How to link Dropbox with freee Accounting and register files in the freee Accounting file box when they are uploaded to Dropbox

Are you spending too much time manually uploading files while using Dropbox and freee Accounting on a daily basis?
When managing files manually, there is a risk of storing them in the wrong location or making human errors.
In this article, we will introduce a method to link Dropbox with freee Accounting so that when you upload a file to Dropbox, it is automatically registered in the file box of freee Accounting.
This will enhance the efficiency and automation of accounting tasks, allowing you to focus on more important tasks. Please make use of it!

Recommended for

Those who use Dropbox and freee Accounting separately and find manual file registration in freee Accounting cumbersome
Accounting personnel who want to streamline repetitive tasks related to accounting
Those in companies that frequently receive invoices and receipts and aim to improve work efficiency through automation
Those who want to speed up the expense reimbursement process by utilizing cloud tools

Benefits and Examples of Linking Dropbox with freee Accounting

Benefit 1: Streamlining Work by Reducing Manual Tasks

When you upload a file to Dropbox, it is automatically registered in the file box of freee Accounting, eliminating the need for manual file uploads.
This allows accounting personnel to be freed from simple tasks and focus on more important work.
For example, in processing invoices and receipts frequently sent by business partners, this automation saves significant time and helps prevent human errors and improve work accuracy.

Benefit 2: Preventing Work Errors through Centralized Data Management

By linking Dropbox with freee Accounting, you can eliminate the hassle of manually searching for necessary files in Dropbox.
This prevents file duplication and loss, reducing work errors.
Furthermore, centralized management in the cloud allows quick access to necessary files, reducing the effort required for data organization.
When searching for documents needed during financial closing, you can efficiently obtain the necessary information.

Benefit 3: Speeding Up the Expense Reimbursement Process

Typically, the expense reimbursement process requires manual entry of receipts and invoices into the system, which is time-consuming and labor-intensive.
However, by implementing this automation flow, expense-related documents uploaded to Dropbox are automatically registered in freee Accounting, shortening the expense reimbursement process.
This improves the speed of expense processing and allows for quick reimbursement to employees.
For example, by simply taking a photo of a receipt with your smartphone while on a business trip and uploading it to Dropbox, the accounting department can start processing.

Now, let's explain how to use the no-code tool Yoom to "register files uploaded to Dropbox in the file box of freee Accounting".

[What is Yoom]

How to Register Files Uploaded to Dropbox in the File Box of freee Accounting

This can be achieved by receiving the upload event from Dropbox using Dropbox's API and registering it in the file box of freee Accounting using the API provided by freee Accounting.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

This flow is broadly divided into the following processes:

Link Dropbox and freee Accounting with My Apps
Copy the Flowbot template
Set up Dropbox triggers and actions, and set up actions for freee Accounting
Turn on the trigger and prepare to launch the Flowbot

If you are not using Yoom, please register for free from here.
If you are already using Yoom, please log in.

Step 1: Connect Dropbox and freee Accounting to My Apps

First, let's register Dropbox and freee Accounting to My Apps for integration.
Select "My Apps" on the left side of the Yoom management screen, then click "+ New Connection".

Search for "Dropbox" and "freee Accounting" in the search window of the displayed screen, and click to proceed to the next screen.

〈For Dropbox〉

Make sure the account you want to connect is displayed in the upper right corner of the screen, then click "Allow".
If you want to change the account, you can do so from the icon in the upper right corner of the screen.

If "My Apps have been registered" is displayed on the Yoom screen, the integration is complete.

〈For freee Accounting〉

After confirming the access rights on the screen below, click "Allow".

If "My Apps have been registered" is displayed on the Yoom screen, the integration is complete.

Step 2: Copy the Flowbot Template

While logged into Yoom, click "Try it" on the template below.

Templates are automatically copied to the workspace.
Once the above screen is displayed, click "OK" to move to the Flowbot settings screen.

