How to integrate kintone with Gmail to issue an invoice with one click from kintone and send it via Gmail

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!

Step 1: Connect kintone and Gmail 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 kintone.
(3) A new registration screen for kintone will appear. Enter the subdomain, client ID, and client secret, then click Add.
※ For how to check the subdomain, client ID, and client secret, please refer to the site below.

How to Register kintone My Apps

Main Reasons and Solutions for Unable to Register kintone My Apps

(4) The following content will appear, so check it and click Allow if there are no issues.

(5) Next, register Gmail to My Apps. Similarly, click on Gmail from the list of new connections in Yoom.
(6) Click "Sign in with Google".
From the account selection screen, log in with your account.

Once the connection is complete, kintone and Gmail will be registered in Yoom's My Apps.

This completes the My Apps registration.
Next, let's set up a trigger using a template!

Step 2: Chrome Extension Trigger

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

Click on "Launch from Record Detail Page" in the App Trigger.

(2) From the "Select Integration Account and Action for App Launching with Extension" screen in kintone, confirm the account information linked with kintone, keep the action for launching from the extension as "Launch from Record Detail Page," and click "Next."
※ Please refer to the following site for the trigger setting method using the Chrome extension.

Trigger setting method using Chrome extension

(3) From the "API Connection Settings for App Launching with Extension" screen, enter the URL in the URL sample of the launch page and click "Test."

If no error occurs, click "Save" at the bottom.

Step 3: Retrieve Records from kintone

(1) Next, retrieve records from kintone.
Click "Retrieve Records."

(2) From the "Database Integration" screen, confirm that there are no errors in the account information linked with kintone, keep the execution action as "Retrieve Records," and click "Next." Select the App ID from the options.

Once the input is complete, click "Next."
(3) From the "Detailed Settings for Database Operations" screen, select the conditions for the records you want to retrieve from the output.
Once the selection is complete, click "Test," and if no error occurs, click "Save" at the bottom.

Step 4: Retrieve Multiple Rows from a Subtable (Table) of a Specific Record

(1) Next, retrieve multiple rows from a subtable (table) of a specific record in kintone.
Click "Retrieve Multiple Rows from a Subtable of a Specific Record (up to 500 items)."

(2) From the "Database Integration" screen in kintone, confirm that there are no errors in the account information linked with kintone, and keep the execution action as "Retrieve Multiple Rows from a Subtable of a Specific Record (up to 500 items)."
Select the App ID and Subtable Field Code from the options.

Once the input is complete, click "Next."
(3) From the "Detailed Settings for Database Operations" screen, select ① the conditions for the target record and ② the conditions for the rows of the subtable (table) you want to retrieve from the output.
Once the selection is complete, click "Test," and if no error occurs, click "Save."

Step 5: Integrate with Google Sheets to Issue Documents

(1) Next, integrate with Google Sheets to issue documents.
Click "Issue Document."

(2) From the "Document Integration" screen in Google Sheets, confirm that there are no errors in the account information linked with Google Sheets.
Select the Spreadsheet File ID and the Google Drive Folder ID for storage from the options.
Select the output file name from the output. It is possible to use a combination of date + company name + fixed text as in this case.

Once the input is complete, click "Next" at the bottom.
(3) From the "Set Replacement Conditions" screen, follow the steps on the following site to complete the creation of the template document, then click "Get Replacement Conditions."
If you want to update the document content, press the "Reacquire Replacement Conditions" button.

How to set up "Issue Document"

Once the input is complete, click "Test," and if no error occurs, click "Save." ‍

Step 6: Send Emails by Integrating with Gmail

(1) Next, set up email sending by integrating with Gmail.
Click "Send Email."

(2) From the "Email Settings" screen in Gmail, confirm that there are no errors in the account information linked with Gmail.

Scroll down and enter the email content.
Once the input is complete, click "Next" at the bottom.

(3) From the "Email Sending Test" screen, confirm the email sending content and click "Test."
If no error occurs, click "Save."

(4) Finally, click "Turn ON Trigger."

With this, the flow bot for "Issuing an Invoice with One Click from kintone and Sending it via Gmail" is complete.
Using the Chrome extension allows you to easily launch the flow from within kintone, saving you the hassle of manually searching each time and enhancing your workflow!

Other Automation Examples Using kintone and Gmail

At Yoom, we have many other examples of automation using kintone and Gmail, so let us introduce a few.

1. Generate a Quote with One Click from kintone and Send via Gmail

By utilizing this flow, a quote is automatically created by referencing information from kintone and sent via Gmail. This automation of the entire process from creating to sending the quote can reduce the manual effort involved.

2. Create a report with one click from the kintone record detail page

By utilizing this flow, reports are automatically generated by referencing information from kintone. This automation reduces the need for fixed formats and manual input, allowing for the creation of highly accurate reports.

3. Send a template email from kintone with one click using Gmail

For example, when you manually send a thank-you email after each meeting, using this flow can save you time. You can also freely set the email content for monthly communications with customers, for instance. This is recommended for those who frequently contact customers.

For those who want to check templates using kintone and Gmail, please visit the following site.

List of Flowbot Templates Using kintone

List of Flowbot Templates Using Gmail

Summary

The integration of kintone and Gmail seems to be an effective means of achieving work efficiency and accurate information management!
With one-click invoice sending and centralized management of emails and customer information, daily tasks will become more streamlined. It also helps prevent manual errors and supports reliable business operations.
This integration will likely reduce working hours and contribute to improved productivity for the entire team.
If you are interested in the integration of kintone and Gmail after reading this article, please give it a try.