How to integrate kintone with board to automatically generate invoices in board when the status is updated in kintone

For those looking to streamline invoice issuance by integrating kintone and board, we will introduce a method to automatically issue invoices upon status updates.
By implementing this automation, you can reduce the time spent on tasks and minimize errors from manual issuance.
This will enable accurate invoice issuance, thereby enhancing business credibility.
This article explains the method of automation and the benefits of its implementation.

Benefits of Integrating kintone and board

Benefit 1: Time-saving and Reduced Workload

When issuing invoices manually, data entry can be time-consuming, but automation can resolve such issues.
For example, when the status is updated in kintone, an invoice is automatically issued in board.
This eliminates the need to repeatedly check statuses or manually create invoices.
As a result, the workload on the person in charge is reduced, allowing them to focus on tasks such as sales activities and expense management.
Additionally, time savings can reduce operational costs, and the effects of automation can be expected.

Benefit 2: Increased Accuracy

By implementing automation to issue invoices when the status is updated, you can reduce manual entry errors and respond to billing quickly.
This helps prevent billing errors and payment delays, contributing to a stable cash flow.
This automation is particularly effective for companies dealing with many customers.
Moreover, since invoices can be issued based on accurate data, an improvement in business reliability can also be expected.

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How to Create a kintone and board Integration Flow

This time, we will introduce how to set up the following template: "Issue an invoice in board when the status is updated in kintone."
By using this template, you don't need to set up automation from scratch, which is convenient.

The process only involves 5 steps, so you can set it up in 10-15 minutes.

Register kintone and board as My Apps
Set a trigger to activate when the status is updated in kintone
Set an action to retrieve records in kintone
Set an action to register a case in board
Verify the automation between kintone and board

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Step 1: Register kintone and board as My Apps

Let's register kintone and board as My Apps in Yoom.
Once you complete the My App registration, setting up automation is easy.

First, let's register kintone as a My App.
Please refer to the Yoom Help Page for instructions and register.

Next, register board as a My App.
Instructions are also available on the Help Page, so please register.

If kintone and board appear in My Apps, the registration is complete.

Step 2: Set a trigger to activate when the status is updated in kintone

To set up automation, click "Try it" on the banner below.

Read the following screen and click "OK".

When the following screen is displayed, check the "Title" and "Description".
If you want to make changes, you can do so from the following page.
To start with the kintone settings, click "When status is updated (Webhook triggered)".

When the following screen is displayed, check the settings.

"Title" → Can be changed if necessary
"Account information linked with kintone" → Check if correct
"Trigger action" → When status is updated (Webhook triggered)

When the following screen is displayed, click the red frame to copy the Webhook URL.
For instructions on how to set up a Webhook in kintone, please check here.
Send a Wehook event or execute the event that triggers it, then click "Test" → "Test successful" → "Save".

Step 3: Set up an action to retrieve records in kintone

Next, to set up retrieving records, click "Retrieve records".
When the following screen is displayed, check the settings.

"Title" → Can be changed if necessary
"Account information linked with kintone" → Check if correct
"Execution action" → Retrieve records

Scroll and set the "App ID".
Select from the candidates or set as described.

When the following screen is displayed, set the "Conditions for the records you want to retrieve".
Use the output of "When status is updated (Webhook triggered)" and set it as follows.
Click the arrow in the red frame to select the output.
Once set, click "Test" → "Test successful" → "Save".

Step 4: Set up an action to register a case in board

Next, to set up the board, click "Register case (bulk billing)".
When the following screen is displayed, check the settings.

"Title" → Can be changed if necessary
"Account information linked with board" → Check if correct
"Action" → Register case (bulk billing)

When the following screen is displayed, make the settings.

"API Key" → Check the description and set it
"Case Name" → Select from output
※ Select "Subject" from the output of "Retrieve records".

Scroll and check the description, then set the "Customer ID" and "User ID (Person in charge ID)".

Scroll and set the "Estimate Date".
Click "Date" → "Today" → "%Y-%m-%d" in order.
※ Be sure to set it in the format "2024-10-11".

Scroll and make the following settings.

"Order Status" → Set as desired
"Billing Date" → Select from output
※ Select "Billing Date" from the output of "Retrieve records".

If there are any necessary items, set them.
Once set, click "Test" → "Test successful" → "Save".

Step 5: Verify the automation between kintone and board

Finally, click "Turn on trigger" to complete the automation setup.
Check if the flow bot is operating correctly.

Flow bot template used this time
Issue an invoice in board when the status in kintone is updated

Other Examples of Automation Using kintone and board

1. This is a flow where customer information is automatically registered in the board when it is registered in kintone.
Since customer information is automatically registered, there is no need for manual data entry.
This eliminates manual input, preventing input errors and omissions.

2. This is a flow where when project information is registered in kintone, it is automatically registered in the board (recurring billing).
By centrally managing project information, you can save the effort of searching for data.
With recurring billing, you can ensure that billing processes are carried out reliably.

3. This is a flow where a new project registered on the board is automatically recorded in kintone.
Project registration is automated, allowing you to always obtain the latest information.
This eliminates the hassle of manual project registration and reduces the burden on the person in charge.

Summary

In this article, we introduced how to automatically generate invoices with board when updating the status in kintone.
By automating the invoice issuance process, you can improve work efficiency and accuracy.
This eliminates the hassle of manually issuing invoices, allowing staff to focus on more important tasks.
Please consider implementing automation by referring to this article.

Yoom's app integration can be done easily without any code.
If you want to try it out, please register for free from here.