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Posted on July 10, 2024

How To Export WooCommerce Orders to Google Sheets In Real Time

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Are you looking for a way to export WooCommerce orders to Google Sheets in real-time?

Google Sheets is a popular online spreadsheet application that allows businesses to collaborate seamlessly. Its real-time collaboration feature means that any new data entered is instantly available to all users, providing the most current information for everyone to work with.

In this step-by-step tutorial, we'll guide you through the process of exporting your WooCommerce orders to Google Sheets as soon as they are placed on your website.

But before we dive into the step-by-step guide, let's explore some key benefits of exporting WooCommerce orders to Google Sheets in real time.

Benefits of Exporting WooCommerce Orders to Google Sheets in Real Time

Google Sheets is one of the most widely used online tools by eCommerce businesses. It allows them to easily organize data, perform calculations, and bring clarity to chaos. 

When it comes to exporting WooCommerce orders, Google Sheets offers an efficient solution for data management and operational workflows. It comes with many benefits such as:

  • Real-Time Collaboration
    Google Sheets enables you to collaborate with third-party services in real-time, allowing multiple users to work on the same data simultaneously. This provides instant access to new order data as soon as it becomes available on your website.
  • Improved Accuracy
    Real-time data sync eliminates the need for manual data entry, reducing the risk of errors. This ensures that your order information is always accurate and up-to-date.
  • Better Reporting
    Automatically exporting orders to Google Sheets simplifies the process of generating sales performance reports. You can use advanced functions, charts, add-ons, and scripts to analyze your data and identify trends to make informed, data-driven decisions.
  • Data Backup
    As a cloud-based service, Google Sheets offers a secure way to store your order data. This ensures that your information is safely backed up and can be easily accessed in the event of data loss.

 With these benefits in mind, let's move on to the detailed steps to set up the integration.

Step-by-Step: How To Export WooCommerce Orders to Google Sheets In Real Time

When it comes to exporting WooCommerce orders, WP All Export stands out as the best plugin. It is a comprehensive and user-friendly plugin that allows you to export all order data, including the custom field data.

It also includes an integration with Zapier, that allows you to connect to thousands of third-party applications, including Google Sheets. This setup enables real-time sync of orders between your website and Google Sheets.

To get started, you'll need to install the premium version of WP All Export Pro along with its Export WooCommerce add-on plugin.

Let's dive into the detailed steps to set up this seamless integration.

1. Create a New WooCommerce Order Export

Once you have installed WP All Export and its WooCommerce add-on, navigate to All Export › New Export from your WordPress dashboard. WP All Export supports exporting all WordPress and WooCommerce data, including orders, products, posts, pages, and more.

For this tutorial, select "WooCommerce Orders" as the Post type. 

WP All Export will scan your website and display the total number of orders available for export. Don’t worry about the numbers at this stage, as we’ll set up real-time export in the following steps.

WP All Export creates an entry for each order status in your Google Sheets file. To avoid creating duplicate entries, we need to add a filter to export only "Completed" orders.

To do this, simply expand the Add Filtering Options section and add the following filter rule:

  • Select Element as "Order Status"
  • Select the rule as "contains"
  • Enter the value as "Completed"
Filter completed order to export

Once you've added all three components of the rule, click the Add Rule button to filter your orders.

Filter applied in WP All Export

Next, click Customize Export File at the bottom to proceed to the next step.

2. Select Your Order Export Columns

WP All Export comes with a user-friendly interface that allows you to select WooCommerce order details using an intuitive drag-and-drop selector.

On the right side of the page, you'll find the Available Data section, which lists order fields organized into different tabs. 

These categories include:

  • Order
  • Customer
  • Items
  • Taxes & Shipping
  • Fees & Discounts
  • Notes
  • Refunds
  • Custom fields

To add an order field to your export file, simply expand one of the field categories and use the drag-and-drop selector to add the field to the selection area. Follow the same procedure to add the remaining fields to your export file.

drag and drop order fields into selection area

WP All Export is a powerful tool that allows you to customize spreadsheet columns on the fly. You can combine multiple fields into one column, split multi-value fields into separate columns, or use the custom PHP editor to manipulate the data exactly how you want.

To combine multiple fields into one column, click the Add Field button below the selection area.

In the window that appears, select the Custom Export Field option and expand the Customer tab in the Available Data panel.

Drag the [Billing First Name] and [Billing Last Name] fields into the export field area and add a space between the two fields.

Finally, enter “Customer Name” in the Column Name field and save the field.

combine multiple fields to single column

Once you have added all the desired fields, click the Preview button to see how the order entries will look in a spreadsheet.

If everything looks okay, click Continue to move to the next step.

3. Enable Real-Time Export of WooCommerce Orders

WP All Export includes several advanced options, one of which is enabling real-time export of orders.

In the Export Settings screen, expand the Advanced Options panel and select the first option, "Export each WooCommerce Order in real-time as they are completed," to enable real-time exports.

This will automatically hide all other options.

Next, add a custom file name and click the green Confirm & Run button to proceed to the next step.

WP All Export will generate a test export file that you must download. Keep this file handy, as you will need it later to prepare your Google Sheets file.

Download the test file

The above step will create a trigger in WP All Export that runs every time a new order is placed. To add data to Google Sheets, we'll need to configure an action using the Zapier integration. Let's look at how to do that next.

