Integrate kintone with the Qualified Invoice Issuer Publication System to automatically verify registration status with the Qualified Invoice Issuer when the status is updated in kintone.

Kintone is a tool that enables business efficiency without the need for coding.
This time, by integrating Kintone with the Qualified Invoice Issuer Publication System, it becomes possible to automate the confirmation of registration status. In this article, we will explain how to automatically check the registration status using Kintone, and provide detailed steps to reduce manual confirmation work and improve business efficiency.

Recommended for

Accounting personnel and business operators who are considering automating the billing process and want to reduce the hassle of registration confirmation.
Corporate management departments that want to strengthen their response to the invoice system and streamline tax risk management.
Sales and accounting personnel who want to keep trading partner registration information accurate and prevent billing errors.
General affairs and management departments of companies that want to promote transparency in business processes and improve audit response capabilities.
IT personnel and system administrators interested in API integration using Kintone and promoting business automation.

Benefits and Examples of Integrating Kintone with Qualified Invoice Issuers

Benefit 1: Reduction of Manual Work through Business Efficiency

The process of checking the registration status of qualified invoice issuers usually requires searching on the National Tax Agency's website, which can be time-consuming when done manually. By using Kintone to automatically check in response to status changes, the workload on personnel is reduced, allowing them to focus on other important tasks. For example, if the status is updated to "Preparing Invoice" before issuing an invoice, automating the registration check can prevent erroneous billing to unregistered businesses.

Benefit 2: Prevention of Billing Errors and Strengthening Compliance

Failure to comply with the invoice system can lead to tax risks. Automatic checks ensure that the billing party is a qualified invoice issuer, preventing inappropriate billing to unregistered businesses. For example, by automatically checking when the trading partner's status is changed to "Contract Completed," compliance violations can be avoided, enhancing the company's reliability.

Benefit 3: Transparency of the Check Process and Improved Audit Response

When the registration confirmation process for qualified invoice issuers is automated, all business history is recorded in the database. This allows for easy presentation of evidence of proper processes during internal audits or tax investigations. For example, by automatically checking customers who have reached the "Contract Approval" status and recording the results in Kintone, it can be used later as an audit trail.

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How to Automatically Check Registration Status with Qualified Invoice Issuers When Status is Updated in Kintone

The template used this time is "How to Automatically Check Registration Status with Qualified Invoice Issuers When Status is Updated in Kintone" as follows.

In Yoom, you can set up business automation without coding by using templates.

This flow will proceed through four main processes.

‍1. Connect kintone and the Qualified Invoice Issuer Publication System to My Apps
2. Copy the template
3. Set up kintone triggers and connect with the Qualified Invoice Issuer Publication System
4. Turn on the trigger and verify the automation connection

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Step 1. Connect kintone and the Qualified Invoice Issuer Publication System to My Apps

Register kintone and the Qualified Invoice Issuer Publication System as My Apps.
Completing the My App registration first will make the automation setup smoother.

First, register kintone as a My App.
Access the My Apps menu on the left side of the Yoom screen and click the new connection button on the right side of the screen.

Next, enter kintone in the search window and select "kintone" from the displayed options.
At this time, "kintone (Guest Space)" will also be displayed, but we will use "kintone" for this purpose.

A screen like the one in the image below will be displayed, so enter the information that can be obtained with kintone.
Please refer to the following help article for the service connection method.

How to register kintone as a My App

If an error is displayed during the connection, please check the following article.

Main causes and solutions for not being able to register kintone as a My App

Once the input is complete, click "Add".

kintone will be displayed on the My Apps screen.

Register the Qualified Invoice Issuer Publication System as a My App.
Access the My Apps menu on the left side of the Yoom screen and click the new connection button on the right side of the screen.

Next, enter the Qualified Invoice Issuer Publication System in the search window and select "Qualified Invoice Issuer Publication System" from the displayed options.

The connection screen for the Qualified Invoice Issuer Publication System will be displayed.
Enter the information according to the content.

The Qualified Invoice Issuer will be displayed in My Apps.
This completes the registration of the apps to be used this time in My Apps.

‍Step 2: Copy the Template

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

Read the following screen display and click "OK".

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Step 3. Setting up kintone triggers and linking with the Qualified Invoice Issuer Publication System

The following screen will be displayed, so click "When status is updated".

Copy the Webhook URL and configure it in the management screen of the target app.
※ For kintone settings, please check here.
Once the setup is complete, perform a test and click "Save" after a successful test.

Next, click "Get records".

The database linkage screen will be displayed, so proceed with input according to the content.
・App ID: The part "/k/●●●/" in the app URL is the app ID.
After entering, click "Next".

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Enter the "conditions for the records you want to retrieve" on the next screen.

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After completing the input, click [Test], and if there are no issues, click [Save].

Next, click "Retrieve published information from registration number".

The screen for selecting the linked account and action will be displayed, so click "Next".

The API connection settings will be displayed, so enter the registration number of the invoice system in the "Registration Number" section.
After completing the input, click [Test], and if there are no issues, click [Save].

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Next, click "Update records".

The database linkage screen will be displayed, so enter the app ID from the output and click "Next".

The detailed settings for database operations will be displayed, so proceed with input according to the content.

Enter the values of the updated records.
This section can also be entered using the output.
After completing the input, click [Test], and if there are no issues, click [Save].

Step 4: Turn on the trigger
Finally, click "Turn on trigger" to complete the automation setup.
Check if the flow bot is starting correctly.

Here is the template used this time.

Other Automation Examples Using kintone

① Registering Inquiry Emails Received in Gmail to kintone

This is a flow for registering the content of inquiry emails received in Gmail to kintone. By utilizing this integration, you can effectively leverage important insights gained from inquiries, which is expected to improve customer satisfaction.

② Add a record to kintone when a review is posted on Google Business Profile

This is a flow to add a record to kintone when a review is posted on Google Business Profile. This integration eliminates the need to check Google Business Profile or manually link data, thereby streamlining the analysis of reviews and improving services.

③ Issue an invoice with one click from kintone and send it by email

This is the flow to issue an invoice with one click from kintone and send it by email. By implementing this flow, you can automate these invoicing tasks and significantly reduce time by issuing invoices with one click from kintone and sending them by email.

Summary

The integration of kintone with qualified invoice issuing businesses enables the automation of the invoicing process. You can enjoy benefits such as reducing manual work, preventing billing errors, and improving audit response capabilities, significantly enhancing operational efficiency.
No special skills or knowledge are required to implement automation with Yoom. Simply follow the instructions and input the necessary information, making the operation easy.
Be sure to utilize Yoom's automation and experience the efficiency improvements in your operations!