Alongside Keyline, you need a Google account and an account with “Make”.
There, you can easily build your scenario to suit your needs. No programming knowledge is required. Make lets you connect to around 1,200 services. Whether CRM, controlling or marketing — the possibilities are almost limitless.
Here is an example of how you can automatically add all invoices and credit notes to a Google Sheet.
We start in Make and create a webhook.
Once a new webhook has been created, we can add it to the trigger in Keyline so that Keyline can send the event to that exact URL.
Next, in the Keyline admin area under integrations, we create a new subscription and a new trigger.
It should then look something like this:
Simply click “Add-Trigger”, select the trigger you want (in our case “Reversal invoice created” and “Customer invoices updated”) and send it to the URL from Make using GET or POST.
It is important to “listen” for the data in Make once.
To do this, click “Redetermine Date Structure” in the webhook. Make then waits for data. As soon as you activate the selected trigger, Make should show that something has been received.
Since we want to update the rows in our Google Sheet rather than always create a new row, we add a new module:
And configure the settings:
First, connect your Google account and then select your list. It is best to prepare a table with your chosen parameters beforehand.
Here we define what to search for. In our case, this is the invoice number, as it is unique and does not change:
Next, we create a router to give the workflow several options or paths:
We add a new module with the “Update a Row” function and the following settings:
You can copy the formulas and variables so that Google displays the values “nicely”. This lets you use functions that Google Sheets will interpret correctly straight away.
We then add a filter between the router and the module we have just created, so that the data only follows this path if that row number already exists:
We also need a module that creates a new row if the invoice has just been created (Add a row):
Here, too, we add a filter so that the data only arrives here if the row does not yet exist:
As the company name is not included automatically, we retrieve it separately and replace it with the Organisations_ID:
First, we add a Sleep module to make sure everything has been written to Google Sheets and can actually be updated:
You will find the module under Tools. Set it to 5 seconds, for example:
It should look like this:
Now we need to run another search. To do this, we add another module with “Search Rows” and configure the following settings:
We then retrieve the final invoice from Keyline separately using a GET request:
Using the HTTP module and the following settings:
Our Bearer Token is only an example — you need to enter your own API key here. You can easily create one in the admin area.
Finally, you just need to define which column should be updated. We want to replace the Organisations_ID with the correct company name.
So we need another new module with “Update a Row” and the following settings:
Just get in touch and we will be happy to send you the blueprint.
You can then simply import it into an empty scenario:
You will then need to adjust the parameters in each module.
For example, the URL in the blue HTTP module:
And your API key in the purple field.
That is all there is to it. 🎉
Now you just need to save the scenario.
We are happy to help you set up your workflow outside the usual Keyline support. We offer a defined number of support hours that you can use flexibly. For example, we can help you create workflows. We train you and your team to create your own apps without any programming knowledge using Make.com, a no-code platform. Of course, we also provide traditional consulting, analyse your current processes and suggest suitable, practical improvements. Just get in touch!