4. Connect WP All Exports to Google Sheets Using Zapier

Zapier is a no-code automation builder that allows you to connect to over 5,000 apps, including Google Sheets.

To simplify the process of creating the Zap, you can use the new AI Zap builder to create the integration in just a few clicks.

Zapier AI to create zaps

If you prefer to manually create the Zap, follow the steps below.

  • Go to the Zapier website and log in to your existing account. If you don't have an account, create one.
  • Click the + Create button and then select Zap from the dropdown.
Create new zap in Zapier
  • Zapier will ask you to select a trigger for the automation. In the search box, type "WP All Export Pro" and select it from the results.
Select WP All Exports as the trigger
  • The automation builder will open. In the side panel, click the Event search box and select "Real-Time Export Completed." Once done, click Continue to move to the next step.
choose real time exported as event
  • Zapier will ask you to connect your WP All Export account. To do this, click the Choose button and then + Connect a new account. A new window will open where you need to enter the API key from the WP All Export settings page and the website URL. After you've entered both details, click Yes, Continue to WP All Export Pro to verify and connect the site. Once done, click Continue to move to the next step.
Connect WP All Export to Zapier
  • In this step, Zapier will ask you to select the trigger we created in WP All Export. Click inside the search box and select the recent real-time exports from the list.
Select your most recent order export as trigger
  • Next, click Continue to test your trigger. If everything works as expected, you'll see a green checkmark in the Test tab. Click the Continue button to set up your Action.
Test your trigger

5. Create a New Google Sheet and Connect It to the Zap

To connect your Google Spreadsheet to Zapier, you'll first need to set it up. Follow these steps:

  • Go to Google Sheets and create a new sheet.
  • Position your cursor in the A1 cell, then go to File › Import › Upload. Drag and drop the test file we downloaded previously and select Add to current sheet as the Import location. Leave everything else as is and click the Import data button.
Create new Google sheet and import the test file
  • Return to the Zapier website and click the Action button. In the window that appears, search for Google Sheets and select it from the list.
search for Google sheets in the Action search box
  • Next, select the event as Create Spreadsheet Row and click the Continue button.
Select create spreadsheet row as event
  • Zapier will ask you to connect your Google account. If you previously connected your account, you don't need to do anything here—just click the Continue button.
Connect your Google account to Zapier
  • In this step, you need to select the Google Sheet you just created. Click each box to select the relevant Google Drive, Spreadsheet, and Worksheet.
Select your Google Sheet and worksheet
  • After selecting the sheet, you'll be asked to map the order fields to the relevant columns in Google Sheets.

6. Test Your Real-Time WooCommerce Orders Export

The final step is to test whether new orders automatically appear in the Google Sheet. Click the Continue button to run the test, then navigate to Google Sheets to see if the new order data appears.

If everything works as expected, give your Zap a name and publish it.

Publish your zap to export orders in real time

That's it! You've successfully set up real-time exports of WooCommerce orders to Google Sheets using Zapier.

Export WooCommerce Order to Google Sheets in Real-Time - Wrap-Up

Creating a real-time sync of WooCommerce orders with Google Sheets can significantly enhance your business operations. It ensures that your team always has access to the most recent orders placed on the website. This can help them with real-time collaboration and decision-making.

WP All Export is the best order export plugin that integrates with Zapier to allow you to connect to Google Sheets with any coding skills. Apart from this integration, WP All Export also includes other features that make it a great plugin.

These features include:

  • Full order details, including support for variations and product custom fields.
  • Simple drag and drop interface to select and organize fields.
  • Support for multiple file formats, including Excel (.xls or .xlsx), CSV, and XML.
  • Easily present multi-value fields in separate columns or combine multiple fields into a single column.
  • Modify export data on the fly using custom code.

Ready to effortlessly export your WooCommerce order data? Download and install the WP All Export plugin today!

Export WooCommerce Orders to Google Sheets - Frequently Asked Question

Can You Export WooCommerce Orders to Excel?

Yes, you can easily export WooCommerce orders to Excel using the WP All Export plugin. 

  1. Create a new export in All Export > New Export.
  2. Choose WooCommerce Orders as the export type.
  3. Customize the export by setting up the export columns.
  4. Change the Export Type to Spreadsheet > Excel File.
  5. Run the export and download the WooCommerce orders in Excel.

How Do I Export WooCommerce Products to Google Shopping?

Here’s how you can export WooCommerce products to Google Shopping:

  1. Go to All Export > New Export and select WooCommerce Products.
  2. Change the Export Type to Feed > Google Merchant Center Product Feed.
  3. Configure the export as required.
  4. Upload to Google.
  5. You can also create a custom WooCommerce product feed.

How Do I Download All Products From WooCommerce?

WP All Export supports the export of product data. Here are the steps to follow:

  1. Create a new export in All Export > New Export.
  2. Select WooCommerce Products from the available post types.
  3. Customize the export file.
  4. Complete the export and download your file.

How Do I Export and Import Data From WooCommerce?

To efficiently migrate data from one WooCommerce site to another, you can use a combination of the WP All Export and WP All Import plugins.

  1. Use the WP All Export plugin to export data from your source site.
  2. Import the exported file to your destination site using the WP All Import plugin.

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