How to read the registration number from a receipt received in Gmail, verify the registration status of the business in the Qualified Invoice Issuer Public System, and notify via Chatwork

Step 1: Integrate Gmail, Qualified Invoice Issuer Publication System, and Chatwork with My Apps

Register Gmail, Qualified Invoice Issuer Publication System, and Chatwork as My Apps to connect them to Yoom.
By registering My Apps first, you can easily set up automation.

First, register Gmail as a My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.

An app list and search bar will be displayed, use either to select Gmail.
When the following screen appears, click "Sign with Google".

Select the account to sign in with.

Click "Continue" to allow access, completing the Gmail My App integration.

Next, register the Qualified Invoice Issuer Publication System as a My App.
Similarly, find the Qualified Invoice Issuer Publication System from the app list or search for it in the search bar.

Check the instructions, enter "Account Name" and "Access Token", then click "Add".

This completes the integration of the Qualified Invoice Issuer Publication System as a My App.

Next, register Chatwork as a My App.
Find Chatwork from the app list or search for it in the search bar.

Enter the required information and click "Login".

Allow access on the following screen to complete the Chatwork My App integration.

Once all My App registrations are complete, Gmail, Qualified Invoice Issuer Publication System, and Chatwork will be displayed in My Apps.

Step 2: Copy the Template

Next, proceed with the setup using the Flowbot template.
Log in to Yoom and click "Try it" on the banner below.

A message saying "The template has been copied!" will be displayed, and clicking "OK" will complete the copy.

Step 3: Set the Trigger

Next, set the trigger for Gmail. Click on "When an email with a specific label is received".

Check the "Account information to integrate with Gmail".
You can freely change the title, but keep the trigger action as is and click "Next".

Next, configure the API settings. You can select the "Trigger interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Please note that the shortest trigger interval varies depending on the plan.

Select the "Label" from the options.

After setting, click "Test".

When you run the test, information will be displayed in the output.
Once you confirm that the information is displayed, click "Save".

Step 4: Set Up Receipt Reading

Next, configure the settings to read text from images and PDFs using AI. Click on "Read text from images and PDFs using AI".
*AI operations are only available with the Team Plan and Success Plan.
Please note that if you are on the Free Plan or Mini Plan, the operations of the flowbot you set will result in an error.
Paid plans like the Team Plan and Success Plan offer a 2-week free trial.
During the free trial, you can use restricted apps and AI functions (operations).

Check the title and action, then click "Next".

Set the "File Attachment Method".
Select the file attached to the received email in the right frame.

Optionally set the "Additional items to extract".

After setting, perform a test and click "Save".

Step 5: Set Actions for the Qualified Invoice Issuer Disclosure System

Next, click on "Retrieve publication information from registration number".

Check the "Account information to integrate with the Qualified Invoice Issuer Disclosure System".
You can freely change the title, but keep the trigger action as is and click "Next".

Enter the "Registration number" using the information read by AI from the "Output".

After setting, execute the "Test" and click "Save".

Step 6: Set Branching Conditions

Next, click on "Command Operation".

You can set branching conditions.
*Branching is a feature (operation) available with the Mini Plan and above.
Please note that if you are on the Free Plan, the operations of the flowbot you set will result in an error.
Paid plans like the Mini Plan offer a 2-week free trial.
During the free trial, you can use restricted apps and functions (operations).

For this example, confirm that the branching conditions are as follows and save.

Step 7: Set Actions for Chatwork

Set the action for Chatwork. Click on "Send a message".

Next, check the "Account information to integrate with Chatwork".
You can freely change the title, but do not change the execution action.

Configure the "API connection settings".
Select the "Room ID" from the options.

Set the "Message content" to the desired notification content.
You can input the information obtained from the settings so far from the "Output".

After setting, click "Test" and if "Test successful" is displayed, click "Save".

Step 8: Verify the Automation of Gmail, Qualified Invoice Issuer Disclosure System, and Chatwork

Finally, click "Turn on Trigger" to complete the automation setup.
Now you can read the registration number from the receipt received in Gmail, check the registration status of the business in the Qualified Invoice Issuer Disclosure System, and notify Chatwork.

Here is the template used this time.

Examples of Other Automations Using the Qualified Invoice Issuer Publication System

There are many other examples of automation using the Qualified Invoice Issuer Publication System in Yoom, so here are a few introductions.

1. A flow to check the registration status of a qualified invoice issuer for invoices received in Outlook using the Qualified Invoice Issuer Publication System and notify Slack

With this integration, you can check the registration status of a qualified invoice issuer for invoices received in Outlook using the Qualified Invoice Issuer Publication System and notify Slack.
This is expected to eliminate the need for manual registration checks and improve work efficiency.

2. A flow to automatically check the registration status of qualified invoice issuing businesses when the status is updated in kintone

With this integration, when the status is updated in kintone, the registration status of qualified invoice issuing businesses is automatically checked.
This eliminates the need to manually verify registration status, allowing for more efficient management of client information.

3. A flow to automatically check the registration status of qualified invoice issuing businesses when a client is registered in Notion

With this integration, when a client is registered in Notion, the registration status of qualified invoice issuing businesses is automatically checked.
This eliminates the need for manual verification, which can help prevent human errors.

Benefits and Examples of Integrating Gmail, Qualified Invoice Issuer Public System, and Chatwork

Benefit 1: Automate Registration Number Verification to Streamline Accounting Tasks

By integrating Gmail, the Qualified Invoice Issuer Public System, and Chatwork, you can automatically verify registration numbers and notify the results in Chatwork.
For example, during the end of the month or busy periods, you can significantly reduce the time spent on verification tasks by automatically checking the registration numbers on receipts from business partners and notifying the results in Chatwork.
This allows staff to focus on other tasks, potentially improving work productivity.

Benefit 2: Strengthen Compliance through Automated Registration Verification

The integration of Gmail, the Qualified Invoice Issuer Public System, and Chatwork allows you to automatically verify the registration numbers on received receipts.
For instance, under the invoice system, if a business partner is not a qualified invoice issuer, input tax credit cannot be applied. By automatically verifying the registration numbers on receipts, you can quickly determine if the business partner is qualified.
This helps reduce the risk of being flagged by tax authorities and strengthens business compliance by ensuring transactions with qualified partners.

Benefit 3: Improve Transparency in Accounting Processes through Notification Records

Integrating Gmail, the Qualified Invoice Issuer Public System, and Chatwork centralizes the registration number verification process, with records of verification details and results being stored in Chatwork.
For example, even if an issue arises, you can quickly address it by checking the notification history.
This improves process transparency by recording notifications, helping to avoid unnecessary troubles and enhancing internal collaboration.

Summary

This time, we introduced a method to integrate Gmail, the Qualified Invoice Issuer Publication System, and Chatwork to read the registration number from receipts received in Gmail, verify the registration status of businesses in the Qualified Invoice Issuer Publication System, and notify Chatwork.
This automation can save the trouble of manually checking registration numbers and prevent human errors.
It is expected to improve work productivity, strengthen compliance, and enhance the transparency of business processes.
Take this opportunity to utilize the template to integrate Gmail, the Qualified Invoice Issuer Publication System, and Chatwork, and aim for operational efficiency.

Additionally, Yoom's app integration can be set up with no code, allowing anyone to get started immediately. Please consider implementing it.