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New-Order Log in Google Sheets for Etsy Sellers with Make
Each new order adds a clean row to your Google Sheets order log: order number, status, paid and shipped flags, totals, gift flag, and each item's title, SKU and quantity. For your own records only.
Not yet tested · planned: mock-tested. Steps and numbers may change after testing.
At a glance
- Who it's for
- Sellers with 5+ orders a week who keep (or want) an order spreadsheet for records, reconciliation or production planning.
- The task
- Copying each new order from Etsy into a spreadsheet by hand.
- Tools & cost
- Make: Free plan[price-check] (1,000 credits a month[price-check]; 15-minute minimum interval[price-check]; appears to allow 2 active scenarios, community-forum report) (Paid plans[price-check]) · checked[price-check]
Credits: Estimated: every 6 hours ≈ 210 credits/mo (120 checks + about 87 orders); every 2 hours ≈ 450/mo (360 checks + about 87 orders). Every 15 minutes ≈ 2,970/mo, over Make Free.
Free plan: likely enough at the recommended schedule (estimate, see credit table) - Google Sheets: Free with a Google account[price-check] · checked[price-check]
Free with a Google account - Etsy: No extra Etsy cost for this recipe beyond your normal selling fees[price-check] · checked[price-check]
No extra cost beyond your normal Etsy selling fees[price-check]
- Make: Free plan[price-check] (1,000 credits a month[price-check]; 15-minute minimum interval[price-check]; appears to allow 2 active scenarios, community-forum report) (Paid plans[price-check]) · checked[price-check]
- Recommended schedule
- Every 2 to 6 hours (6 is cheapest). One switched-on scenario.
- Setup time
- ~20 min (estimate)
- What you copy/install
- Make blueprint (live scenario; switch on only this one): ETSY-013.blueprint.json[LINK: /downloads/ETSY-013.blueprint.json]
- Practice scenario blueprint (Run once only; never switch on): ETSY-013-practice.blueprint.json (download) Draft, not tested
- Order-log Sheet template (no buyer-email column): ETSY-013-template.xlsx[LINK: /downloads/ETSY-013-template.xlsx]
- Sample order file for your own dry run: sample-shop-receipt-v3.json (download)
- Connections in Make: your Google account and your Etsy shop
- What success looks like
- The sample order adds exactly one matching row; your first real order adds one row with the same columns. No email or text-message steps.
- Last tested
- Not yet tested (intended: mock-tested)
- Time saved
- ≈ 30 min/week Estimated (assumptions below)
Time saved: ≈ 30 min/week (Estimated)
Assumptions:
- 20 orders a week × about 1.5 minutes to copy each by hand = 30 minutes. Packing, shipping and messages stay manual and aren't counted. At 5 orders a week it's about 7–8 minutes, so it pays off more as you get busier.
Not timed yet. This becomes Measured only after an agent times the manual baseline (3+ runs, median) and the automated run from Make's log.
Method: How we test: time saved
Make budget (Estimated)
| Schedule | every 6 hours (up to every 2 hours) |
|---|---|
| Checking credits / month | 120 (every 6 h) / 360 (every 2 h) |
| Work credits / month | about 87 |
| Total credits / month | about 210 (every 6 h) / about 450 (every 2 h) |
| Switched-on scenarios | 1 (practice scenario is Run once only, never switched on) |
Assumptions:
- 20 orders a week ≈ 87 a month
- Watch Shop Receipts uses 1 credit per check, even with no new orders
- Add a Row uses 1 credit per order
- The practice run is a one-off of a few credits
Downloads
- ETSY-013-practice.blueprint.json Draft, not tested
- sample-shop-receipt-v3.json sample data (made up)
- [LINK: /downloads/ETSY-013.blueprint.json] live-scenario blueprint not built yet
What it does
- Live: Etsy: Watch Shop Receipts spots a new order → fields are mapped → Google Sheets: Add a Row logs it.
