How to integrate kintone, Misoca, and Gmail to create an invoice in Misoca and send it via Gmail when the status is updated in kintone
How to Integrate Applications
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2024/11/20
How to integrate kintone, Misoca, and Gmail to create an invoice in Misoca and send it via Gmail when the status is updated in kintone
k.ueno
By integrating kintone, Misoca, and Gmail, you can significantly streamline the creation and sending of invoices. Implementing this automation is expected to reduce the time spent on data entry during invoice creation. As a result, it may also alleviate the burden on staff, saving both time and costs. This article will explain in detail the benefits of automating the invoice creation and sending process, along with specific integration methods.
Recommended for
・Those who manage customers with kintone and issue invoices with Misoca but feel there are challenges in efficiency ・Accounting or sales personnel who consider transparency in business processes as a challenge ・Those who want to reduce work errors and time waste by utilizing API integration with multiple tools ・Those who are considering designing a specific workflow to advance business automation through the integration of kintone, Misoca, and Gmail
Benefits and Examples of Integrating kintone, Misoca, and Gmail
Benefit 1: Improved Visibility and Manageability of Business Processes
By utilizing the integration flow of kintone, Misoca, and Gmail, the entire business process can be consistently managed, allowing you to visualize who did what and when. This may also help prevent omissions and delays in advance. For example, by checking the update history of statuses and the history of invoices created in Misoca, you can grasp the progress of work at a glance. Furthermore, if a problem arises, you can immediately identify what happened at which stage.
Benefit 2: Optimization of Human Costs
With the integration of kintone, Misoca, and Gmail, tasks such as status checking, invoice creation, and sending can be automated, potentially reducing the workload dependent on human labor. The time that accounting or sales personnel previously spent on repetitive tasks can be reallocated to other tasks. For example, if the task of issuing a single invoice, which used to take several tens of minutes, can be completed in a few seconds, the effect of reducing monthly work hours will be significant.
Benefit 3: Reduction of Repetitive Task Burden
Previously, manually checking status changes, then creating invoices in Misoca and sending them via Gmail required multiple steps. By automating this series of processes, you can prevent input and transcription errors and significantly reduce work time. Especially in industries such as product sales, where similar processes are frequently performed, reducing work time also leads to a reduction in employee burden. For example, when the contract status changes to "Invoice Issued," an accurate invoice can be automatically created and sent, enabling faster and more accurate invoice processing than ever before.
[About Yoom]
Preparation
Before implementing this automation flow, you need to set up process management on the kintone side. Refer to here for the setup.
※ The "status" in the template introduced this time refers to the "status" of kintone's process management function, not the field name. ※ It is necessary to enter the client ID used in Misoca for each record. ※ If there are multiple billing items, separate fields with names such as "Item 2" and "Quantity 2" should be entered in the same row. ※ The diagram below is an example.
Now, let's create a flow bot using the template "Create an invoice in Misoca and send it via Gmail when the status is updated in kintone."
How to Create a Workflow for Integrating kintone, Misoca, and Gmail
The process to complete the workflow will proceed as follows.
Step 1: Integrate kintone, Misoca, and Gmail with My Apps Step 2: Set up triggers in kintone Step 3: Configure Misoca Step 4: Configure Gmail
Let's start by using Yoom to create a flow bot. Now, let's establish new connections for the three apps to be integrated.
Step 1: Integrate kintone, Misoca, and Gmail with My Apps
(1) First, connect kintone to My Apps. After logging into your Yoom account, click "My Apps" on the left panel and search for kintone from "New Connection".
(2) The kintone app icon will appear, so click on it. The integration method is also detailed on this page, so if you have any questions, please check the help article.
(3) After entering "Subdomain", "Client ID", and "Client Secret", click [Add]. This completes the connection to kintone.
(4) Next, let's connect Misoca. Search for and click on the Misoca app icon in the same way as before.
(5) Select the appropriate ID and log in.
(6) With the Misoca app connection complete, proceed to connect the third app, Gmail. Search for and click on the Gmail app icon in the same way.
(7) You will be taken to a screen to select an account, so choose the account you want to integrate from the management accounts on the right. After selection, you will be taken to the sign-in screen, so complete the authentication.
If the setup is successful, you will be taken to the My Apps screen of your Yoom account with the three apps added. This completes the connection of the three apps to your Yoom account. After confirming that the new connection of the target apps to your Yoom account is complete, click the "Try this template" icon on the template below.
