How to integrate HubSpot with Outlook to create invoices from the HubSpot contact page and automatically send them via email through Outlook

How to Connect HubSpot and Outlook with Yoom

To integrate HubSpot and Outlook with Yoom, you need to register your apps. By registering your apps, you can easily connect these applications with Yoom.

Start by registering your app in HubSpot. For detailed instructions on how to register your app in HubSpot, please refer to here.

Next, let's register your app in Outlook. While logged into Yoom, select "My Apps" on the left and click "New Connection." Search for Outlook in the "Search by App Name" field or find it in the list of app integrations.

Proceed to the following screen and sign in.

If HubSpot and Outlook are displayed in the My Apps section of Yoom, the app registration is complete.

How to Create an Invoice from HubSpot's Contact Page and Send an Email to Outlook

Let's create a flowbot to automate the above process.

The steps are not many, so you can create it quickly.

1. Set up a trigger to launch from the contact detail page
2. Set up the operation to register billing items
3. Set up the operation to issue documents
4. Set up the action to send an email

Select the project you want to use from the "Project List" on the left, or create a new project.
If you are creating a new project, please create it from the "+" next to the project list.
Move on to creating the flow by selecting "Create New" from the top right and then "Create from Scratch".

You will transition to the following screen, so scroll to the right and click "When launched from Chrome extension", then select HubSpot.
The Chrome extension is a service available only on Google Chrome.
For more details, please check here.

You can install the Chrome extension from here.

Enter the "Chrome Extension Trigger Title" and set the "Action when launched from the extension" to "Launch from Contact Detail Page".

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You will transition to the following screen, so enter the "Sample URL of the Launch Page".
Before "Testing", open the relevant page in Google Chrome and launch the flowbot from the extension.
Once ready, proceed with "Test" → "Test Successful" → "Save".

Next, create an operation to register billing items.
Click the "+" under the HubSpot trigger you created and select "Request Action from Responsible Person".

You will transition to this screen, so enter the "Title" and set the responsible person to "Member who launched the flowbot".
For "Details of the Request", enter the content you want to register in the invoice using the example below.
Select the appropriate item for each field in the input form. (Example) Payment Deadline → Date

Next, let's create an operation to issue documents.
Similarly, select "Issue Document" from the "+" and choose Microsoft Excel.
For instructions on how to set up "Issue Document", please refer to here.

Next, create the action to send an email.
Similarly, select "Send Email" from the "+" and click Outlook.
Enter the "Title" and input the email content.
For attachments, set it to "Use Output" → "Issued Document".

You will transition to the following screen, and if the sending content is correct, complete with "Test" → "Test Successful" → "Save".

Once completed, you can automate it by turning the app trigger "ON".

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Advanced Integration Flow of HubSpot and Outlook

This time, we introduced a template for "HubSpot Contact Page" → "Create Invoice" → "Send Email to Outlook".
As an advanced example using HubSpot and Outlook, we will introduce two templates.
The first one is a template for "Issuing an invoice from the HubSpot contact page and notifying Workplace".

This template follows the flow below.

1. Launch from the contact details page
2. Register billing items
3. Issue documents
4. Notify Workplace

The flow bot introduced this time is different from the application, so it can also notify different apps.
The flow does not change significantly, so you should be able to create the flow smoothly.
The second one is a template like "When the status of kintone is updated, issue an invoice using the details in the table and send it via Outlook email."

This template follows the flow below.

1. When the status is updated (Webhook activation)
2. Retrieve the record
3. Retrieve multiple rows from a subtable of a specific record (up to 500 entries)
4. Issue a document
5. Send an email

The flow bot introduced this time is the same except for the application.
This allows you to handle it in the same way as this flow, no matter what app you are using.

Summary

In this article, we explained the flow of "creating an invoice from the HubSpot contact page and sending an email to Outlook."
By integrating HubSpot and Outlook, you can centrally manage customer information and ensure that newly registered customer information is not overlooked.
This eliminates the need for detailed tasks, thus streamlining daily operations.
This flow can also be integrated with other apps, as seen in the advanced section, so please give it a try.
Yoom offers a two-week free trial, so if you're interested in automation, please give it a try.