Integrate kintone, Misoca, and Outlook to create an invoice in Misoca and send it via Outlook when the status is updated in kintone.

In this article, we will introduce a method to automate the process of creating invoices and sending emails by integrating three applications: kintone, Misoca, and Outlook. This integration is expected to improve work efficiency and reduce the risk of errors. We will explain the benefits of integration and the steps for automation in detail, so if you find creating invoices and sending emails afterward to be a hassle, please consider implementing this. Benefits of Integrating kintone, Misoca, and Outlook Benefit 1: Improved Work Efficiency By automatically creating invoices in Misoca and sending them via Outlook in response to status updates in kintone, manual data entry and email sending become unnecessary. This reduces work time, allowing sales and accounting personnel to focus on their primary tasks. Even when there are overlapping invoices for multiple clients, the burden on staff can be reduced. For example, if you have a client that requires an invoice every time a delivery is made, manually checking kintone's billing details, transferring data to Misoca, and creating an email after the invoice is made can be time-consuming and labor-intensive. By automating this workflow, as soon as approval is granted and the status in kintone is changed, the creation of the invoice and the sending of the email are completed without manual intervention. Staff do not need to check the approval status and can engage in tasks such as document preparation and expense settlement. Benefit 2: Prevention of Human Errors By eliminating manual work in invoice creation and email sending through integration, you can prevent human errors such as transcription mistakes in invoice items or amounts and errors in the recipient. If the invoice content or recipient is incorrect, it could lead to deteriorating relationships or loss of trust with clients. Automation can minimize these risks. Let's streamline billing operations through integration. With the automation tool Yoom, setup is easy. [What is Yoom] How to Create a Workflow for Integrating kintone, Misoca, and Outlook Now, let's set up the integration of kintone, Misoca, and Outlook and automate the workflow. Using a template, we will introduce the steps to create a workflow where "an invoice is created in Misoca and sent via Outlook when the status is updated in kintone." Before You Start 1. Please prepare an app to manage billing information in kintone. * The "status" in the template introduced this time refers to the "status" of kintone's process management function, not the field name. * Each record requires the input of the client ID used in Misoca. * If there are multiple billing items, please separate the fields with names like "Item 2" and "Quantity 2" in the same row. * The diagram below is an example. 2. Please log in to Yoom. 3. Click the "Try it" button below to copy the Yoom template.

Step 1: Integration of My Apps with kintone, Misoca, and Outlook

*If you have already completed the app integration, please proceed to Step 2.

1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.

2. From the list of new connections in My Apps, select kintone, Misoca, and Outlook respectively, and integrate the apps.
　*Reference: How to Register kintone My Apps
　*Reference: How to Register Misoca My Apps
　*Microsoft 365 (formerly Office 365) has plans for home use and general business use (Microsoft 365 Business). If you are not subscribed to the general business plan, authentication may fail.

Next, we will copy the template to My Project and create a flow bot.
If you haven't copied it yet, please copy the flow bot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try this template" on the page you moved to
3. Register for Yoom
※ If you have already completed registration, the login screen will be displayed, so please log in.

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

1. Open the copied template.
　※ You can change the title from the red frame part in the diagram below.

2. Click on the Flowbot's "App Trigger: When Status is Updated (Webhook Activation)".

3. Set up "Select Linked Account and Action".
　Change the title as needed and click "Next".

4. Set up the Webhook event reception for the app trigger.
　Refer to the instructions and precautions to set it to activate when the status is updated.
　※ Reference: Setting up Webhook in kintone

　※ The diagram below shows the Webhook settings screen in kintone.

5. After updating the status of the record with test values in kintone, click "Test".

6. If the test is successful, click "Save".

Step 3: Setting an action to retrieve record information from kintone

1. Click on the Flowbot's "Operate Database: Retrieve Record".

2. Integrate the database.
　・Title: Can be changed as needed.
　・Database Integration "App ID": Enter or select the ID of the app managing billing information.

