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5 min read

7 Google Sheets automation ideas to organize your business

By Krystina Martinez · January 4, 2024
Hero image with the Google Sheets logo connected to the the logos of Facebook, Gmail, and Microsoft Teams with dots

There's no doubt about it: Google Sheets is the kind of database app that any business, new or established, needs to thrive. From storing customer information to project details and new sales, it can be the source of truth for all your company data. 

But keeping all your spreadsheets organized and ensuring that data from other apps gets sent through without anything falling through the cracks is another story. That's why connecting Google Sheets to your favorite tools—like Slack or your project management apps—can streamline the way you work. 

In this article, we'll go over a few ways to use Zapier's automated workflows—called Zaps—to automate Google Sheets and streamline the way you store data. 

Zapier is the leader in workflow automation—integrating with thousands of apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.

Skip ahead

  • Get notifications for changes to a Google Sheet

  • Manage projects and tasks

  • Collect leads

  • Manage your eCommerce store

  • Analyze survey and form results in one place

  • Track event attendees

  • Store emails

To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.

Get notifications for changes to a Google Sheet

One of Google Sheets' best features is the ability to collaborate on a spreadsheet. If you're guilty of breaking formulas like I am, it's handy to have a colleague jump into the same sheet to help.

When you have multiple people collaborating on a spreadsheet, it's inevitable that someone will be quicker about updating than others. And that one straggler can be a blocker for you completing your work.

If you find yourself waiting on others more than you'd like, or checking on that spreadsheet throughout the day, try a Zap that will update you when there's a new or updated row in Google Sheets. You can choose where you'd like to receive your alert—perhaps the chat app you use at work or SMS.

Post to Microsoft Teams channels with new or updated Google Sheets rows

Post to Microsoft Teams channels with new or updated Google Sheets rows
  • Google Sheets logo
  • Microsoft Teams logo
Google Sheets + Microsoft Teams

Send Slack messages whenever Google Sheets rows are updated

Send Slack messages whenever Google Sheets rows are updated
  • Google Sheets logo
  • Slack logo
Google Sheets + Slack

Share new Google Sheets rows on Slack

Share new Google Sheets rows on Slack
  • Google Sheets logo
  • Slack logo
Google Sheets + Slack

Send SMS messages for new Google Sheets rows

Send SMS messages for new Google Sheets rows
  • Google Sheets logo
  • SMS by Zapier logo
Google Sheets + SMS by Zapier

Send text messages with new or updated Google Sheets rows

Send text messages with new or updated Google Sheets rows
  • Google Sheets logo
  • SMS by Zapier logo
Google Sheets + SMS by Zapier

What if you need to send specific spreadsheet updates to another person? Though it's easy to share a link to a Google Sheet, it can be easier—and less confusing—to share specific information from a few rows or columns, especially if your spreadsheet is monstrous.

Stop copying and pasting cell information. Instead, use one of these Zaps to share updates to specific columns or rows.

Send emails via Gmail when Google Sheets rows are updated

Send emails via Gmail when Google Sheets rows are updated
  • Google Sheets logo
  • Gmail logo
Google Sheets + Gmail

Send Microsoft Outlook emails from new rows in Google Sheets

Send Microsoft Outlook emails from new rows in Google Sheets
  • Google Sheets logo
  • Microsoft Outlook logo
Google Sheets + Microsoft Outlook

Manage projects and tasks

A spreadsheet can be a quick and dirty way to organize information, but it's not always the best place to manage a project.

For example, maybe you're putting together a project plan in a Google Sheet because it's easier for you to visualize the project. The team you're working with, however, uses Asana to manage projects.

To avoid duplicating work, you can use a Zap to automatically create Asana tasks, or other items in your favorite project management app whenever there's a new row in a Google Sheet.

Create Trello cards from new or updated Google Sheets rows

Create Trello cards from new or updated Google Sheets rows
  • Google Sheets logo
  • Trello logo
Google Sheets + Trello

Create Asana tasks from updated Google Sheets rows

Create Asana tasks from updated Google Sheets rows
  • Google Sheets logo
  • Asana logo
Google Sheets + Asana

Add items to Notion databases from new rows in Google Sheets

Add items to Notion databases from new rows in Google Sheets
  • Google Sheets logo
  • Notion logo
Google Sheets + Notion

Create items on a monday.com board for new rows on Google Sheets

Create items on a monday.com board for new rows on Google Sheets
  • Google Sheets logo
  • monday.com logo
Google Sheets + monday.com

You can also push updates for new rows into a task management app if you find yourself forgetting to take a specific action. For example, if your marketing team uses Google Sheets to manage your editorial calendar, you can use a Zap to connect it to a task management app like Google Tasks or Any.do so you don't miss an assignment.

