Store documents on Google Drive

Google Drive is a service provided by Google that lets you store your files online. If you have a Google account, you can integrate it to automatically save a copy of a sales invoice, credit note, or quote as soon as you create or change them.

Note:

To access Google Drive and integrate it, you must have a Google account. If you haven't, you need to create one.

How does Google Drive integrate?

The first time you create a sales invoice, credit note or quote after enabling the integration, a folder is created in Google Drive. This is where copies of your invoices, credit notes, and quotes are stored.

Note:

The copy created in Google Drive, uses the invoice or credit number, for example, SI-2 or SCN-3.

If you change an existing invoice or credit note, a new copy is created in the folder in Google Drive and the old one is sent to the Bin folder. If you move the invoice or credit note to a different folder, a new copy is created in the folder and the original copy you moved is unaffected.

Changes include:

  • Changing any details on an existing sales invoice or credit note.
  • Crediting a sales credit note – This creates both a copy of the credit note and a new copy of the invoice.
  • Recording a payment against the sales invoice. Although there's no visible change to the sales invoice, because the outstanding amount is updated, a new invoice is created in Google Drive.
  • If you void an invoice or credit note, the corresponding copy in Google Drive is sent to the Bin folder.
Note:

If you convert a quote to an invoice, the original quote stays in the folder and a copy of the invoice is created.

To access Google Drive

You can access Google Drive in one of the following ways:

  • Go to https://accounts.google.com.
  • Click Drive.
  • Install Google Drive on your computer and sync this to your online account.
  • Download the Google Drive app on compatible devices.

For more information about how to download Google Drive, visit www.google.com/drive

To enable Google Drive integration

  1. Go to Settings, Apps and connections, Google Drive.
  2. Click Enable.
  3. If you're already logged into your Google account, click Allow access.

    If you're not already logged in, enter your email address and password, click Sign in, and then click Allow access.

You've successfully enabled integration with Google Drive.

To disable Google Drive integration

  1. Go to Settings, Apps and connections, Google Drive.
  2. Click Disable.

You've successfully disabled the integration and your sales invoices, credit notes and quotes are no longer copied to Google Drive. If necessary, you can enable integration again at any time by clicking enable:

  • If you're still logged in to the same Google account you originally used when you first set up the integration, you don't need to do anything else.
  • If you're signed out of Google, sign in and allow access.
  • If you're currently signed into a different Google account, you're prompted to allow access. If you don't want to use this account, sign out and then sign in with the account details you want to use.

To revoke access to Google Drive

Note:

You can only integrate one company with your Google Drive account at any time. If you want to change which company integrates with Google Drive, before you can enable integration with another company, you must first revoke the originally company's access to Google Drive.

  1. Go to https://accounts.google.com.
  2. If you're not already signed in, enter your email address and password, and then click Sign in.
  3. Click Security, and then click Connected applications.
  4. Click sites, and then click Manage access.
  5. Click Revoke Access.
    Note:

    There's no confirmation, access is revoked immediately.

You've successfully removed access to Google Drive and, if required, you can now enable access for a different company.