Append one row per line item (or a wide layout with columns per line) to a Google Spreadsheet when an invoice or expense reaches the Export line items to Google Sheet workflow step. Useful for reporting, BI feeds, and audit trails alongside accounting export.
1. Add the step
- Open Workflow Configuration for Payables or Expenses.
- From the palette, add Export line items to Google Sheet.
- Place it where you want the export to run (often on a Synced branch after accounting export, or on a parallel branch for reporting only).
- Publish the workflow when configuration is complete.
2. Configure the node
Google Drive prerequisite · Connect Google Drive under Settings → Integrations → Data exchange and ensure the workspace folder exists. The step uses the Cortena service account (same as guidelines) and writes under Exports inside your guidelines folder.
| Setting | What it does |
|---|---|
| Destination | Resolves to the tenant Exports folder (link opens in Drive) |
| Spreadsheet filename template | Name of the spreadsheet; slashes create subfolders under Exports (e.g. 2026/Q1 line export) |
| Sheet tabs | Append to the first tab · single sheet grows over time; One tab per month · tab name YYYY-MM from invoice date (UTC) |
| Line items layout | One row per line item (default), or One row per invoice with each line as a block of columns (name, quantity, net, VAT %, line total, booking account, BU/VAT code). Wide layout supports up to 40 lines per invoice |
Use the variable chips to copy placeholders (invoice number, dates, supplier, amounts, etc.) into the filename template.
3. What happens when the step runs
When the workflow reaches this node, Cortena:
- Builds rows from the invoice’s line items and header fields.
- Creates or opens the target spreadsheet under Exports.
- Appends rows (idempotent per line so re-runs do not duplicate the same line key).
- Writes an Activity entry on the invoice with success, failure, or a link to open the sheet.
If Google Drive is not connected or the folder is missing, the step fails with a clear configuration message on the node.
4. Common workflows
- Monthly reporting · Sheet tabs = one tab per month; filename includes
{{invoice_date_yyyy}}. - Post-export audit · Export to accounting → Synced → Export line items to Google Sheet → Set invoice status.
- Wide export for finance · One row per invoice when reviewers prefer horizontal line blocks in Excel/Sheets.
Tips and limitations
- Requires Google Drive data exchange; not a personal “My Drive” upload from the user’s account.
- Wide layout fails with an explicit error when an invoice has more than 40 lines.
- Available for invoice and expense workflows.
- For PDF archival (not line grids), use Send document to Google Drive instead.
Quick reference
| Task | Where |
|---|---|
| Connect Drive | Settings → Integrations → Data exchange |
| Add step | Workflow Configuration → Export line items to Google Sheet |
| Output location | Workspace Exports folder (under guidelines root) |
| Confirm run | Invoice Activity → Google Sheets export entry |
| Open sheet | Link in Activity or Exports in Drive |