Turn Google Sheets rows into Todoist tasks

Turn Google Sheets rows into Todoist tasks
  • Google Sheets logo
  • Todoist logo
Google Sheets + Todoist

Create Google Tasks from new Google Sheets rows

Create Google Tasks from new Google Sheets rows
  • Google Sheets logo
  • Google Tasks logo
Google Sheets + Google Tasks

Turn Google Sheets rows into Any.do tasks

Turn Google Sheets rows into Any.do tasks
  • Google Sheets logo
  • Any.do Personal logo
Google Sheets + Any.do Personal

Save new Google Sheets rows to Airtable

Save new Google Sheets rows to Airtable
  • Google Sheets logo
  • Airtable logo
Google Sheets + Airtable

Collect leads

Social media has become a hot spot for businesses to get leads. Facebook and LinkedIn have platforms just for this purpose—Facebook Lead Ads and LinkedIn Lead Gen. Lead data is collated into campaign reports so you can track performance, and there's an option to download your data. The problem, however, is that you don't really own that data until you export it to a CSV file.

You can work around this by using an automatic workflow to link Facebook Lead Ads or LinkedIn Lead Gen to Google Sheets. The spreadsheet will add new rows with your prospects' information as it comes in, so you always have a backup and those valuable details don't get lost in campaign reports.

Add new Facebook Lead Ads leads to rows on Google Sheets

Add new Facebook Lead Ads leads to rows on Google Sheets
  • Facebook Lead Ads logo
  • Google Sheets logo
Facebook Lead Ads + Google Sheets

Create Google Sheets rows for new Google Ads leads

Create Google Sheets rows for new Google Ads leads
  • Google Ads logo
  • Google Sheets logo
Google Ads + Google Sheets

Create Google Sheets row(s) for new TikTok Lead Generation leads

Create Google Sheets row(s) for new TikTok Lead Generation leads
  • TikTok Lead Generation logo
  • Google Sheets logo
TikTok Lead Generation + Google Sheets

Update a Google Sheets spreadsheet row with new Facebook lead ads leads

Update a Google Sheets spreadsheet row with new Facebook lead ads leads
  • Facebook Lead Ads logo
  • Google Sheets logo
Facebook Lead Ads + Google Sheets

Add new leads in LinkedIn Ads to Google Sheets rows

Add new leads in LinkedIn Ads to Google Sheets rows
  • LinkedIn Ads logo
  • Google Sheets logo
LinkedIn Ads + Google Sheets

Learn more: 4 ways to automate your Facebook Lead Ads

Analyze your survey and form results in one place

Surveys are a great way to check the pulse of customers, clients, and even your colleagues. Some survey apps will display submissions in a report, showing cumulative results. If you need to analyze individual survey submissions in a spreadsheet form, many apps will allow you to export a CSV file.

However, exporting takes time. And when you open a CSV file, you may have to clean up the file first to make the information look more presentable.

Cut out the administrative step by using a Zap to connect your favorite survey app to Google Sheets. You and your colleagues can analyze submissions as they come in.

Collect new Typeform responses as rows on Google Sheets

Collect new Typeform responses as rows on Google Sheets
  • Typeform logo
  • Google Sheets logo
Typeform + Google Sheets

Create rows in Google Sheets for new Gravity Forms submissions

Create rows in Google Sheets for new Gravity Forms submissions
  • Gravity Forms logo
  • Google Sheets logo
Gravity Forms + Google Sheets

Generate rows in Google Sheets for new Unbounce submissions

Generate rows in Google Sheets for new Unbounce submissions
  • Unbounce logo
  • Google Sheets logo
Unbounce + Google Sheets

Need a way to analyze your survey responses—without the manual effort of sifting through dozens or hundreds of forms? Fortunately, you can use AI (think ChatGPT) to categorize each customer response into specific segments or topics for you. These Zaps will take your form data, send it to ChatGPT or OpenAI, then send the analysis straight to Google Sheets. Job done. 

Categorize Typeform responses with ChatGPT

Categorize Typeform responses with ChatGPT
  • Typeform logo
  • ChatGPT logo
  • Google Sheets logo
Typeform + ChatGPT + Google Sheets

Analyze new Typeform entries with OpenAI and send to a Google Sheet

Analyze new Typeform entries with OpenAI and send to a Google Sheet
  • Typeform logo
  • OpenAI (GPT-4, DALL-E, Whisper) logo
  • Google Sheets logo
Typeform + OpenAI (GPT-4, DALL-E, Whisper) + Google Sheets

Learn 5 advanced ways to automate your forms and surveys.

