How to register a transaction in freee Accounting when an expense is applied for in CollaboFlow by linking CollaboFlow and freee Accounting

The integration of CollaboFlow and freee Accounting automates the process from expense application to transaction registration, which is routinely performed by the accounting department. By automating tasks, it reduces manual errors and improves the efficiency of accounting operations. This is a highly useful solution for companies looking to reduce the burden of accounting tasks. In this article, we introduce how to integrate the two apps and the benefits of implementing the flow.

Recommended for

・Those who are using CollaboFlow and freee Accounting separately and feel challenged in streamlining expense applications and accounting registrations
・Accounting personnel who want to automatically link expense application information in CollaboFlow to the accounting system
・Accounting department managers who want to prevent manual input errors in expense applications and accounting registrations
・Those using multiple tools and considering automating business processes using APIs
・Those aiming to reduce the burden of accounting tasks at the end of the month or quarter and quickly grasp the financial situation

Benefits and Examples of Integrating CollaboFlow and freee Accounting

Benefit 1: Improved Efficiency of Accounting Operations

When an expense application is made in CollaboFlow, the information is automatically registered in freee Accounting, reducing the need for manual input. For example, manual entry of application forms is prone to input errors and requires verification work, but this automation ensures accurate data entry and reduces the workload of verification tasks. As a result, it may allow personnel to focus resources on other important tasks, improving the overall efficiency of operations.

Benefit 2: Reduction of Manual Errors

Manual data entry is prone to human errors, with typical errors including incorrect amount entries or wrong item selections. In this automated process, the data entered in CollaboFlow is directly reflected in freee Accounting, helping to prevent input errors. For example, when managing data such as expense items or payees in different apps, integrating the apps allows for consistent and accurate handling of information, potentially minimizing the impact of human errors.

Benefit 3: Speeding Up Work Processes

Typically, there is a certain time lag in the process from expense application approval to registration in the accounting system. By implementing this integration flow, transaction registration in freee Accounting is promptly carried out when an application is approved. This speeds up expense processing and allows for quick understanding of the cash flow situation. It is particularly expected to be an effective automation during busy periods at the end of the month or fiscal year.

[About Yoom]

Now, let's create a flow bot using the template "Register a transaction in freee Accounting when an expense is applied for in CollaboFlow".

How to Create a Collaboration Flow and freee Accounting Integration Flow

The process to complete the flow will proceed as follows.

・Integrate Collaboration Flow and freee Accounting with My Apps
・Copy the template
・Set triggers in Collaboration Flow and operations in freee Accounting
・Turn on the trigger and confirm the actual launch

Now, let's proceed with the new connection of the two apps to be integrated.

Step 1: Integrate Collaboration Flow and freee Accounting with My Apps

(1) First, connect Collaboration Flow to My Apps.
After logging into your Yoom account, click "My Apps" on the left and search for Collaboration Flow from "New Connection".

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(2) When you click on the Collaboration Flow app, the following screen will be displayed.

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Enter "Account Name" and "Access Token", then click [Add].
This completes the connection of Collaboration Flow.

(3) Next, connect freee Accounting.
Search for and click the freee Accounting app icon in the same way as before.

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You will be taken to the screen to start app integration, scroll down and click [Allow].

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If the settings are done correctly, you will be taken to the My Apps screen of your Yoom account.
This completes the connection of the two apps to your Yoom account.

After confirming that the new connection of the target app to your Yoom account is complete, click the icon for "Try this template" in the template below.

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Click the "OK" button to copy the template.
You will be redirected to the "My Projects" screen of your Yoom account, so please check the template contents.

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There are three setup flows.

Step 2: Set Up Collaboration Flow Trigger

(1) First, set up the app trigger for the collaboration flow.
From "My Projects" on the left side of your Yoom account screen, click "【Copy】Register a transaction in freee accounting when an expense is applied for in the collaboration flow".

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You will be redirected to a screen like the one below, so let's proceed with setting up the flow bot.

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(2) First, click on the trigger "Receive Webhook on Route (Webhook Activation)".

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(3) Enter the account information to link with the collaboration flow and click [Next].
Keep the trigger action as "Receive Webhook on Route (Webhook Activation)".

(4) On the next screen, you need to copy the Webhook URL and configure it in the management screen.

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For instructions on how to set up a Webhook within the collaboration flow, please refer to this article.

(5) Click [Test], and if there are no issues, click [Save].
Note that in this step, you will obtain the following information, which can be referenced as output in subsequent steps.

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(6) Now, let's set up the second action.
Click "Get Details of Application".

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(7) Confirm that the account information to link with the collaboration flow is entered, and click [Next].

(8) On the next screen, enter information such as "Instance Name" and "Application Code" to retrieve the application details.
As shown in the screen below, you can click the input bar to reference the output obtained in the previous step, as shown in the image below.

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(9) After completing the input, click [Test], and if there are no issues, click [Save].

Step 3: Set Up freee Accounting

(1) Finally, set up freee accounting.
Click the third action "Create Expense Application".

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(2) Enter the account information you want to link and click [Next].

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(3) On the next screen, set information such as "Business ID" and "Application Title".
As shown in the screen below, you can click the input bar to expand the business ID information from the account as a candidate.
Select the applicable ID.

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(4) You can also utilize the output for other items as needed.
The screen below is an example of referencing the "Application Title" obtained in the trigger action step "Receive Webhook on Route (Webhook Activation)".

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(4) Once the input is complete, click [Test] and then click [Save].

Step 4: Turn On the Trigger

A message indicating that all settings are complete will appear, so click "Turn On Trigger".

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This completes the flow bot setup.
In the future, by utilizing this flow bot, the operation of registering transactions in freee accounting when applying for expenses in the collaboration flow will become smoother.

Other Examples of Automation Using freee Accounting

There are other examples of automation using freee Accounting on Yoom, so let me introduce a few.

① Collect Invoices via Input Form and Register Transactions in freee Accounting

This flow automatically registers invoice information uploaded through an input form as unsettled transactions in freee Accounting.
It is also possible to store invoice files in the file box of freee Accounting and link them to transactions.

② Register Unsettled Transactions from Yoom Database to freee Accounting

This is an automated flow recommended for those who use freee Accounting on a daily basis.
Register unsettled transactions from the Yoom database to freee Accounting.

③ Notify Slack when an expense claim is approved in freee Accounting

To streamline the manual notification process, a notification is automatically sent to Slack when an expense claim is approved in freee Accounting.
By automating the notification process, there will be no missed notifications in Slack, allowing you to quickly start the necessary tasks after approval.

Summary

For those who use CollaboFlow and freee Accounting on a daily basis, automating the process from expense application to transaction registration can be extremely useful in aiming to streamline accounting operations.
It reduces manual errors and allows for quick understanding of application status, which can also be expected to alleviate the burden on the accounting department.

With this Yoom app integration, it is also expected to improve the efficiency of accounting operations across the entire company, so please consider using it as a means to support more strategic management decisions.