- Practice: a separate scenario where a webhook receives the sample order → same mapping → same Add a Row. Test it with Run once, never switch it on, and you know it works before a real order arrives.
What it does not do
- Email or text buyers. (Doing that outside Etsy for marketing or thank-yous isn't seller-policy-safe.)
- Add buyers to Kit, Mailchimp or any list.
- Submit tracking. (A later recipe uses Etsy's Submit Tracking Info, so Etsy notifies the buyer.)
- Keep buyer emails: the template has no buyer-email column.
What you copy or install
The blueprints, template, sample file and connections in the box above, plus these Make modules (exact names):
- Etsy: Watch Shop Receipts ("Triggers when a shop receipt is created")
- Google Sheets: Add a Row
- Webhooks: Custom webhook (practice run)
Optional: Etsy: Get a Receipt or List Shop Receipts for extra details.
Setup steps
- Copy the order-log template. Keep it private.
- Build the practice scenario: Custom webhook → Add a Row, mapped as below. Leave it switched off.
- Click Run once; the Custom webhook module waits. Send the sample order file to the webhook (as JSON), check one row appears, then delete it. If you change the sample or add columns, click Detect new values on the webhook step (it re-learns the fields; older guides say "Redetermine data structure") and send the sample again (apps.make.com/gateway). To repeat without re-sending, use Run with existing data (help.make.com/scenario-run-replay). Each scenario needs its own webhook.
- Build the live scenario: Watch Shop Receipts → Add a Row, same mapping. Using the packing sheet recipe too? Add a Router after the trigger, one route per Sheet.
- Schedule it every 6 hours (or as often as every 2), and switch on only the live scenario.
- After week one, check credits used in Make and adjust.
| Column | Comes from |
|---|---|
| receipt_id · status · is_gift | receipt_id · status · is_gift |
| created_at | created_timestamp (formatted in Make) |
| is_paid / is_shipped | yes/no flags |
| grandtotal_display | grandtotal.amount ÷ grandtotal.divisor |
| currency | grandtotal.currency_code |
| line_titles · line_skus | each item's title · sku, joined |
| line_qty | items' quantity, added up |
| personalization | each personalization formatted_value, joined |
No buyer email column, and don't add one (see "Buyer data" below).
What success looks like
- The practice row's receipt_id, total, item titles, SKUs and quantity match the sample file.
- The total looks like a normal price (not 100 times too big).
- The scenario has no email or text-message modules.
Test evidence
Status: Not yet tested. Planned: mock-tested. Etsy has no sandbox and sellers can't buy from their own shop, so order recipes are tested on a sample order modeled on Etsy Open API v3 ShopReceipt (with nested transactions; schema). It passes when the sample parses in Make with field names matching the schema; Add a Row writes the expected columns; there are no email or text-message modules; and the mapping is saved for the live path unchanged.
Once it passes, this page will say: "Tested on sample order data; your first real order is the live run."[TEST LOG: add the log summary and date once the PASS log exists.] No purchases are made for testing.
Tools & cost
| Tool | Free option | Paid (for reference) | Needed for this recipe | Checked |
|---|---|---|---|---|
| Make | Free plan[price-check] | Paid plans[price-check] | Free plan: likely enough at the recommended schedule (estimate, see credit table): every 2–6 hours, about 210–450 credits a month | [price-check] (make.com/en/pricing) |
| Google Sheets | Free with a Google account[price-check] | — | Free | [price-check] |
| Etsy | — | Your normal selling fees[price-check] | No extra cost for this recipe | [price-check] |
Make credit math (Estimated)
| Schedule | Checking | Work | Total a month | Fits Make Free? |
|---|---|---|---|---|
| Every 6 hours, recommended | 120 | about 87 | about 210 | Yes |
| Every 2 hours | 360 | about 87 | about 450 | Yes |
| Every hour | 720 | about 87 | about 810 | Only if it's nearly your only recipe |
| Every 15 minutes | 2,880 | about 87 | about 2,970 | No |
| Every 6 hours, shared with the packing sheet | 120 | about 290 | about 410 (both recipes) | Yes, one active slot |
Assumes 20 orders a week (about 87 a month). Watch Shop Receipts uses 1 credit per check, even with no new orders; Add a Row 1 per order. The shared row adds the packing sheet's work (about 200) and assumes the Router uses none. Estimates until the test log measures them.
