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

Step 1: Connect Gmail, Qualified Invoice Issuer Publication System, and Discord to My Apps

First, register the apps you will use in My Apps.
Pre-registering in My Apps will make the flow setup smoother.

[Register Gmail in My Apps]
First, access My Menu on the left side of the Yoom screen and press the New Connection button on the right side of the screen.

Next, enter Gmail in the search box and select "Gmail" from the displayed options.
When the following screen appears, click "Sign in with Google".

Select the account to connect.

Review the content and click "Next".

If there are no issues with the account or content to be connected, click "Continue".

[Register the Qualified Invoice Issuer Publication System in My Apps]
First, enter Qualified Invoice Issuer Publication System in the search box and select "Qualified Invoice Issuer Publication System" from the displayed options.
Enter any name in "Account Name" and "yoom" in "Access Token", then click "Add".

[Register Discord in My Apps]
Enter Discord in the search box and select "Discord" from the displayed options.
Enter YoomBot in "Account Name" and set the Bot token in "Access Token".
※For detailed setup instructions, please refer to here.

If Gmail, Qualified Invoice Issuer Publication System, and Discord are displayed in My Apps, registration is complete.

Step 2: Set the Gmail "When an email with a specific label is received" trigger

Now, let's proceed with the automation settings.
Click "Try it" on the banner below and copy the flow bot.

When you click, an image like the one below will appear, so press OK.

When the following screen is displayed, check the "Title" and "Description".
If changes are necessary, you can make them by clicking on the relevant section.

First, click on "When a specific label is received" in Gmail and make the following settings.

"Title" → Can be changed as needed
"Account information linked with Gmail" → Check if the account is correct
"Trigger action" → When an email with a specific label is received

Once the settings are complete, click "Next".

When the following screen is displayed, set each item.

"Trigger interval" → Select from the dropdown and set
* The trigger can be set to 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.

"Label" → Set from the suggestions

This time, we created and set a label called "Receipt".
Once the settings are complete, send an email with a sample receipt attached and conduct a test.
After sending, execute "Test" on the Yoom screen, and if successful, click "Save" to complete.

Step 3: Set up the Qualified Invoice Issuer Public System "Retrieve Public Information from Registration Number" and Discord "Send Message" Action

Let's set up an action to retrieve the registration number from the received receipt using Yoom's AI feature.
Click on "Read text from image/PDF" and set it up.
* AI operations are only available with the Team Plan and Success Plan. Paid plans such as the Team Plan and Success Plan offer a 2-week free trial.

"Title" → Can be changed as needed
"Action" → Read receipt/invoice

Once the settings are complete, click "Next".

Let's set the details.

"File attachment method" → Use the obtained values, select each attachment
"Additional items to extract" → No need to set

The required "Registration Number" can be obtained by default, so there is no need to set additional items to extract.
Once the settings are complete, execute "Test", and if successful, click "Save".

Search for the obtained registration number in the Qualified Invoice Issuer Public System.
Click on "Retrieve Public Information from Registration Number" and make the following settings.

"Title" → Can be changed as needed
"Account information linked with the Qualified Invoice Issuer Public System" → Check if the account is correct
"Action" → Retrieve public information from registration number

Once the settings are complete, click "Next".

Set the details.
Set the output obtained from reading the receipt earlier in the "Registration Number".
By setting with the output, you can change the value with each flow activation.
* For more details on output, please see here.

Click the input field and select "Registration Number" from the suggestions of "Read text from image/PDF".
Once the settings are complete, execute "Test", and if successful, click "Save".

When searching for a registration number in the Qualified Invoice Issuer Public System, information cannot be obtained for unregistered numbers.
Therefore, use "Branch" to set an operation that divides the progress based on whether information could be obtained or not.
* Branch is a feature (operation) available with the Mini Plan or higher. Paid plans such as the Mini Plan offer a 2-week free trial.

Since we are using a template this time, let's check the settings.
Click on "Command Operation".

"Title" → Can be changed as needed
"Branch target output" → Operation: Retrieve public information from registration number, Output: Registration number
"Branch condition" → Output is not empty

Be sure to select the output to set as the branch target, which is the "Registration Number" output obtained from the action of the Qualified Invoice Issuer Public System.
There is also a "Registration Number" output in "When an email with a specific label is received", but make sure not to use that one.

After confirmation, click "Save".

Finally, set up to send to Discord if information can be obtained from the Qualified Invoice Issuer Public System.
Click on "Send Message" and make the following settings.

