How to integrate kintone with Billing Management Robo to register as a billing destination in Billing Management Robo when information in kintone is updated.

The Invoice Management Robot is a convenient tool that streamlines accounting tasks by consistently managing everything from invoice creation to sending and payment status confirmation.
However, if you need to manually register billing information with the Invoice Management Robot every time kintone's information is updated, processing time will increase, potentially negatively impacting team productivity.
This article clearly explains the benefits of linking kintone with the Invoice Management Robot and the basic automation flow.

Recommended for

The content introduced this time is recommended for the following people!

・Those who use kintone and the Invoice Management Robot and find managing employee information cumbersome
・HR personnel who want to automate the process of linking employee information to improve operational efficiency
・Those who want to quickly reflect new employee information in the Invoice Management Robot

Benefits and Examples of Linking kintone with the Invoice Management Robot

Benefit 1: Reduction of Input Errors in Billing Information

By centrally managing customer information in kintone and automatically reflecting updated data in the Invoice Management Robot, the possibility of input errors in billing information can be reduced.
For example, when the accounting department creates invoices at the end of the month, traditionally, customer information had to be manually entered into multiple systems, increasing the likelihood of errors.
However, by linking kintone with the Invoice Management Robot, when the sales department changes information such as customer addresses, that information is quickly reflected in the accounting department's system, reducing the risk of human error and improving the efficiency of billing operations.

Benefit 2: Reduction of Work Time

By linking kintone with the Invoice Management Robot, customer information and contract details are automatically transferred to the billing management system, eliminating the need for manual data entry.
This can shorten the time spent on billing operations and improve overall operational efficiency. Additionally, it becomes less dependent on specific personnel, making it easier to smoothly proceed with operations even if the person in charge changes.
Furthermore, for example, when launching a new project, contract information registered in kintone will automatically be reflected in the accounting system.
This allows the billing schedule to be quickly determined at the start of the project, enabling billing operations to proceed with a unified flow.
As a result, manual work is reduced, contributing to improved accuracy in operations.

Benefit 3: Smooth Information Sharing

When information is updated in kintone, the content is immediately reflected in the Invoice Management Robot, facilitating smooth information sharing between sales and billing personnel.
For example, when the sales department registers a new contract in kintone, that information is quickly communicated to the accounting department, increasing the likelihood that the accounting department can start preparing invoices early.
Smooth information sharing makes it easier to respond to customer requests such as "I want an invoice immediately after the contract," improving inter-departmental collaboration and operational efficiency.
By utilizing automation, information is quickly shared between departments, allowing the accounting department to quickly grasp the latest contract information, reducing the likelihood of missing billing opportunities.

In this article, we will proceed with integration using Yoom.
If you haven't used it yet, please take a look at First Time with Yoom.

[What is Yoom]

How to Create a Flow for Linking kintone with the Invoice Management Robot

This time, we will create a flow of [Register as a billing destination in the Invoice Management Robot when information is updated in kintone].
This will allow you to automatically register with the Invoice Management Robot using the referenced information when a kintone record is updated to a specified status, making it easier to efficiently manage information.

The integration flow is broadly created through the following processes.

・Register kintone and Billing Management Robo as My Apps
・Set a trigger to activate when a specified status is updated in kintone
・Configure settings to register and update billing destinations in Billing Management Robo
・Testing and verification

Step 1: Integration of kintone and Billing Management Robo as My Apps

First, log in to your Yoom account.
If you do not have an account, please create one on the Yoom account creation page.

1. After logging in, click on My Apps, then click on New Connection.

2. You can search by app name from the red frame.
This time, please search and register both kintone and Billing Management Robo.

3. Once registration is complete, a message saying "My App has been registered" will appear.
The icons for kintone and Billing Management Robo will be displayed, so please check them.

For detailed instructions on registering My Apps in kintone, please refer to the following link.
How to register My Apps in kintone

For more detailed information about Yoom, please check the Yoom Help Center.

Selecting a Template and Preparing the Storage Location

Please click "Try it" from the link below.

If the following display appears, the template copy was successful.

Step 2: Set a trigger to activate when a record is registered in kintone

1. First, click on "When updated to a specified status (Webhook activation)" at the top.

2. You can set the title freely.
Enter the account information to integrate with kintone.
Select "When updated to a specified status (Webhook activation)" as the trigger.
Once you've finished entering, click "Next".

3. Copy the Webhook URL and set it in the management screen.
For detailed instructions, please refer to the following link.
Set up Webhook in kintone
Set any status you like.
Once the setup is complete, perform a test. If there are no issues, save it.

Step 3: Set up to register/update billing information in the Billing Management Robot

1. Return to the flow.
Next, click on the "Retrieve Record" icon.

2. Enter the account information to integrate with kintone.
Select "Retrieve Record" as the action.
When you click the input field for the App ID, suggestions will be displayed, so use them as needed.
After entering, click "Next".

3. Set the conditions for the record you want to retrieve.
When you click the input field, the output you obtained earlier will be displayed, so use it as needed.
Once the setup is complete, perform a test, and if there are no issues, save it.

4. Finally, click "Register/Update Billing Information".

5. Enter the account information to integrate with the Billing Management Robot.
Select "Register/Update Billing Information" as the action.
Once the setup is complete, click "Next".

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6. Set each item.
Be sure to enter the required fields.
When you click the input field, the output you obtained earlier will be displayed, so use it as needed.
Once the setup is complete, perform a test, and if there are no issues, save it.

7. This completes the flow of [Registering as a billing destination in the Billing Management Robot when information is updated in kintone].

Step 4: Testing and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn on Trigger" button to activate the flow bot.

Even those without programming knowledge can feel secure with Yoom. With simple operations, anyone can start using it immediately.
Try this convenient flow from the link below.

Other Automation Examples Using Billing Management Robot

There are many other examples of automation using the Billing Management Robot in Yoom, so here are a few introductions.

1. This is a flow where a billing address is registered with the Billing Management Robot when a row is added to Google Sheets.
‍By using this template, you can automatically register billing addresses with the Billing Management Robot when they are added to Google Sheets.
This can help reduce the burden of manual input and potentially save working time.

2. This is a flow to register as a billing destination with the billing management robot when information is updated in Salesforce.
Manually entering Salesforce information into the billing management robot is time-consuming and can lead to human errors.
By utilizing this flow, data registration in the billing management robot is automated, which will help improve operational efficiency.

3. This is a flow to register a client in the billing management robot when information is updated in Notion.
Manually entering information from Notion into the billing management robot each time may affect the team's productivity.
By using this template, the registration of information into the billing management robot is automated, which can reduce the burden of data entry.

Summary

By integrating kintone with the billing management robot, it is now possible to automatically add employee information registered in kintone to the billing management robot.
This reduces the time previously spent on data entry tasks, allowing you to focus on more important tasks.
With Yoom, you can smoothly implement automation without specialized knowledge.
A wide range of templates is available, making it recommended for those new to automation through app integration.
If you aim to improve work efficiency, be sure to try Yoom.