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

Step 1: Connect My App

Connecting My App first will make the subsequent settings proceed smoothly.
First, let's connect your Google Drive with Yoom.
Select My App → New Connection from the left side of the Yoom page.

Search for Google Drive and log in.
Then, if there are no issues, click Continue on this screen.

Next, search for freee Accounting.
Log in with your email address and password.

Once Google Drive and freee Accounting are connected to My App, you're all set.

Step 2: Set Triggers and Actions

Open the template page and click 'Try this template'.

If you are using Yoom, please log in, and if you are new, please register as a member.
If you proceed as it is, the template is automatically copied to the workspace.
Please change the template name as needed.
Click on My Projects on the left to see the template you just copied.
Click on the ellipsis (...) on the right and select Edit.

Things to Prepare

• Files you want to upload to freee Accounting. (This time, an invoice)
  

Now, let's set up the app trigger.
Select "When a new file or folder is created in a specific folder".
The title can be changed as desired.
Check the account information to be linked and proceed to the next step.
Please enter the required fields.

• Trigger activation interval: You can choose from intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
  *The selection of activation intervals varies depending on the plan.

Upload a sample file to the folder specified here.
Once completed, return to the Flowbot and test it.
Save it once the details of the items are reflected in the output below.

Next, click on "Command Operation".
Save without changing the settings of the items.

*Branching is a feature available with Mini Plan or higher plans.
Please note that the operation of the Flowbot set in the free plan will result in an error.
Paid plans such as the Mini Plan offer a 2-week free trial.

Next, click on "Download File".
Proceed to the next step and select the file ID from the output.
Test it, and once the details of the acquired file are reflected, save it.

Next, click on "Upload Evidence File to File Box".
Check the account information to be linked and proceed to the next step.
Please enter the required fields.
Set the memo and transaction date as desired.

Set the method of attaching files as follows.

Test it, and if successful, save it.
Check the freee Accounting side.

It has been successfully uploaded.
Finally, turn on the app trigger to complete.

To Further Automate

In Yoom, you can customize templates to suit your own tasks.

Receive Notification When Flowbot is Completed

If there is no notification flow at the end of the template, you can receive a notification when the Flowbot is completed by turning this on.
It is convenient as you can confirm the completion of the Flowbot without opening Yoom.

Share Upload Completion with Team on Slack

By setting it to notify Slack at the end of the flow, you can notify the entire team of the upload completion.
If the frequency of sharing is high, it is convenient to set it this way.

Here is the Flowbot used this time ↓

Other Automation Examples Using Google Drive and freee Accounting

In addition, Yoom offers templates using Google Drive and freee Accounting, so let me introduce a few!

1.Upload contract files to Google Drive when the document status is changed in freee Sign flow.

Manually uploading every time the document status changes is a hassle, isn't it?
Let's automate such routine tasks.

2.This is a flow to register files uploaded to Box into the freee accounting file box.

This is recommended for those who use Box.
Automate time-consuming tasks and reduce redundant work.

3.This is the flow to upload invoice files to freee accounting when an invoice is registered in TOKIUM.

If you are using TOKIUM within your company, this is convenient.
By automating it, stable business operations are possible even during busy periods.

Benefits and Examples of Integrating Google Drive with freee Accounting

Benefit 1: Reduction of Manual Work

By automatically registering files from Google Drive to the file box in freee Accounting, the manual upload tasks previously performed by accounting staff become unnecessary.
This allows staff to reduce the time spent on daily file checks and transfer tasks.
For example, if the accounting staff had to manually download and register files to freee Accounting every time they were uploaded, it could interrupt their work.
However, by utilizing this flow, you can create an environment where you can focus on more strategic tasks without being overwhelmed by monotonous work.
Especially during busy periods when the workload is high, you can expect to improve the overall efficiency of the organization by balancing processing speed and accuracy.

Benefit 2: Standardization of Work Processes

The integration of Google Drive with freee Accounting standardizes work processes in file management and accounting.
This allows for a consistent workflow that is not influenced by the skills or experience of the staff.
For example, even new employees or those who have just been transferred can smoothly participate in the work as the system automatically registers the data.
Furthermore, by reducing personalized tasks, individual burdens are alleviated, and the overall quality of work in the organization is expected to improve.
Additionally, by clarifying the workflow, it becomes easier to trace the cause when a problem occurs, leading to faster problem resolution.

Benefit 3: Reduction of Errors

Manual data transfer and input tasks are prone to human errors, posing a risk to the accuracy of accounting operations.
For example, issues such as forgetting to upload files, incorrect input, or duplicate registration can cause processing delays or troubles.
However, by utilizing this flow, these risks can be mitigated.
Since the system processes data accurately based on rules, human errors are eliminated, and data consistency is expected to be ensured.
As a result, reliable business operations can be anticipated.

Conclusion

This time, we introduced the flow bot "Register files in the freee Accounting file box when they are uploaded to Google Drive".

The integration of Google Drive and freee Accounting is expected to improve the efficiency and accuracy of accounting operations.
Especially when there are few accounting staff, it can be a significant advantage.
This automation not only reduces the burden of daily tasks but also leads to improved work quality.

Please refer to this article and try integrating Google Drive with freee Accounting.