"Title" → Can be changed as needed
"Account information linked with Discord" → Check if the account is correct
"Action" → Send message

Once the settings are complete, click "Next".

Let's set the details.

"Channel ID" → Obtain from the URL of the destination channel and set
"Message content" → Set as desired

The message content was set as follows!
You can set the content by combining output and direct input, so try setting it according to your business needs.

Step 4: Verify the Automation of Gmail, Qualified Invoice Issuer Public System, and Discord

Finally, click "Turn on Trigger" to complete the automation settings.
Check if the flow bot is activated correctly.

Thank you for setting it up!

To Further Automate

Utilize "Form Trigger" as a Trigger

This time, we used "Receive an email with a specific label" in Gmail as a trigger, but how about utilizing Yoom's form trigger?
By using a receipt submission form, you can initiate the flow for sending receipts without linking to a specific person's Gmail, as long as the person knows the URL!
Moreover, there's no need to set the flow activation interval time, and it can be activated as soon as the form is submitted.
For those who want to eliminate the time lag until results are obtained, utilizing the form trigger is recommended.

Accumulate Information in a Database

It is also recommended to add an action to "Add Information to a Database" in this integration.
In addition to Google Sheets and Microsoft Excel, Yoom's proprietary database can also be used, allowing you to set it up with an app that suits your situation.
By utilizing OCR functionality and registering the information obtained from receipts and search results into a single database, you can create a backup of the information.
Furthermore, you can expect improved accessibility as you can check information in a centrally managed database without having to check each receipt individually.

Other Automation Examples Using Gmail, Qualified Invoice Issuer Publication System, and Discord

Yoom has many other automation examples using Gmail, the Qualified Invoice Issuer Publication System, and Discord, so let me introduce a few.

1. Read Received Contracts in Gmail with OCR, Add to kintone, and Notify on Discord

The first example is a flow where received contracts are read with OCR and records are added to kintone. Automatically adding the read information seems to lead to centralized data management.

2. Send an email to Gmail when a message is sent in a Discord channel

The next flow introduces sending content posted on Discord via Gmail. If you are using different communication tools, this integration will allow for smooth information sharing.

3. Automatically check the registration status of qualified invoice issuing businesses when a client is registered in Notion

The last flow to introduce is triggered by information being registered in Notion. By searching for the registration number from the registered information and updating the original record with the results, it may help prevent any oversights.

Benefits and Examples of Integrating Gmail with the Qualified Invoice Issuer Publication System

Streamlining Accounting Operations

Manually checking each receipt and verifying registration numbers is time-consuming and poses a risk of human error. By utilizing this integration, AI can automatically extract registration number information from receipts received in Gmail. Furthermore, it automatically verifies the registration status in the Qualified Invoice Issuer Publication System and sends the results to Discord. This automation can reduce the time accounting personnel spend on verification tasks, allowing them to focus on strategic operations. Additionally, implementing automation can help avoid human errors. As a result, the overall productivity of the accounting department may improve, allowing for more effective use of human resources.

Enhancing the Accuracy of Business Partner Selection Process

By automatically searching for registration numbers on receipts, businesses can quickly identify entities whose registration numbers cannot be verified, thereby reducing the risk of contracting with unreliable partners. Moreover, if an unregistered partner is identified, checking their registration status can ensure transaction transparency for the company, potentially preventing business troubles. Furthermore, utilizing this system can speed up the process of verifying results and enable swift action if a number cannot be confirmed.

Prompt Response to the Invoice System and Reduction of Tax Audit Risks

With the invoice system that started in October 2023, verifying qualified invoice issuers is essential. This integration allows for the verification of registration numbers listed on receipts through the Qualified Invoice Issuer Publication System, enabling quick confirmation of whether a receipt complies with the invoice system. For companies with many business partners, automating the registration status verification can reduce the effort required for legal compliance. Additionally, transactions with inaccurate invoices or unverified entities pose a risk during tax audits, but this integration helps check invoice contents and identify entities not registered as qualified invoice issuers. This can help eliminate risks in advance and increase confidence in tax audits.

Conclusion

Integrating Gmail, the Qualified Invoice Issuer Publication System, and Discord is expected to offer numerous benefits, particularly in accounting operations. Specifically, it may enhance the efficiency of registration number verification, improve the reliability of business partners, and strengthen compliance with the invoice system. This automation reduces the time and effort spent on routine tasks, allowing resources to be concentrated on strategic operations that should be prioritized, thereby positively impacting the productivity of the entire team.
We encourage you to incorporate the integration using Yoom into your operations to achieve process efficiency.