Case Study: WooCommerce to Trello Integration & Automation

Smart Automation That Connects WooCommerce, Trello Seamlessly With The Help Of Google Sheets

We helped an e-commerce business automate order processing, inventory management, and invoicing by integrating WooCommerce with Google Sheets. Our custom solution eliminated manual workflows and provided real-time synchronization across multiple platforms, saving time and reducing errors. The one-time investment in the system led to significant cost savings and improved efficiency, allowing the client to scale without increasing staff or relying on expensive third-party tools.

Project Overview

The primary objective for businesses and professionals in this space is to simplify and automate the data reconciliation process. Clients need a solution that can:

Our client’s business relied heavily on WooCommerce for online orders and bookings.
However, managing order fulfillment in Trello was a manual and time-consuming process — team members had to manually copy each WooCommerce order into Trello, link it with its booking, and track its status.

To solve this, Sutra Analytics developed a complete WooCommerce–Google Sheets–Trello automation system that:

Automatically pulls orders and bookings from WooCommerce
Maps orders to their related bookings
Creates Trello cards automatically for every new order
Updates data and timestamps inside Google Sheets in real time

Objective

To create a fully automated synchronization system that removes manual data entry and ensures every WooCommerce order is visually represented in Trello — complete with booking details, order info, and tracking links.

The Data Setup

The automation uses three connected Google Sheets tabs, each serving a specific role:

WooCommerce Orders Sheet

Automatically pulls all order details (customer info, billing/shipping, totals, taxes) and updates a timestamp, then fills Trello Card IDs & URLs once cards are created.

WooCommerce Bookings Sheet

Fetches booking details (dates, status, cost) and maps each booking to the correct order using the Woo Order ID, with its own last-updated timestamp.

Trello IDs Sheet

Stores every created Trello Card ID, URL, and creation time, and includes a smart “Skip” logic to avoid generating duplicate cards.

Automation Flow

Here’s how the full system works step-by-step:

Automated Order Processing:

The script fetches all order data via WooCommerce API and writes it to the WooCommerce Orders tab.

Pull WooCommerce Bookings:

Booking data (with dates and cost details) is retrieved from the WooCommerce Bookings API and written to the WooCommerce Bookings tab.

Map Orders with Bookings:

The script compares both sheets using the Woo Order ID. Each order is matched with its booking record.

Auto Timestamp Updates:

After each cycle, both the Orders and Bookings sheets get their “Last Updated” date refreshed — so the client always knows when the latest data was fetched.

Update Trello IDs Sheet:

The Trello Card ID and URL are logged into the Trello IDs Sheet — marking that order as processed.

Write Back to Orders Sheet:

The same Trello Card ID and URL are automatically pushed back to the WooCommerce Orders sheet for quick reference.

Create Trello Cards Automatically:

1. Once mapping is complete, the system connects to the Trello API and creates a new card for every mapped order.
  Each card includes:
  - Customer Name & Contact
  - Order & Booking Details
  - Delivery Time & Address
  - Total Amount

Technologies Used

WooCommerce API

Enables the system to fetch real-time order and booking data directly from the store, ensuring that every new purchase or update is instantly reflected in the automation workflow.

Google Apps Script

Acts as the “brain” of the automation, connecting WooCommerce with Google Sheets and Trello, processing data, creating cards, syncing timestamps, and running the entire workflow automatically.

Trello API

Allows the system to create Trello cards programmatically, attach all order and booking details, update existing cards, and ensure the Trello board always stays in sync with WooCommerce.

Google Sheets

Serves as the central dashboard where all order data, booking details, Trello IDs, timestamps, and logs are stored, giving the client a complete real-time view of their operations.

Results & Benefits

1. Fully Automated Integration

The entire process — from fetching orders to creating Trello cards — happens automatically without any manual steps. The team simply opens Trello and sees every new order already organized and ready to work on.

2. Zero Manual Entry Between Systems

All data flows seamlessly through APIs and Google Apps Script, removing the need for copy-paste or manual updates. This eliminates repetitive work and prevents mistakes caused by manual handling.

3. Real-Time Sync of Orders, Bookings & Trello Cards

Whenever WooCommerce updates an order or booking, the system instantly reflects the change in Google Sheets and Trello. This ensures the team always works with the latest and most accurate information.

4. Accurate Order-to-Booking Mapping Using Unique IDs

The automation uses the Woo Order ID as the binding link, guaranteeing precise matching even when orders contain multiple bookings. This prevents mismatch errors and ensures every Trello card shows the correct booking details.

