Build an order log for fulfilment
Every order appends a row to an Orders table, so quantities total themselves and the packing list is always current.
New submission on your product order form
Add a row to an Orders table in Microsoft Excel capturing product, quantity, options and shipping address
One-directional. A submission triggers the action — nothing is written back into your form.
Most small shops do not need an order management system. They need one row per order, in a file the packing bench already has open, with a total at the bottom that keeps itself up to date.
This flow appends every product order to an Orders table the moment it is placed. Because the table is a real Excel table, a Total column written once copies down each new row, and a PivotTable over the same range totals the day's orders and counts what needs to ship.
Setting it up
- 1
Publish your product order form with Shipping Address and Quantity required — a row that reaches the packing bench without either has to go back to the customer.
- 2
In a OneDrive workbook, create an Orders worksheet and press Ctrl+T on the header row. The Add Row to Table action can only see formatted tables, never a loose range.
- 3
Give the table columns for Received, Customer, Item, Quantity, Options, Delivery, Address, Unit Price, Total and Packed.
- 4
Write the Total formula once in the first data row as =[@Quantity]*[@[Unit Price]]. Excel copies it into every row the Zap appends, so the arithmetic keeps up on its own.
- 5
In Zapier, choose formformform's New Submission trigger, connect your account, select the order form and pull in a test order.
- 6
Add Microsoft Excel's Add Row to Table action, pick the workbook, the Orders worksheet and the table, then map Item Name or Product to Item and Quantity to Quantity.
- 7
Map Color, Variant, or Size to Options and Delivery Method to Delivery, and leave Unit Price and Packed unmapped — one comes from your price list, the other is ticked by whoever packs the box.
- 8
Run a test order, check that the Total cell calculated, then switch the Zap on. Add products and priced options when you want the customer to continue to secure hosted checkout.
What maps where
Using the Product Order Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Microsoft Excel |
|---|---|
| Full Name | Customer column in the Orders table |
| Item Name or Product | Item column, the PivotTable row field |
| Quantity | Quantity column, formatted as a number so Total can multiply it |
| Color, Variant, or Size | Options column read at picking |
| Shipping Address | Address column, wrapped for label printing |
| Delivery Method | Delivery column, filtered to separate collections from posts |
Variations worth knowing
Use Zapier Paths on Delivery Method so collection orders append to one table and deliveries to another. The bench works from the first, the courier manifest prints from the second, and both tables live in the same workbook.
Point a PivotTable at the Orders table with Item Name as rows and Quantity as values. It refreshes when the file opens and tells you how many of each product to pull off the shelf before any packing starts.
If something isn't arriving
Form answers arrive as text, and a text 3 will not multiply. Insert a Zapier Formatter Numbers step before the Excel action to convert Quantity, and format the Excel column as Number.
Shipping Address is a single multi-line answer. Either turn Wrap Text on for that column and widen it, or use Formatter's Split Text on the line break to fill separate Address, City and Postcode columns.
Frequently asked questions
Can the form take payment for the order?
Yes. Add products and priced options to the form, then collect payment through secure hosted checkout with Stripe, PayPal, or Square. Payment status is tracked alongside the response.
Do rows stay in the order the orders arrived?
Add Row to Table always appends to the bottom, and Zapier handles submissions as they come in. If you re-sort the sheet for picking, map the trigger timestamp into the Received column first so the original sequence is recoverable.
Can someone have the workbook open while orders are landing?
Yes, provided it sits on OneDrive or SharePoint and is opened in Excel for the web or a current desktop version, where coauthoring handles it. An offline copy held open by an old client is what causes writes to fail.
Related automations
- Aggregate survey and feedback responses
Each feedback response becomes a row with the score, the product and the comments, ready for averages and PivotTables.
- Collect job applications in a hiring sheet
Applications land in a Candidates table you can filter by role and colour by stage as people move through the round.
- Log new leads to a tracking workbook
Each quote request becomes a row in a Leads table, with company, service type and budget already in their own columns.
- Route support requests into a triage log
Every bug report lands in an Inbox table with severity and reporter, sorted so triage starts with the worst of them.
- Track event RSVPs and registrations
Registrations append to an Attendees table, so the headcount totals itself and dietary needs are countable before the day.
- Add every inbound enquiry to your Notion leads database
Every business enquiry lands in your Notion Leads database as a page tagged New, with the company and inquiry type already filled in.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
Start free