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Connect FlowBookings to Google Sheets through Zapier, and every booking on your Webflow site adds a row automatically for every customer, service, date, price, the moment it's made. A live, sortable record of everything you've booked, building itself in the background, ready whenever you need to count, chart, or share it.
Why connect FlowBookings to Google Sheets
A spreadsheet is the most universal tool there is. Everyone has one, everyone can read one, and there's nothing you can't do with your booking data once it's sitting in rows and columns: total your revenue, count bookings by service, spot your busiest weeks, hand a clean export to your accountant.
The only catch is keeping it up to date, and copying bookings across by hand is exactly the chore nobody keeps up.
Connect FlowBookings to Google Sheets, and that chore disappears. Every booking drops in as a row on its own, so your spreadsheet is always current without you touching it. Just a running log of your business you can slice however you like, whenever you like, and share with anyone by sending a link.
Simple by design
Google Sheets here is a log. Bookings flow one way into your sheet, and each becomes a row you can sort, filter, pivot, and chart. It's perfect for tracking, reporting, and sharing, and it's the easiest integration in the whole set to set up.
What it isn't is a place to manage bookings. It won't push changes back to FlowBookings, and it's not a workflow tool. If you want to run your operations from a database, move records through statuses, and sync changes back, that's what the Airtable integration is for.
If you just want a clean, always-current spreadsheet of your bookings to analyze and share, Google Sheets is exactly right, and simpler. Pick based on whether you want to watch your bookings or work them.
What you'll need
- A FlowBookings account on any plan
- A free Zapier account
- A Google account and a Google Sheet with a header row set up
- At least one service set up in FlowBookings, and one booking to use as a test
The triggers you're working with
FlowBookings gives Google Sheets two things to react to:
Each row can carry the customer's first and last name, email, the service name, the start and end time, the price, and any custom fields the customer filled in on your form.
Zaps you can build
Log Every Booking to a Spreadsheet
New Booking → Create Spreadsheet Row
A booking comes in, and a new row appears in your sheet, fully filled in. Your running record of every booking builds itself ready to sort, total, and chart whenever you need it.
Log Cancellations to Track Your Cancellation Rate
Booking Cancelled → Create Spreadsheet Row
Also from the list. Send cancellations to their own tab (or a column flag), and you can see your cancellation rate over time — which services get cancelled most, when it spikes, whether it's improving.
How to set up FlowBookings and Google Sheets integration
Here are the steps to build the integration:
1. Set up your spreadsheet
Create a Google Sheet and add a header row with the columns you want: Customer Name, Email, Service, Start Date, Price, Status, Booking ID. Zapier maps to these headers, so having them in place first makes the next steps clean. (A Booking ID column is handy if you ever want to match rows later.)
2. Grab your FlowBookings API key
In FlowBookings, go to Dashboard → Integrations → API Key and copy the key. Treat it like a password and don't paste it anywhere public.
3. Start a new Zap
In Zapier, hit Create → Zaps, search FlowBookings, and pick it as your trigger app.
4. Choose the New Booking trigger
Select New Booking. When Zapier asks you to sign in, paste your API key. It'll pull in a recent booking as sample data so you've got real fields to map. No bookings yet? Submit a test one through your Webflow site first.
5. Add Google Sheets
Add an action, choose Google Sheets → Create Spreadsheet Row, connect your Google account, and pick your spreadsheet and worksheet. Zapier will show your header columns, ready to fill.
6. Map your booking to the row
7. Test it and switch it on
Run the test and check your sheet, and a new row should appear, fully filled in. Looks right? Publish. From here, build whatever you like on top: a pivot table of revenue by service, a chart of bookings per week, a shared view for your team.
8. Add the cancellations log (optional)
Build a second Zap: trigger on Booking Cancelled, action Google Sheets → Create Spreadsheet Row, pointing to a "Cancellations" tab. Now you've got the data to watch your cancellation rate over time genuinely useful for spotting problems early.
Here is detailed documentation on how to set up Zapier in FlowBookings.
What you need to know
A few honest edges before you build:
- It's a log, not a two-way sync. Bookings flow into the sheet. Editing a row doesn't change anything in FlowBookings; for that, use the Airtable integration
- Set your headers first. Zapier maps to your column headers, so have them in the sheet before you build. Adding columns later means editing the Zap
- New rows always append. Each booking adds a row; the Zap doesn't find and update existing rows. A rescheduled booking won't change its original row and it just won't add a new one either, since the trigger only fires on fresh bookings
- Watch dates and formats. Set the Start Date and Price columns to the right cell format in Google Sheets, so your sorting, totals, and charts work properly
- It's fast, not instant. Zapier checks for new bookings every 1–5 minutes on paid plans, up to 15 on the free one
- Big sheets slow down. Google Sheets is happy with thousands of rows, but if you're logging tens of thousands over years, an archive tab or a proper database (Airtable) will stay snappier
Frequently asked questions
Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account, and the free tier covers both Zaps on this page.
Can I edit bookings from the spreadsheet?
No, this logs bookings one way. Changes in the sheet don't sync back to FlowBookings. If you want to manage bookings from a database, use the Airtable integration instead.
Can I track my cancellation rate?
Yes, that's the second Zap. Log cancellations to their own tab, and you can chart your cancellation rate, see which services cancel most, and track whether it's improving.
Can I build reports and charts from this?
Absolutely. Once bookings are in the sheet, use pivot tables, formulas, and charts as you would with any data: revenue by service, bookings per week, whatever you need.
What happens if a customer reschedules?
The row isn't updated automatically, and the trigger only fires on a fresh booking. You'd adjust the row yourself if you want it current.
Should I use Google Sheets or Airtable?
Sheets if you want a simple log to analyze and share. Airtable if you want to manage bookings, move them through statuses, and sync changes back to FlowBookings. Sheets is simpler; Airtable does more.
Do I need to know how to code?
Not at all. This is the simplest integration to set up: point, click, done.