sheets or CRM.
Keep your Integromat window or tab open and open a new tab on your browser for the next step.
Get WooCommerce Rest API Credentials
Since Integromat is asking us for our Consumer Key and Consumer Secret, it means that they need some way to get data from your WooCommerce store. WooCommerce allows this in a simple and secure way. Here’s how:
First, log in to your WordPress dashboard and then go to WooCommerce > Settings.
Once you are in the settings page, click on the “Advanced” tab and click on the “Add key” button:
You can see that I already have a key made for my Integromat account, in addition to some other connections with other software that I have.
After you click on the “Add key” button, you will see a new screen that will as you for your Description, User and Permissions. For Description, I put Integromat as my label so I know that this key is specifically used for Integromat.
I selected myself as a user. Then I put Read/Write permissions in case I want to use this connection to create new orders in the future. Lastly, I generated the API key by clicking on “Generate API key.”
Once you create the key, you will be taken to a page that will shwo your Consumer key and Consumer secret. Do those terms sound familiar?
They should, because they were exactly what Integromat was asking for.
Make note here that you should copy and paste your keys in a secure file or location because you won’t be able to view them again after this time.
I usually store them in a notepad file or Password Manager.
Now that you have the Consumer key and secret, let’s go back and copy/paste these into Integromat.
Once you are back into your tab where you left off with Integromat, copy the Consumer Key into the consumer key field and the consumer secret into the consumer secret field. Also name your connection the name of your website so you can differentiate any future connections you may have. Lastly, type in the URL of your WooCommerce store in the Eshop URL field. Click continue.
A little spinny icon will show up showing that Integromat is trying to connect to your WooCommerce store:
If all is done, then you will see that your new connection is listed in the Connection field:
Before you click the OK button, select the status of the orders that you want to sync. I only want to sync completed orders so I set the status as Completed. I also put a limit of 1 orders synced per time that this integration is triggered because it will happen for each order anyway.
Click OK and then Integromat will as you when you want to start running this trigger:
If you want Integromat to start looking for orders now, then you can choose “From now on.” You can even sync previous orders by choosing “All” or “Choose Manually.” When you are done choosing this, click on OK.
You have successfully connected your WooCommerce store to Integromat! Now it’s time to connect Google Sheets so that the order details from WooCommerce can go into Google Sheets.
On the right side of the WooCommerce icon, there should be a + sign to add a new module. Once you click on it, you will see that a question mark icon will show up to the right of the WooCommerce logo. You have the option to add another module, which is exactly what we are trying to do!
Click on + Add another module to start connecting your Google Sheets account.
When you click on + Add another module, a bunch of options will show up. Luckily, you don’t have to go and find Google Sheets through this big list of options. You can just use the search field on the bottom of the list and type in Google Sheets. Then Google Sheets will be the only option which you can choose:
The next step here will be to choose where in our Google Sheet we will want to insert the WooCommerce data. If you already have your rows and columns set up to match your customer’s email or phone number to the order, then feel free to move on.
If not, here is a quick tutorial on how to set up rows and columns when using Google Sheets as your restaurant CRM.
Restaurant CRM Using Google Sheets
Here I am going to show you how to set up your rows and columns in Google Sheets so you can account for any online orders from your own website, any coupon signups or redemptions which you issued online, and more customer actions.
If you want to skip this and would rather use my tried and tested Restaurant CRM Google Sheet template, feel free to get it here.
If you want me to explain why I built the sheet this way, then I have a full post about it here:
Back To Integromat
Okay, now that you are 100% sure your CRM is set up correctly, you can map the WooCommerce data into the correct fields of your Google Sheet.
Back to the tab where you had Integromat open. Select your Google account that you have your Google Sheets Restaurant CRM in. Then select the spreadsheet in the spreadsheet field. After you select your spreadsheet, more fields will appear where you can select which WooCommerce data goes in which rows and columns.
Tip: When you click on the dropdown for selecting your spreadsheet, all of your spreadsheets will show. If you are like me and have a bunch of spreadsheets, you don’t have to scroll through all of your spreadsheets just to find your CRM. You can push the letter of your keyboard that starts with the same letter as your CRM file. Then the dropdown list will automatically highlight the first file that starts with that letter.
Select your sheet. If you made a copy of my Restaurant CRM template, then the name of your sheet would be Sheet 1. If you changed the name of the Sheet (different from the file name), then choose the Sheet that you named it.
You want to make sure that you selected Yes for Table contains headers. This option lets Integromat know that the first row of the sheet shouldn’t be overwritten and that the first row serves as a label for what kind of data you have in that column.
Finally, you can select the data from WooCommerce and place them in each corresponding column. These are the columns that I populate with WooCommerce data:
You can follow what I did if you think that it is enough data to add to your customer’s activity.
Once you are done selecting which WooCommerce data goes into which column, go ahead and click the OK button to complete your Google Sheet connection. Once you do, you will visually see that your WooCommerce store and your Google Sheets account are connected.
To test if this connection works, you can click the “Run Once” button. After you do, check your Google Sheet to see if the data recorded in one of the rows. It would be recorded in the next row with no data, so look out for that.
There you have it! Now you have your online orders from WooCommerce in your Restaurant CRM within Google Sheets! Do you integrate your customer data from online orders with your customer’s coupon activity and visits?
Comment below and let me know what you use to do so!
