How to integrate Airtable with Billing Management Robot to register a billing address in the Billing Management Robot when the status is changed in Airtable

If there is an error in the billing data, correct payments may not be made, and it could also cause inconvenience to the other party. Therefore, it can be said that this data must be handled carefully. However, registering each billing destination while checking them one by one can feel a bit tedious, right? If you want to simplify the administrative tasks related to creating invoices, which is a routine task, why not try integrating Airtable with the Invoice Management Robot app? This might help reduce the workload during periods when administrative tasks increase, such as at the end and beginning of the month. Please take a look to improve work efficiency. Recommended for: - Departments that edit and manage billing destinations collectively in Airtable - Companies that use the Invoice Management Robot for billing tasks - Those who want to complete billing destination input in one go and improve operations - Leaders who want to coordinate teams using Airtable with teams using the Invoice Management Robot Benefits and Examples of Integrating Airtable with the Invoice Management Robot Benefit 1: Reduce Errors and Maintain Data Accuracy With this integration, when the status of billing data managed in Airtable becomes "completed," it will automatically be registered with the Invoice Management Robot. By automatically registering with the Invoice Management Robot, manual input errors may be reduced. For example, if you ensure there are no deficiencies in the billing data by checking multiple times when entering billing destinations in Airtable, there should be no errors in the billing destinations registered with the Invoice Management Robot. As a result, it becomes easier to maintain data accuracy and avoid troubles due to billing destination errors. Benefit 2: Reduce Workload and Improve Operations If billing destinations managed in Airtable are automatically registered with the Invoice Management Robot, manual input tasks can be minimized. This may lead to a reduction in the workload related to administrative tasks. For example, in industries where customer information frequently changes or when creating invoices collectively at the end and beginning of the month, significant time savings can be expected. By introducing this automation, there is a possibility of improving operations. Benefit 3: Enable Data Reuse This integration allows customer data managed in Airtable by departments such as sales or marketing to be reused as billing destination data. For example, if a sales representative manages customer data in Airtable, it can be reused as billing destination data in the Invoice Management Robot by simply changing the status. This makes it easier to eliminate the hassle of notifying billing destinations separately and is expected to facilitate smooth coordination with accounting departments or sales assistants creating invoices. Now, let's introduce the flow of integrating apps using Yoom. First, register with Yoom. Yoom offers a two-week trial, allowing you to actually operate and check the usability. [What is Yoom] This time, we will automate the process of "registering updated information in Airtable as a billing destination in the Invoice Management Robot" using the template below.

How to Create an Integration Flow between Airtable and Billing Management Robot

The integration flow this time is broadly divided into the following processes.

・Integrate Airtable and Billing Management Robot with My Apps
・Set up to launch Airtable and retrieve status data
・Set up to add data to the Billing Management Robot
・Turn on the trigger button and check the integration operation between Airtable and Billing Management Robot

Step 1: Integrate Airtable and Billing Management Robot with My Apps

After completing the registration with Yoom, please select "My Apps" from the menu on the left.

Next, click the new connection button in the upper right corner.

Integration between Airtable and Yoom

1. Prepare Airtable

Prepare the Airtable you will use at this stage.

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The following items need to be set in the fields.

・Invoice Code
・Company Name
・Billing Department Name
・Recipient Name
・Postal Code
・Prefecture
・City, Ward, Town, Street
・Email Address

・Last Modified Time

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This time, the billing data will be registered in the Billing Management Robot when the status is completed.
Therefore, create it as shown in the image and set the field name to "Status".

Next, create a field for Last Modified Time as "Last Modified Date".

2. Search

Once Airtable is ready, enter Airtable in the search box and click the Airtable icon.

3. Log in
First, log in to Airtable.
The Airtable sign-in screen will appear. Sign in with the account you want to integrate with the Billing Management Robot.‍

4. Add a Base

After signing in, you will proceed to the screen above.

Click "Add Base" in the red frame and select the base you want to add Cloud Sign data to.

5. Grant Access

Once the base is added, press "Grant Access".

