We email purchase orders to a supplier using Xero. We also need to email supporting PDF documents to the supplier. These documents are specific to each order.
Xero, in their infinite wisdom, does not provide any way of attaching additional files to emails when sending the purchase order to a supplier.
The only workaround I can think of is to create some kind of Zapier automation for doing this. It seems a bit overkill, but I don't know how else we can do it.
The PDF file we need to send with the purchase order is specific to the order. We are not sending the same PDF file with every order.
The files are located on a Google Drive. The file name is usually the same as the purchase order number. E.g. where a Xero purchase order number might be PO-2506, the supporting PDF file would be located on Google Drive in a directory called PO-2506, and would be titled PO-2506.pdf.
I'm hoping that using Zapier and integrations with Xero, Google Drive and Google Mail, an automation could be set up that happens when the purchase order is emailed to the supplier. The zap would locate the relevant PDF file on Google drive (based on PO number) and send a new email with this attachment to our supplier.
For what it's worth, we can also upload the PDF file to the Xero purchase order. Whilst it's possible to upload attachments to the purchase order in Xero, there's no way to send these attachments in an email from within Xero. But maybe Zapier can do something with the Xero attachment? This would be an alternative to locating the file on Google Drive.
If anyone has any bright ideas please let me know!
