How to export Magento orders to Google Sheets

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Running an online store generates a lot of vital information you want to keep track of at all times. As the volume of orders grows, it gets harder and harder to track them all from within the dashboard. Being able to export Magento orders to Google Sheets will give you peace of mind and a much better overview of your business.

We’ll show you how to set up automatic imports of Magento orders into your spreadsheet. Better yet, we’ll share a template you can copy and run with just a few minutes of initial setup. All of this, with no coding skills required.

How to export Magento orders to Google Sheets?

Magento has some basic export options available for orders, products, customers, and other entities. You’ll find them on the respective pages in the top-right corner. CSV and XML are available as formats.

The drawback of this approach is that you’ve got to export Magento data manually each time you need fresh data. It’s probably fine if all you need is to prepare a monthly report. 

Things start getting more difficult when you actually want to operate based on the data in your spreadsheet – monitor fulfillments, analyze weekly sales, and track orders as they come.

In situations like these, you need a way to automate the import process. This is when Magento API comes in handy. With it, developers can pull virtually any data from Magento and import it into their favorite tool.

What if you’re not a developer or don’t have one available at the time? Or perhaps you are one but don’t want to delve into the Magento documentation right now? 

The process can be greatly simplified with Coupler.io – the tool for importing data from the apps you love and the template for exporting Magento orders that we’ve prepared for you. 

We’ll now explain how to set things up.

Export Magento orders – initial setup

To enable the export of Magento orders data to Google Sheets, we need to first configure the Magento connector.

• Load your Magento dashboard.
• Click on System from the menu to the left. Select Integrations.
• Click the Add New Integration button to the right.
• Fill in the name and insert your password at the bottom. Optionally you may include an email address to be notified of any issues or system changes. Afterward, click API.

• In the next step, specify which data entities you want to share with Coupler.io. The app doesn’t store any of this data but it will need sufficient permissions to import other entities – such as customers or products. If you’re only interested in orders, tick only this section as shown below. Then, click Save.

• Your integration is not yet active. Press the Activate button then, when prompted, approve access to the entities you previously agreed to share.

• You’ll see your individual credentials on the final screen. Copy the Access Token and close the Magento dashboard.

The last stage of the setup process is adding the Coupler.io add-on. Install it now. We’ll explain how to proceed with it in the next chapter.

Template to export orders from Magento

Now, launch the template file if you haven’t yet. Press File, then Make a copy and save it in the desired destination.

To run the Magento orders import, you need to insert just two details in the green fields on top:

• Add your domain address into the DOMAIN field
• Add the Access Token you just copied into the TOKEN field

For example, like this:

Make sure you added http:// or https:// ahead of the URL and did not include a slash afterward. 

The data will automatically populate the configuration below. 

As the next step, click on Extensions in the menu, then Coupler.io and Open Dashboard. The dashboard will load to the right side of the screen.

Note: If you don’t see Coupler.io on the list of extensions, double-check that it’s properly installed as we outlined in the previous chapter. If the problem persists, try to restart the browser and see if that helps.

The final step is to click the Run button. The add-on will load for a short time and will then create a new tab named Orders, as included in the configuration.

Here’s a piece of a sample Magento orders export:

You’ll certainly notice that it contains a lot of information, perhaps too much for your taste. We’ll explain shortly how to limit the number of imported fields or customize the results. For now, we’ll continue with another important aspect of importing data from Magento.

How to set up an automatic order import from Magento?

If you’re happy with your importer, you probably want to save it for future use. Better yet, you may want to set up a schedule so that the data is refreshed automatically, without any effort from you

To enable this, click the three dots next to your Magento importer and then press Edit. A configuration interface will load. 

Log in with your Google account and authorize Coupler.io to access your account. Then, select the spreadsheet that contains the data you want to import.

Finally, decide on the schedule that your imports should follow and press the Save and Run button.

Your importer will run again and then refresh the data according to the schedule.

Note: To avoid creating duplicate importers, the configuration will disappear from your Google Sheets file. You will be able to access and edit any importers you create in the Coupler.io dashboard.

Export Magento orders with products and other customizations

As we talked about just moments ago, there are plenty of ways you can customize the imports. 

The most basic way is to limit the number of imported columns so that you only get the relevant data you need. You can do this by listing what you want to see in the fields field, comma-separated. For example:

Then run the importer again and it will return a much more concise dataset:

In a similar way, you may want to filter out all the shipping or billing information and focus on the products purchased by customers. It’s possible but it works in a slightly different fashion.

Fields such as items.name, items.sku, or items.item_id can’t be fetched individually as they’re part of an items array. As such, you can only import an entire array. Including items in the fields field will fetch everything on product names, parameters, associated taxes, and prices.

Another customization would include importing only orders with a specific status – for example, “processing”. It’s very simple to add the filtering criteria.

In the queryParams field insert the following:

searchCriteria:
 filter_groups:
 - filters:
   - field: status
     value: processing
     condition_type: eq

Then, run the importer and only orders with the “processing” status will be fetched.

You can create multiple importers without leaving the configuration file. Simply copy the configuration and paste it below, making any desired amendments. Refresh the list of importers and run either of them or all at once.

Important: Coupler.io only recognizes configuration placed in the Datasource Index tab. As such, renaming the tab or placing configuration elsewhere won’t trigger the creation of an importer.

Magento orders export – final words

You may also be interested in exporting other Magento entities, such as customers, categories, or a more detailed product entity. If that’s the case, jump to another article on exporting Magento data to Google Sheets where we discuss the topic in more detail.

What’s more, check out other Google Sheets integrations offered by Coupler.io, including Airtable, Pipedrive, Hubspot, and QuickBooks. You can pull data from many different services simultaneously and freely blend it together – in a spreadsheet or even in data visualization tools such as Data Studio. 

Thanks for your time!