Return to the Yoom screen, and if the above display appears, the integration is complete.

Integration between Billing Management Robot and Yoom

1. Search

Enter Billing Management Robot in the search box and click the Billing Management Robot icon.

2. Enter Required Fields

Enter the access token according to the contents of the red frame.
The account name can be anything you like. Make it something easy to understand, such as the name of the person in charge or the company name.
It is recommended to keep the access token obtained here in a state that is easy to copy, as it will be used in later settings.

3. Integration Complete
‍Once the input is complete, press the add button in the lower right corner.

If the above display appears, the integration is complete.

Step 2: Copy the Template

Next, please copy the template to be used this time.

1. Click "See Details" on the top banner
2. Click "Try this template" at the bottom of the transitioned screen
3. If you haven't registered with Yoom yet, please register * If you have already completed the registration, the login screen will be displayed, so please log in. When the Flowbot template is copied to "My Projects", the above display will appear. Let's proceed to detailed settings as you transition to a page like the image. Step 3: Launch Airtable and set up to retrieve status data 1. Open My Projects Open "My Projects" from the menu on the left side of the screen. 2. Open the copied template Click "Register as a billing destination in the billing management robot when information is updated in Airtable". 3. Select the app trigger Click "When a record is registered" on the Airtable icon. The title and other settings are complete, so press Next. 4. Set the trigger interval Set the trigger interval. Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Please note that the shortest trigger interval varies depending on the plan. 5. Enter the ID Follow the supplement at the bottom of the box and copy & paste from the Airtable URL. 6. Enter the field name for Created Time Enter the field name for Last Modified Time set in Airtable. This time, it is set as "Last Updated Date", so it is set as shown in the image. 7. Run the test Once the settings are complete, press the test button. If "Test Successful" is displayed, you are done. Click Save. Proceed to Command Operation. 1. Branching Click "Command Operation" on the arrow icon. Please scroll down. * Branching is a feature available only in some paid plans. * A 2-week trial is available for paid plans. 2. Set branching conditions Since we are using a template, the settings are already complete as shown in the image. This time, as shown in the red frame, the setting is that data will be registered in the billing management robot when the status is completed. Once confirmed, press Save and proceed to the next step. Step 4: Set up actions 1. Integrate with the app Click "Register/Update Billing Destination" on the billing management robot icon. Please press Next. 2. Enter required fields You will be taken to a page like the image. Enter the required fields. Since the billing destination code is already set, enter the two inputs in the red frame. Enter the user ID as per the supplement at the bottom of the box. Next, for the access key, please enter the access token used when linking My Apps. Once the input is complete, scroll down. 3. Run the test Press the test button at the bottom of the page. If "Test Successful" is displayed in blue, the setup is complete. Please press Save. 4. Turn on the trigger When the creation of the Flowbot is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON. Flowbot template used this time: Register as a billing destination in the billing management robot when information is updated in Airtable

Other Examples of Automation Using Invoice Management Robot

There are many other examples of automation using the Invoice Management Robot in Yoom, so here are a few introductions.

1. Register as a Billing Destination in the Invoice Management Robot When Information is Updated in Notion

Even if you manage data in Notion, integration is possible. You can create subpages and aggregate detailed data of billing destinations, making it easier to manage data tailored to the user's needs.

2. Register as a billing destination in the billing management robot when information is updated in kintone

Since kintone allows you to easily create apps, you can store the data you want to manage in your preferred layout. In this way, you can integrate familiar data management tools with the billing management robot.

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3. Register as a billing destination with the billing management robot when information is updated in Salesforce

How about combining it with Salesforce? Since leads can be registered as billing destinations, it should be easy to shorten the input work.

Summary

By automatically transferring data managed in Airtable to the billing management robot, it is possible to save time spent on data entry tasks.
Additionally, since administrative work related to invoice creation can be shortened, the workload may also be reduced.
Yoom allows for app integration without the need for programming. Even without programming knowledge, intuitive operations enable app integration, so those who have given up on automation before can easily give it a try!