5. Clear Tracking Dashboard Across Three Sheets

Google Sheets acts as a live control center where all orders, bookings, Trello IDs, timestamps, and statuses are visible at a glance. This gives the team full transparency without switching between tools.

6. Time Saved: Several Work Hours Every Day

By automating data fetching, mapping, and Trello card creation, the system replaces hours of daily manual effort. The client can now focus on fulfillment and customer service instead of administrative tasks.

Before Automation vs After Automation

Before Automation

Manual copy-paste of WooCommerce orders into Trello
Orders and bookings mapped manually
Updates were inconsistent and often delayed
Data scattered across WooCommerce, emails, and Trello
Frequent human errors during data entry

After Automation

Trello cards created automatically for every new order
Orders and bookings auto-linked using Order ID
Real-time updates via API
Centralized Google Sheets dashboard for full visibility
Zero manual entry → zero errors

OUTCOME

With this system in place, the client now has a smart, auto-updating dashboard that:

Pulls WooCommerce order & booking data automatically
Maps everything seamlessly
Creates Trello cards with full detail
Keeps Sheets updated with Trello links & timestamps

Their team now simply opens Trello — and every new order is already there, ready to be tracked and completed.

Client Testimonial

Our Trello board now updates automatically every day. We no longer waste time copying data — everything just appears in Trello with complete details. It’s a huge time-saver and makes our process effortless.

Store Owner

Conclusion

This project successfully replaced a slow, manual, and error-prone workflow with a fully automated system that keeps WooCommerce, Google Sheets, and Trello perfectly synchronized. By automating the flow of orders and bookings into Trello — along with accurate mapping, real-time updates, and automatic card creation — the client now operates with complete clarity and zero manual effort.

The central dashboard in Google Sheets gives the team instant visibility into every order, booking, and Trello card, ensuring nothing is missed and every step is fully trackable. The automation not only saves several work hours each day but also eliminates human errors, improves response time, and increases the team’s ability to manage higher order volumes without additional staff.

Overall, this solution demonstrates how intelligent automation can streamline operations, reduce workload, and turn complex multi-platform processes into simple, hands-free workflows that scale with the business.

See Other Similar Project Reviews

Discover how our WooCommerce and Google Sheets integrations have helped many businesses streamline operations, boost efficiency, and save time.

This integration has completely eliminated the need for manual data entry. Orders, inventory, and invoices are all automated now. It’s saved us countless hours each week!

Before implementing this solution, we were constantly bogged down by manual updates. Now, everything happens automatically. Orders, inventory, taxes—it’s all in sync. This has completely transformed how we operate and saved us a significant amount of time and money. Thanks to Kishan for his amazing work!

The integration has been a game-changer for us. Our inventory updates in real-time, order processing is automated, and errors have been reduced by 90%. Highly recommend it!

We’ve been using this integration for over a month, and it’s honestly saved us so much time. Invoices are automatically generated, tax calculations are done, and our inventory is always up to date.

I can’t believe how much more efficient our operations are. We’ve cut down on human errors, and the time we spent updating orders and inventory has been reduced drastically. The automation works perfectly.

We’ve always struggled with keeping our inventory accurate, and order processing used to take up so much of our time. This solution has completely automated everything for us. Our inventory is now updated in real-time, orders are processed without delay, and tax management is a breeze. I can’t imagine going back to manual processes. It’s been such a relief.

We were initially hesitant about automating our processes, but Kishan’s team made everything so simple. The integration is smooth, and our team is spending less time on data entry and more on strategy. Very satisfied with the results.

All our inventory and orders are now synced automatically. It’s so much easier and we make fewer mistakes.

We’ve been using this integration for a few months now, and it’s worked exactly as promised. All our sales data, inventory, and tax calculations are automatically synced with Google Sheets. It’s taken a huge burden off our shoulders and allowed us to focus on higher-value tasks. One of the best decisions we’ve made for our business.

Since integrating WooCommerce with Google Sheets, we’ve saved over 10 hours a week. Automating inventory, orders, and invoicing has been a huge time-saver for our team!

The transition from manual tracking to automated processes was seamless. We now have instant access to inventory updates, order statuses, and tax calculations. The reduction in manual work has been a game-changer!

This integration has helped us reduce operational costs significantly. We no longer need extra staff for data entry or worry about invoicing mistakes. Our team is now focusing on growing the business instead of fixing errors.

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Automatically create Trello cards for new orders
Sync order status, shipping updates and customer info
Reduce manual data handling and task-misses
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