Make Free limits (read before you switch anything on)
- 1,000 credits a month[price-check], and no scenario runs more often than every 15 minutes[price-check] (make.com/en/pricing).
- Checking costs credits even when nothing is new. Each scheduled run uses 1 credit for its first step, even an empty "check run" (help.make.com/operations). Checking alone: every 15 minutes ≈ 2,880 a month · hourly ≈ 720 · every 6 hours ≈ 120 · once a day ≈ 30 (Make's examples), plus the real work.
- Probably only 2 switched-on scenarios, according to a Make community forum report (community.make.com), not a Make pricing or help page. Plan for 2 until your account shows otherwise.
- To stay within them: run on-demand recipes (listing drafts, SEO audit) with Run once and leave them switched off (no active slot). Switch on 2 scheduled scenarios at most. The order log and packing sheet can share one scenario (one Watch Shop Receipts trigger, a Router, one route per Sheet: one slot, one checking cost). After week one, check credits used in Make and adjust.
One switched-on scenario (live + practice)
Run this as one switched-on scenario, using one of Make Free's (probably) 2 active slots.
- Why practice is separate: a scenario has one trigger, and it must be the first step (help.make.com/types-of-modules). Watch Shop Receipts and Custom webhook can't share a scenario, and a Router only splits data after the trigger.
- So: test the practice scenario with Run once and never switch it on (switched off, it takes no slot; a practice run costs a few credits). Switch on only the live scenario, with the same mapping. After the practice run passes, delete the practice scenario or leave it off.
- Router: with the packing sheet recipe, use one live scenario: Watch Shop Receipts → Router → route 1 the order-log row, route 2 the packing rows. One slot, one checking cost.
Buyer data: you're responsible for it
Once order details are in your Sheet, you, not Etsy, are responsible for that buyer data: Etsy's Seller Policy treats you as an independent controller of buyer data kept outside Etsy.
- Keep the Sheet private; share it only with people who need it for your records.
- No buyer email column. Don't add one.
- Delete or archive rows you no longer need, and delete a buyer's rows if they ask.
- Selling to buyers in the EU or UK? You may need your own privacy policy.
- Never use this Sheet to build a mailing list or contact buyers outside Etsy.
What can go wrong
| Symptom | Likely cause | Fix |
|---|---|---|
| Practice run adds no row | Webhook got no data, or the sample didn't parse | Re-send the sample; check the webhook's data structure |
| Totals 100× too big | Etsy sends money as amount + divisor | Map amount ÷ divisor |
| First real order not logged | Live schedule, or Etsy connection dropped | Check the schedule; reconnect Etsy (mapping matches the practice scenario) |
| Empty personalization column | Order had no personalization or variations | Expected; leave blank |
| Tempted to add buyer emails for marketing | Not seller-policy-safe | Keep the log internal; never build mailing lists from order data |
| Credits run out mid-month | Watch Shop Receipts checking every 15 minutes to 1 hour (each check costs a credit, even empty) | Check every 2 to 6 hours |
| Can't switch on another scenario | Make Free appears to allow only 2 active scenarios, and the practice scenario is on | Switch practice off and use Run once; share one scenario with the packing sheet via a Router |
Something else broke?[LINK: Report a break form for ETSY-013]
Seller-policy-safe ✓
Internal log only; nothing goes to buyers and there's no buyer email column. Keep the Sheet private and delete what you don't need (see "Buyer data"). To reach a buyer, use Etsy's messages, or Submit Tracking Info so Etsy notifies them.
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Packing Sheet from Order Line Items for Etsy Sellers with Make
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Planned: mock-testedSeller-policy-safe ✓
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