Click the "OK" button to copy the template. You will be taken to the "My Projects" screen of your Yoom account, so please check the template content.
It seems to be a template with six actions set.
Step 2: Setting Triggers in kintone
(1) Next, set the app trigger in kintone.
From "My Projects" on the left side of the Yoom account screen, click "【Copy】Create an invoice in Misoca and send it via Gmail when the status is updated in kintone".
You will be taken to a screen like the one above, so let's proceed with setting up the flowbot.
(2) First, click on the trigger "When updated to a specified status (Webhook activation)".
Enter the account information to be linked with kintone, keep the trigger action as "When updated to a specified status (Webhook activation)" and click [Next].
As shown above, execution instructions for the settings will be displayed, so proceed with the settings.
(3) Set the trigger to activate when it reaches a specific "status" of your choice. (In this case, we will use the status "Completed") By doing this, the trigger will activate when the update task is "Completed" on the kintone side. After completing the settings, click [Test] and if there are no issues, click [Save].
(4) Next, set up to retrieve record information in kintone. Ensure that the account information linked with kintone is entered, and keep the execution action as "Retrieve Record".
Database Integration → Enter information in "App ID" and click [Next]. You can also refer to the information obtained in the previous step. Click the input bar to expand the information and select the relevant information.
(5) In the next screen, set to retrieve records that match the conditions from the specified table. Enter the "conditions for the records you want to retrieve".
After entering, click [Test] and if there are no issues, click [Save].
Step 3: Setting up Misoca
(1) Next, set up Misoca. Click on the third action, "Retrieve the recipient ID linked to a specific client".
(2) Enter the account information to be linked with Misoca and click [Next].
(3) Enter the information for "Client ID" in the next screen. Click the input bar to expand the information obtained in the previous step and quote the content.
(4) Click [Test] and if there are no issues, click [Save].
(5) Proceed to the next action "Create Invoice". Ensure that the account is set in "Account Information Linked with Misoca" and click [Next].
(6) Enter information such as "Invoice Date" in the next screen. As shown in the screen below, click the input bar to expand the information obtained in the previous step and quote the content.
After entering, click [Test] and if there are no issues, click [Save].
Now, it's the second half of the setup!
(7) Set up the fifth action "Retrieve Invoice PDF". As in the previous step, ensure that the account is set in "Account Information Linked with Misoca" and click [Next].
(8) Enter the "Invoice ID" in the next screen. You can also set the outputs obtained so far, so enter the relevant information. After entering, click [Test] and if there are no issues, click [Save].
Step 4: Setting up Gmail
(1) This is the final step!! Click on the sixth action "Send Email".
(2) Enter the Gmail account to be linked and fill in the necessary items. Use the outputs as shown in the image below.
(3) After entering, click [Next] to view a list of the settings you have configured. If there are no issues with the content of the created email, click [Test] and then click [Save].
After that, a display indicating that all settings are complete will appear, so click "Turn ON Trigger".
The flowbot setup is complete. In the future, by utilizing this flowbot, when the status is updated in kintone, the automatic creation of invoices and email sending tasks in Misoca will be smoother.
Here is the template used this time ▼
Other Automation Examples Using kintone
Here are some other examples of automation using kintone available on Yoom.
① Issue and Send a Quotation When kintone Status is Updated
This flow automatically issues a quotation using information from a related sub-table in the record and a spreadsheet template when the kintone status is updated, and sends it via Gmail after approval. You can freely modify the content of the quotation, the recipient, the subject, and more.
② Retrieve kintone records with a due date of tomorrow and send reminder emails to the obtained email addresses
By sending emails based on the registered contents of kintone, it is expected to reduce input errors. Since it automatically starts every day, there is no need for confirmation work, which can streamline operations. The entire process from retrieving the target records to sending the emails is completed automatically, preventing any oversight in operations and ensuring the reminder emails are sent.
③ Send multiple files attached to kintone in bulk via email
This is a flow bot that sends files attached to a kintone record via email. It automatically retrieves file keys and record information from kintone, downloads the files, and attaches them to an email.
Summary
By integrating kintone, Misoca, and Gmail, you can expect centralized invoice creation and improved work efficiency. Visualizing business processes, optimizing human costs, and automating repetitive tasks may lead to significant reductions in work time and cost savings. With the introduction of automation, accounting and sales personnel can focus on more important tasks, which will also help reduce staff burdens.
Please take advantage of this integration to improve work efficiency.
The person who wrote this article
k.ueno
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