How to integrate Jobcan Expense Management & Workflow with freee Accounting to register transactions in freee Accounting when expenses are applied for in Jobcan Expense Management & Workflow.

Isn't expense reimbursement and accounting a tedious task regardless of the size of the company?
Especially in small and medium-sized enterprises, it is not uncommon for accounting personnel to handle a large amount of processing with limited resources.
To solve these issues, the integration feature of "Jobcan Expense Reimbursement & Workflow" and "freee Accounting" is what you want to utilize. By combining these two tools, you can streamline the flow from expense application to accounting processing, and expect to improve the overall productivity of your operations.
This article clearly explains the specific benefits and integration methods that can be obtained by introducing this integration.

Recommended for

・Small and medium-sized enterprises that want to reduce the workload of accounting personnel

・Companies that want to promote paperless expense processing

・Accounting and finance department personnel who want to streamline closing operations

Benefits and Examples of Integrating Jobcan Expense Reimbursement & Workflow with freee Accounting

Benefit 1: Reduce the hassle of manual input and improve work efficiency

By automatically registering the data applied in Jobcan Expense Reimbursement & Workflow to freee Accounting, you can expect to reduce the hassle of manually entering expense data into accounting software.
This integration will reduce the burden on accounting personnel and avoid human errors.
For example, when a sales employee applies for travel and accommodation expenses during a business trip and the approval is completed, the data is automatically reflected in freee Accounting. As a result, accounting personnel only need to check the application content, reducing the hassle of manually transferring data.

Benefit 2: Centralize the flow from expense application to accounting processing

With this integration, the entire process from expense application to accounting processing is completed within one system, simplifying business processes.
It also resolves issues such as data duplication and inconsistency that are common when using multiple systems, improving the overall visibility of operations.
For example, companies that used to input data into freee Accounting after approving applications in Jobcan Expense Reimbursement & Workflow faced the complexity of this process. However, by introducing the integration, transaction data is automatically registered in the accounting system as soon as the expense application is approved, allowing the accounting department to check unified data.

Benefit 3: Promote paperless operations

By utilizing the integration of Jobcan Expense Reimbursement & Workflow and freee Accounting, you can completely digitize expense applications and accounting processing, eliminating the need for paper-based document management.
This not only reduces paper costs but also improves the convenience of data management.
For example, if employees submitted handwritten paper expense applications and recorded them as accounting data after receiving approval stamps, this process could involve risks such as loss or miswriting of applications. However, with the integration, applications are digitized on Jobcan Expense Reimbursement & Workflow, and after approval, they are automatically recorded in freee Accounting, eliminating the need to worry about document storage locations and resolving issues unique to paper media.

[About Yoom]

How to Create an Integration Flow between Jobcan Expense Reimbursement & Workflow and freee Accounting

Let's create a flow together using a template where "when an expense is applied in Jobcan Expense Reimbursement & Workflow, a transaction is registered in freee Accounting"!

The template used this time can be copied by clicking "Try it" on the banner below.

Before Getting Started

If you do not have a Yoom account, please create one from the "Yoom Account Creation Page" below.
For basic operations of Yoom, please check "Getting Started with Yoom".

Yoom Account Creation Page

Getting Started with Yoom

Let's get started together!

Step 1: Connect Jobcan Expense Management & Workflow and freee Accounting to My Apps

(1) After logging into Yoom, select "My Apps" from the left column and click "+ New Connection".

(2) From the list of new connections in My Apps, click on Jobcan Expense Management & Workflow.
(3) The new registration screen for Jobcan Expense Management & Workflow will appear, enter the account name and access token, and click "Add".
※ For the method of registering Jobcan Expense Management & Workflow in My Apps, please refer to the site below.

Method for Registering Jobcan Expense Management & Workflow in My Apps

(4) Next, register freee Accounting in My Apps. Similarly, click on freee Accounting from the list of new connections in Yoom.
(5) The start screen for app integration will appear, click "Allow" at the bottom.

