Working With Line-Items In Zapier

Line items are individual pieces of data within a larger set, often used for things like invoices, order forms, and reports. If you're trying to automate any of these tasks with Zapier, you've come to the right place.

Working With Line-Items In Zapier

Line items are individual pieces of data within a larger set, often used for things like invoices, order forms, and reports.

If you're trying to automate any of these tasks with Zapier, you've come to the right place.

In this post, we'll dive into three essential line-item tools in Zapier:

  1. Text to line-item
  2. Line-item to text
  3. Line-itemizer

We'll cover what each tool does and when to use it. I'll show you how to implement them in your zaps and share real-world applications.

By the end of this post, you'll have a comprehensive understanding of how to work with line items in Zapier and know how to incorporate them into your zaps with ease.

Where to Find Zapier Line-Item Tools

All line item tools can be found in Formatter by Zapier. For the event, select 'Utilities.'

In 'Transform,' you'll see a list of line item tools; line itemizer, line-item to text, and text to line-item.

Text To Line-Item

By using text to line-item conversion, you can create multiple line items from text.

This method is useful when you need to produce line items for a specific set of data. For example, if you need to create line items for fruits, you would simply add the name of each fruit and separate them with a comma.

You can see that the original input text, 'apples, oranges, grapes, melons, peaches,' got converted to the following line items:

  1. apples
  2. oranges
  3. grapes
  4. melons
  5. peaches

I added a Google Sheets action and selected the event 'Create Multiple Spreadsheet Rows,' creating multiple rows at once.

I mapped the output value of 'text to line-item' to the input field 'FRUIT'

Zapier will produce several line items for each row of the specified spreadsheet column.

As you can see above, Zapier successfully populated each line-item row with the correct fruit name in the column 'FRUIT.'

This tool is fantastic for creating invoice line-items. I created a separate tutorial on how to automate Quickbooks Online invoices with Zapier, which you can check out here. If using Zapier to automate the creation of invoice line-items is your use case, I definitely encourage you to check it out.

Line-Item To Text

Line-item to text is the opposite of text to line-item. This tool converts line-items into a block of text and separates each item into individual items.

Use this option if you have line items from a previous step and want to convert them to text for the purpose of grabbing the entire text block or individual items from the output.

In the test output, you can see that Zapier converted the line-items to text and separated them into two groups: individual items (item_1, item_2, item_3, etc.) and text (apples, oranges, grapes, melons, peaches).

I added another Google Sheets step to create a new row in the spreadsheet that I shared earlier.

In the screenshots below, you can see that there are two ways to add the data from the previous line-item to text step.

On the left, you can see that we used the text block output. On the right, you can see that we used the individual text items and separated each value with a comma.

Regardless of which option you choose, the result will be the same. As you can see above, Zapier populated the text data from the previous line-item to text step into cell A7.

Line-Itemizer

The line-itemizer is similar to the text to line-item step, but it allows you to create line-items for multiple columns or properties.

For instance, in addition to creating line items for just fruit, you may want adjacent line items for price and expiration month.

The purpose of the 'Line-item(s) Group Name' is to identify the entire group of line-items. The 'Line-item Properties' on the left represent the column names, and the input boxes to the right are where you add the line items for each column.

Similar to the text to line-item step, we separate each value with a comma. The line-itemizer is convenient because instead of having several text to line-item steps for each of these properties, we can use one line-itemizer step that handles all the line-item properties.

Just make sure that the properties have an equal number of comma-separated values. For example, if fruit and price have five values each and good thru month has six values, then Zapier will produce an extra line item row. In that row, the cells for fruit and price will both be empty, but good thru month will contain the extra value.

Zapier produced five line items with the specified properties. The output data is separated by property type, so you can pull and map data to their respective columns or fields.

For example, we can create multiple rows in Google Sheets using the output data from the line-itemizer.

Simply map the output property data from the line-itemizer step to their respective columns in Google Sheets.

Output data from line-itemizer being mapped to Google Sheets columns

As you can see above, Zapier created multiple rows (8 through 12) in Google Sheets for the specified columns (fruit, price, good thru month) using the output property data from the previous line-itemizer step.

Concluding Thoughts

Working with line items in Zapier can be a powerful tool for automating tasks such as invoices, order forms, and reports.

In this post, we covered three essential line-item tools: text to line-item, line-item to text, and line-itemizer. By using these tools, you can easily create multiple line items from text, convert line items into text, and create line items for multiple columns or properties.

With Zapier, you can seamlessly integrate these tools into your workflow and automate your tasks more efficiently. With this knowledge, you can confidently work with line items in Zapier and incorporate them into your zaps to achieve greater automation efficiency.

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