3. Click "Next".

4. Perform detailed settings for database operations.
　Set the conditions for the records you want to retrieve using the output obtained in Step 2.
　※ The diagram below is an example of input.

　※ The diagram below is an example of output reference. When you click the input field, candidates are displayed, so please select the target item.

5. Click "Test".

6. If the test is successful, click "Save".

Step 4: Setting an action to obtain the destination ID from Misoca

1. Click on the Flowbot's "Integrate with App: Obtain Destination ID Linked to a Specific Client".

2. Select the linked account and action.
　Change the title as needed and click "Next".

3. Set up the API connection.
　Enter the output of the client ID obtained in Step 3 in the client ID field.

　※ The diagram below is an example of output reference.

4. Click "Test".

5. If the test is successful, click "Save".

Step 5: Setting an action to create an invoice in Misoca

1. Click on the Flowbot's "Integrate with App: Create Invoice".

2. Select the linked account and action.
　Change the title as needed and click "Next".

3. Set up the API connection.
　Enter/select each item.
　※ You can use the outputs obtained so far.
　※ The diagram below is an example of input.
　※ If there are multiple billing items, click "+ Add Billing Content" at the end of the billing content to set it.

　※ The diagram below is an example of output reference.

　※ The diagram below is an example of a date variable reference when the payment deadline is the end of the month following the invoice issuance. Click the input field and select "Date" to display candidates, then select the target item. You can also refer to the date entered in kintone using the output without using date variables.

4. Click "Test".

5. If the test is successful, click "Save".

Step 6: Setting an action to obtain the invoice PDF file from Misoca

1. Click on the Flowbot's "Integrate with App: Obtain Invoice PDF".

2. Select the linked account and action.
　Change the title as needed and click "Next".

3. Set up the API connection.
　Enter the output of the invoice ID obtained in Step 5 in the invoice ID field.

　※ The diagram below is an example of output reference.

4. Click "Test".

5. If the test is successful, click "Save".

Step 7: Setting an action to send the invoice via Outlook

1. Click on the Flowbot's "Send Email: Send Email".

2. Set up the email.
　・Title: Can be changed as needed.
　・Email Settings: Use the outputs obtained so far to enter the necessary information for each item.
　※ For attachments, select the output of the invoice file obtained in Step 6.
　※ The diagram below is an example of input.

　※ The diagram below is an example of output reference.

3. Click "Next".

4. Review the email content and click "Test".

5. If the test is successful, click "Save".

This completes the flow "Create an invoice in Misoca and send it via Outlook when the status is updated in kintone".
Switch the trigger of the saved flow to "ON" to activate it.

The Flowbot template used this time
Create an invoice in Misoca and send it via Outlook when the status is updated in kintone

Other Automation Examples Using kintone and Misoca

There are many other examples of automation using kintone and Misoca at Yoom, so here are a few introductions.

1. This is a flow where a quotation is created in Misoca when a record is registered in kintone. If approval from a superior is required before creation, please switch to automation upon status update, as introduced in the invoice creation and sending flow. Additionally, by adding actions such as obtaining a PDF and sending an email, you can automate the process up to sending it to the customer.

2. This is a flow for creating a client in Misoca when a record is registered in kintone. Customer information, like billing and quotation information, can also be automatically synchronized from kintone to Misoca. This reduces the effort of transcription and manual errors, allowing you to share new client information in real-time.

3. This is a flow where a message is sent to a Slack channel when an invoice is created in Misoca. By integrating Misoca with a chat tool, automatic notifications can be enabled when forms are created or updated. By adjusting the notification content and recipients, you can utilize it according to your needs, such as sharing the status of form creation or giving instructions for subsequent processes.

Summary

By integrating kintone, Misoca, and Outlook, you can expect increased efficiency in billing operations and a reduction in human errors. Additionally, if invoices are delivered smoothly to clients, it may lead to strengthened trust relationships with them and improve your company's cash flow through early payments. With Yoom, you can easily set up integrations without any coding. Consider implementing a method to automate everything from invoice creation to email sending.