The ultimate goal of any order tracking system is to work without you. The acbuy spreadsheet automation guide shows you how to set up scripts, triggers, and auto-updates that handle routine tasks for you.
Automation is the difference between a spreadsheet that takes hours to maintain and one that takes minutes. In this guide, we cover auto-tracking, email alerts, data archiving, and even auto-reporting. Most of these features work with Google Sheets Apps Script.
Understanding Google Apps Script
Google Apps Script is a JavaScript-based platform built into Google Sheets. It lets you write custom functions, automate tasks, and connect your spreadsheet to other services. The best part is that it is free and included with every Google account.
To access Apps Script, open your Google Sheet and go to Extensions > Apps Script. This opens the script editor. You can write code, test it, and deploy it as triggers. Do not worry if you are not a programmer. The scripts in this guide are copy-paste ready.
Every script needs a trigger to run. A trigger tells the script when to execute. The most common trigger is time-based. For example, you can set a script to run every day at 9 AM. Other triggers include on-open triggers and on-edit triggers.
Open Apps Script
Go to Extensions > Apps Script in your Google Sheet. This opens the code editor.
Write or Paste Code
Copy the script from this guide and paste it into the editor. Replace placeholder values with your actual data.
Save the Script
Click the Save icon. Name your project clearly, like "Acbuy Auto Alerts".
Add a Trigger
Click the clock icon (Triggers) and add a new trigger. Set the event source to time-driven and choose a frequency.
Authorize
The first time you run a trigger, Google will ask for permissions. Click Allow. Your script will now run automatically.
Auto-Email Alerts
Email alerts are the most useful automation for the acbuy spreadsheet. They notify you when a package is expected to arrive, when an order is overdue, or when you are near your budget limit.
The alert script checks your spreadsheet daily. If it finds an order with an estimated delivery date within 2 days, it sends you an email. If it finds an order with status "Processing" for more than 10 days, it flags it as potentially delayed.
You can customize the alert conditions. Want to know when a specific item is delivered? Add a column for "Notify When Delivered" and set it to TRUE. The script will send a special email when the status changes to Delivered.
Auto-Archiving Delivered Orders
One of the biggest maintenance tasks is moving completed orders to a separate sheet. The auto-archive script handles this for you. It runs daily, finds all orders with status "Delivered", and moves them to a Completed Orders sheet.
The script preserves all the data. It does not just delete the row. It moves it to the archive sheet and adds a completion date. This keeps your active sheet clean while maintaining a complete order history.
You can set the script to archive after a specific delay. For example, wait 7 days after delivery before archiving. This gives you a week to review the order before it disappears from the active sheet.
Daily Digest Email
Get a summary every morning showing all pending orders, upcoming deliveries, and budget status.
Budget Alert
Receive an alert when you reach 80% of your monthly budget. This prevents overspending.
Delivery Forecast
Get a weekly email predicting which packages will arrive in the next 7 days.
Error Detection
Get notified when a formula shows an error or when a cell is blank that should be filled.
Auto-Reporting Dashboard
A dashboard sheet gives you a real-time overview of your buying performance. The auto-report script updates this dashboard every time you edit the spreadsheet.
The dashboard typically shows: total orders this month, total spending, average order cost, top category, most used carrier, and pending orders count. It also shows a small chart of spending by month.
To create this, add a new sheet called "Dashboard". Use formulas like =COUNTA(Orders!A2:A) for total orders and =SUM(Orders!F2:F) for total spending. The auto-report script updates the chart data whenever you add or edit an order.
Frequently Asked Questions
Is Apps Script free?
Yes, Apps Script is included with every Google account. There are no additional fees for basic automation.
Can I break my spreadsheet with a script?
Always test scripts on a copy of your spreadsheet first. The scripts in this guide are tested, but it is good practice to make a backup before adding automation.
Do scripts work on mobile?
Scripts run on Google servers, so they work regardless of which device you use. You can see the results on mobile immediately.
What if a script stops working?
Check the trigger settings. If the trigger is disabled, re-enable it. If the code has errors, check the Apps Script execution log for error messages.