Manage your eCommerce store

Run a thriving eCommerce business? Thinking about it? Whether you've only just set up your online store or you're already established and raking in those purchases, you’ll need an easy way to track your orders and log every payment. 

A great way to do this is by storing that data in Google Sheets—automatically. With these Zaps, you can automatically send order information (like new Stripe payments and WooCommerce orders) directly to Google Sheets so you and your team can stay on top of your business in real time. 

Add new paid Shopify orders to Google Sheets rows

Add new paid Shopify orders to Google Sheets rows
  • Shopify logo
  • Google Sheets logo
Shopify + Google Sheets

Add new Stripe sales as rows on Google Sheets

Add new Stripe sales as rows on Google Sheets
  • Stripe logo
  • Google Sheets logo
Stripe + Google Sheets

Save new WooCommerce orders to Google Sheets rows

Save new WooCommerce orders to Google Sheets rows
  • WooCommerce logo
  • Google Sheets logo
WooCommerce + Google Sheets

Create Google Sheet rows for new eBay orders

Create Google Sheet rows for new eBay orders
  • eBay logo
  • Google Sheets logo
eBay + Google Sheets

Track event attendees

It can be nerve-wracking to throw a successful event or webinar. You're often juggling moving parts, such as gathering speakers, putting together presentations, and wrangling the attendee list. What if people don't show up? What if they're bored? And once the event is over, you have to follow up with attendees by sending surveys, resources, or pointing them to a newsletter.

It's important to have your attendee list in order to send invites, spread needed info about attending, and follow up later. Events and webinars are stressful enough. Don't add stress by manually copying and pasting attendee information to a spreadsheet.

Use a Zap to add new people who sign up for your event through Eventbrite or WebinarGeek to a Google Sheet. You can track registrations as you go and simplify your follow-up communication.

Save new Eventbrite attendees to Google Sheets spreadsheets

Save new Eventbrite attendees to Google Sheets spreadsheets
  • Eventbrite logo
  • Google Sheets logo
Eventbrite + Google Sheets

Create Google Sheets rows for new attendee check-ins in Eventbrite

Create Google Sheets rows for new attendee check-ins in Eventbrite
  • Eventbrite logo
  • Google Sheets logo
Eventbrite + Google Sheets

Add new WebinarGeek registrants to a Google Sheets spreadsheet

Add new WebinarGeek registrants to a Google Sheets spreadsheet
  • WebinarGeek logo
  • Google Sheets logo
WebinarGeek + Google Sheets

You can also use a Zap to send webinar invites to new attendees added to a Google Sheet.

Create Zoom webinar registrants for new or updated Google Sheet rows

Create Zoom webinar registrants for new or updated Google Sheet rows
  • Google Sheets logo
  • Zoom logo
Google Sheets + Zoom

Store emails

Your email inbox is a mess. There, I said it. I'm not here to judge—I too have thousands of messages sitting in my inbox because "I might need it one day."

You could use folders, emails, and filters to organize your inbox, but that usually requires a bit of effort to set up and maintain. Even with such a system, you can't easily scan your messages to find what you're looking for.

When it comes to email, I prefer zero effort. You can create a scannable backup by using a workflow that will store your emails in a Google Sheet automatically.

Save new Gmail emails matching certain traits to a Google Spreadsheet

Save new Gmail emails matching certain traits to a Google Spreadsheet
  • Gmail logo
  • Google Sheets logo
Gmail + Google Sheets

Add new labeled Gmail emails to rows in Google Sheets

Add new labeled Gmail emails to rows in Google Sheets
  • Gmail logo
  • Google Sheets logo
Gmail + Google Sheets

Add new Gmail emails matching searches to Google Sheets rows

Add new Gmail emails matching searches to Google Sheets rows
  • Gmail logo
  • Google Sheets logo
Gmail + Google Sheets

Add rows to Google Sheets with new Microsoft Outlook emails

Add rows to Google Sheets with new Microsoft Outlook emails
  • Microsoft Outlook logo
  • Google Sheets logo
Microsoft Outlook + Google Sheets

You can choose to set up your Zap to store email information according to certain traits, a specific search string, or a label. Now you have a copy of the messages you want to hang onto, and you're free to clear your inbox.

Take your spreadsheets to the next level

This is just the start of all that you can do with Google Sheets and Zapier. Zapier supports thousands of apps, so you automate almost any task at work. Start building your Zap now and see what you can create.

Related reading:

  • 5 ways to automate spreadsheets

  • Automate your Google apps

  • Google Forms to Google Sheets: How to automatically update inventory

  • How to connect ChatGPT with Google Sheets

  • 7 ways to automate Smartsheet with Zapier

This article was originally published in July 2020 and was most recently updated in January 2024 by Elena Alston.

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'