Step 3: Set the Dropbox Trigger

First, set the Dropbox trigger that will be the starting point of the flow.
Click "When a file is created or updated in a specific folder".

Check the account information to be linked and click "Next".

On the "App Trigger API Connection Settings" page that you transition to, set the trigger activation interval, the path of the target folder, and the file name.

The "Trigger Activation Interval" can be selected at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Please note that the activation interval restrictions vary depending on the plan.

The "Path of the Target Folder" is the folder name described as "/●●●" in the URL when you open the file.
If there are hierarchies in the folder, enter the folder names of all hierarchies displayed in the URL in the format "/Folder1/Folder2".
For the "File Name", set the keyword of the file name that will be the trigger target.
The trigger will only activate when a file name containing the keyword set here is registered.
Upload a file containing the "File Name" you set to the corresponding folder in Dropbox and test it.

Once the settings are made, click "Test" and then "Save" when completed.
This completes the Dropbox trigger settings.

Step 4: Set the Dropbox Action

Next, set the action to download the file from Dropbox.
Click "Download File".

Check the account information to be linked on the above screen and click "Next".

Set the folder path and file name.

For the "Folder Path", set the value you entered in "Path of the Target Folder" in Step 3.
For the "File Name", set it as "{{File Name}}".
Click the field and select "Path" for the folder path field and "File Name" for the file name field from the dropdown "When a file is created or updated in a specific folder" to set the values.

Once the settings are complete, click "Test" and then "Save".
This completes the action to download the file from Dropbox.

Step 5: Set the freee Accounting Action

Next, set the action to upload the supporting document file to the file box in freee Accounting.
Click "Upload Supporting Document File to File Box".

Check the account to be linked and click "Next".

On the "API Connection Settings" page, set each item such as the business ID.

You can also click each field and set the value from the candidates displayed in the dropdown.
File attachment method → "Use Output"
File → Select "Downloaded File".

Once the settings are made, click "Test" and then "Save" when completed.
This completes the freee Accounting action settings.

Step 6: Turn on the Trigger and Complete Flowbot Activation Preparation

Now the preparation for Flowbot operation is complete.
When "All settings are complete!" is displayed, click "Turn on Trigger". Well done!

Now, when a file is uploaded to Dropbox, it will be automatically registered in the freee Accounting file box.

Other Examples of Automation Using freee Accounting

There are many other examples of automation using freee Accounting on Yoom, so here are a few to introduce.

1. Use OCR to read receipts received by email and register them in the freee Accounting file box

By utilizing this automation flow, you can eliminate the manual processing of receipts received by email, and use OCR to read data accurately and quickly.
Additionally, since manual registration in the freee Accounting file box is no longer necessary, you can reduce the time and effort required for accounting tasks, leading to improved productivity.

2. When a receipt file is posted on Slack, use OCR to read it and create an expense claim in freee accounting

By implementing this automation flow, OCR technology can automatically read receipt files posted on Slack and create an expense claim in freee accounting.
This eliminates the need for manual input by the person in charge, saving time and effort.
It is especially recommended for accounting personnel who manually input each time they receive a receipt, which is time-consuming and labor-intensive.

3. Create an invoice in freee Invoices when a row is updated in Google Sheets

By using the information accumulated in Google Sheets, you can create invoices, which not only streamlines the invoice creation process but also eliminates the need for manual entry into freee Invoices, leading to improved productivity.
Furthermore, by integrating with chat tools and email apps, sharing and sending invoices can also be automated.

Summary

In this article, we introduced a method to automatically register Dropbox files into the freee accounting file box.
By integrating Dropbox with freee accounting, you can expect to streamline your accounting tasks and improve accuracy.
If you are using Dropbox for team file management or find uploading files to freee accounting's file box cumbersome, this automation should help you realize greater efficiency in your operations.
Especially during busy month-end closings, you can process files smoothly, creating more time for other tasks.

Take this opportunity to leverage app integration and incorporate automation to help reduce your workload!