Once the integration is complete, Jobcan Expense Management & Workflow and freee Accounting will be registered in Yoom's My Apps.

This completes the registration of My Apps.
Next, let's set up triggers using templates!

Step 2: Setting Up When an Application is Made in Jobcan Expense Management & Workflow

(1) We will use the template introduced earlier. Click "Try it" on the banner below to copy it.

Click on "When a new application is created" in the app trigger.

(2) From the "Set up linked account and action" screen of Jobcan Expense Management & Workflow, check if there are any errors in the account information linked with Jobcan Expense Management & Workflow, keep the trigger action as "When a new application is created," and click "Next."

(3) From the "API Connection Settings for App Trigger" screen, select the trigger activation interval.
Select the trigger activation interval from the dropdown menu, choosing from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger activation interval varies depending on the plan.

Once the selection is complete, click "Test," and if no errors occur, click "Save."

Step 3: Retrieve Application Information by Linking with Jobcan Expense Management & Workflow

(1) Next, retrieve application information by linking with Jobcan Expense Management & Workflow.
Click "Retrieve Application Details (Expense Management & Payment Request)."

(2) From the "Select Linked Account and Action" screen, check if there are any errors in the account information linked with Jobcan Expense Management & Workflow, keep the action as "Retrieve Application Details (Expense Management & Payment Request)," and click "Next."

(2) From the "API Connection Settings" screen, select the application ID from the output.
Once the selection is complete, click "Test," and if no errors occur, click "Save."

Step 4: Create an Expense Application by Linking with freee Accounting

(1) Next, create an expense application by linking with freee Accounting.
Click "Create Expense Application."

(2) From the "Select Linked Account and Action" screen of freee Accounting, check if there are any errors in the account information linked with freee Accounting, keep the action as "Create Expense Application," and click "Next."

(3) From the "API Connection Settings" screen, enter the business ID, application title, and application line 1_occurrence date.
・Business ID: Select from candidates
・Application Title: Select from output
・Application Line 1_Occurrence Date: Select from output

Other fields are not mandatory. Please enter the necessary fields.
Once the entry is complete, click "Test" at the bottom, and if no errors occur, click "Save."
(4) Finally, click "Turn on Trigger."

This completes the flowbot "Register a transaction in freee Accounting when an expense is applied for in Jobcan Expense Management & Workflow."

Examples of Other Automations Using Jobcan Expense Management & Workflow and freee Accounting

At Yoom, we have many other examples of automation using Jobcan Expense Management & Workflow and freee Accounting, so let us introduce a few.

1. Add to Google Sheets when a request with a specific title is approved in Jobcan Expense Management & Workflow

By using this flow, you can expect a reduction in manual input. It is especially recommended for those who manually transfer the contents of Jobcan Expense Management & Workflow to Google Sheets.

2. If an application is sent back in Jobcan Expense Management & Workflow, add it to Google Sheets

You can centrally manage the returned application details in Google Sheets. Additionally, by integrating with communication tools, it is possible to notify the person in charge that it has been sent back.

3. Once the application is approved in Jobcan Expense Management & Workflow, upload the attached file to Google Drive

When an application is approved in Jobcan Expense Management & Workflow, the attached file can be automatically uploaded to Google Drive. By automating this process, it becomes easier to manage the entire process from application to approval.

Additionally, if you would like to check templates using Jobcan Expense Management & Workflow and freee Accounting, please visit the following site.

List of Flowbot Templates Using Jobcan Expense Management & Workflow

List of Flowbot Templates Using freee Accounting

Summary

The integration of Jobcan Expense Management & Workflow and freee Accounting seems to aim for business improvement by efficiently managing everything from expense applications to accounting processes in a unified manner! You can gain various benefits such as improved business efficiency by reducing manual work, timely expense management, and smooth progress of closing operations. Furthermore, going paperless can reduce environmental impact and improve management convenience. This can be particularly effective for companies with small accounting teams or those looking to advance business automation using IT tools.
Why not take this opportunity to introduce the integration feature and further streamline your accounting operations?