How to integrate Airtable with freee Invoices to create an invoice in freee Invoices when the status is updated in Airtable

In this article, we will introduce how to automatically create invoices in freee Invoicing using billing information from Airtable. You can create invoices in line with status updates, so please try this method for billing processes without setting a closing date. Reduce the burden of transcription work and human errors, and streamline the invoice creation process.

Benefits of Integrating Airtable with freee Invoicing

Improved Operational Efficiency

Integration eliminates the hassle of manual data entry and invoice creation. As a result, accounting personnel can dedicate more time to tasks such as payment management and expense reimbursement. Additionally, the risk of human errors such as incorrect entries or omissions is reduced, enhancing accuracy. Consequently, improvements in the efficiency of the accounting department's operations and cost reductions can be expected.

Faster Invoice Issuance

Automation shortens the lead time from when the status in Airtable is updated to when the invoice is issued in freee Invoicing. By improving the speed of response to customers, improvements in customer satisfaction and strengthening of trust relationships can be expected. Furthermore, smooth invoice issuance may lead to earlier payments. If accounts receivable collection proceeds without issues, your company's cash flow can be maintained favorably.

To realize these benefits, please try the integration. You can easily set it up using Yoom.

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How to Create an Integration Flow between Airtable and freee Invoicing

Let's proceed with setting up the integration and automation of workflows between Airtable and freee Invoicing.

Using a template, we will introduce the procedure for creating a workflow that "creates an invoice in freee Invoicing when the status is updated in Airtable."

Please note that the branching operation used in this template is available with a paid plan. A two-week free trial is also available.

Before You Begin

1. Please prepare the billing management database in Airtable.
　※ The diagram below is an example, and the red-framed part of the URL is the reference location for the base ID and table ID.
　※ If there are multiple billing items, please separate the fields with names like "Item 2" and "Quantity 2" in the same row.

2. Please log in to Yoom.

3. Click the "Try it" button below to copy the template in Yoom.

Step 1: Connect Airtable and freee Invoice with My Apps

*If you have already completed the app connection, please proceed to Step 2.

1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.

2. From the list of new connections in My Apps, select Airtable and freee Invoice respectively, and connect the apps.
　*Reference: How to Register Airtable with My Apps

Next, copy the template to My Project and create a Flowbot.
If you haven't copied it yet, please copy the Flowbot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try this template" on the redirected page
3. Register for Yoom
※ If you have already registered, the login screen will be displayed, so please log in.

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Step 2: Setting up a trigger that activates when an Airtable record is updated

1. Open the copied template.
※ You can change it to any title from the red-framed part in the image below.

2. Click the Flowbot's "App Trigger: When a record is updated".

3. Select the linked account and action.
Change the title if necessary and click "Next".

4. Set up the API connection for the app trigger.
Select and input each item.
※ The activation interval varies depending on the plan. Reference: List of feature restrictions and usage limits for each plan
※ The image below is an example of input.

※ "Last modified time" is one of the field types. When added, the last update date and time of the record will be automatically reflected.

5. Click "Test".

6. If there are items you want to use for invoice issuance in freee Invoice other than those displayed in the "Output" section, click "+ Add value to retrieve" to set it.
※ Reference: How to add "Retrieved Value: Output"
※ The image below is an example of addition.

7. Click "Save".

Step 3: Setting up a branching operation

※ If the updated record in Airtable does not match the content specified in this operation, the Flowbot will stop.

1. Click "Branch: Command Operation" from Flowbot.

2. Specify the branching conditions.
・Title: Can be changed if necessary.
・Branch target output "Operation": Select the action name from Step 2.
・Branch target output "Output": Select the output of the field that can determine if invoice issuance is necessary.
・Branch condition: If the term indicating that it is subject to invoice issuance is different, change the red-framed part.
※ The image below is an example of input.

3. Click "Save".

Step 4: Setting up an action to create an invoice in freee Invoice

1. Click "Integrate with App: Create Invoice" from Flowbot.

2. Select the linked account and action.
Change the title if necessary and click "Next".

3. Set up the API connection.
Utilize the output obtained in Step 2 and select/input each item.
※ The image below shows some of the items, and the inputted output is an example.

※ The image below is an example of output reference.

※ If there are multiple billing items, click "+ Add invoice line item" at the end of the invoice line item input field to set it.

4. Click "Test".

5. If the test is successful, click "Save".

Finally, switch the trigger of the saved flow to "ON" to activate it automatically.

This completes the flow "Create an invoice in freee Invoice when the status is updated in Airtable".

Additionally, if you add the "Update Record" action in Airtable to this flow, it will be possible to automatically update the status indicating the completion of invoice issuance and add the invoice number.

Other Automation Examples Using Airtable and freee Invoices

There are many other examples of automation using Airtable and freee Invoices on Yoom, so here are a few introductions.

1. A flow to issue a quotation with freee Invoices based on information from an input form and notify via Slack. By using a dedicated form, you can issue forms with freee Invoices by simply entering the required fields. Furthermore, integration with chat tools allows for automatic sharing of form information, which can enhance communication within the team.

2. This is the flow for creating a quote in freee Invoices when a deal is created in HubSpot. If you are using SFA, integrating with freee Invoices eliminates the need to re-enter information for quote issuance. It is recommended for those who want to reduce the effort and errors of transcription and smoothly deliver accurate quotes to customers.

3. This is a flow to create and send contracts using freee Sign from the Airtable interface. Immediately after entering data into the database, documents can be automatically created and sent based on that information. In addition to contracts, invoices, delivery notes, inspection certificates, and receipts can also be created. It helps in streamlining the creation and management of forms.

Summary

By integrating Airtable with freee Invoicing, you can expect improved efficiency in operations and faster invoice issuance. The reduction of manual tasks allows accounting personnel to focus on more important duties, reducing the risk of human error. Additionally, the automation facilitates smooth invoice issuance, which can strengthen trust with customers and expedite payments. With Yoom, you can easily set up the integration, so please take this opportunity to give it a try.