Integrate Notion with the Qualified Invoice Issuer Publication System to automatically verify the registration status of a qualified invoice issuer when a business partner is registered in Notion.

As businesses are required to comply with the invoice system, verifying the registration of business partners as qualified invoice issuers has become an essential task for the accounting department. However, doing this manually is time-consuming and labor-intensive.
By incorporating an automated flow using Yoom into your operations, you can automatically verify the registration status of qualified invoice issuers when you register business partner information in Notion, thereby reducing the burden on the person in charge.
By saving time on verification tasks, you can focus on other resources, potentially increasing the productivity of your company.
This article explains how to set up an automation flow that automatically verifies the registration status of qualified invoice issuers when a business partner is registered in Notion, and the benefits of implementing it.
By incorporating it into your operations, you can achieve smooth status checks of registration content and reduce human errors, so please take a look.

Recommended for

Those who manage business partner information using Notion
Personnel who want to improve efficiency when responding to the invoice system
Those interested in automating business processes
Businesses that prioritize preventing human errors and aim to improve data accuracy
Department heads who want to quickly process large amounts of business partner data

Benefits and Examples of Integrating Notion with the Qualified Invoice Issuer Publication System

1. Speeding Up Verification Tasks

Traditionally, checking the registration status of business partners required accessing the Qualified Invoice Issuer Publication System each time and manually verifying the registration status, which was time-consuming.
By automating this process, you can quickly verify the registration of business partners and their status on the Qualified Invoice Issuer Publication System.
For example, when you register newly acquired business partner information in Notion, if it is linked with the qualified invoice issuer database and automatically verifies the registration status, the verification task can be completed quickly.
Shortening the time required for registration verification is expected to be a significant advantage, especially for companies with many business partners.

2. Preventing Human Errors

When manually verifying the registration status of qualified invoice issuers, there is a possibility of misentering the registration number of the business partner or forgetting to perform the verification task itself.
By automating the verification process, input errors and verification omissions can be eliminated, achieving accurate data management.
For example, when business partner information is added to Notion, the registration status is automatically checked, and if it is unregistered, the person in charge can quickly take appropriate action.
Reducing duplicate checks and corrective actions for errors can also be expected to alleviate the burden on the person in charge.

3. Reducing Costs Associated with Verification Tasks

When manually verifying registration status, human and time costs occur, but by automating the verification process, cost cuts for tasks can be expected.
For example, when performing verification tasks for 100 business partners, it is expected to take several minutes per task, which is time-consuming.
By introducing this automation flow, the person in charge can be freed from manual tasks, shortening time and leading to cost reduction.
By allocating the reduced costs to other resources, the overall productivity of the company is expected to improve.

Now, let's create a flow bot using the template "Automatically verify the registration status of qualified invoice issuers when a business partner is registered in Notion".

[About Yoom]

How to Automatically Verify the Registration Status of Qualified Invoice Issuers When a Business Partner is Registered in Notion

It is possible to achieve this by receiving the registration of business partner information in Notion using Notion's API, using the Qualified Invoice Issuer Publication System's API to verify the registration number of the relevant business partner based on the data registered in Notion, and updating the Notion records with the appropriate content.
Generally, programming knowledge is required to achieve this, but it can be easily realized without programming knowledge by using the no-code tool Yoom.

The work until the completion of the flow proceeds as follows.

Integration of Notion and the Qualified Invoice Issuer Publication System with My Apps
Copying the template
Setting the Notion trigger and integrating with the Qualified Invoice Issuer Publication System, followed by setting each operation
Turning the trigger ON

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・Integrate Notion and Qualified Invoice Issuer Publication System with My Apps

(1) First, connect Notion to My Apps.
After logging into your Yoom account, click "My Apps" on the left sidebar and search for Notion from "New Connection".

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(2) The Notion app icon will appear, click on it.
On the next screen, click [Select Page].

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Select the page you want to link with your Yoom account and click [Allow Access] to complete the connection.

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(3) Next, integrate the Qualified Invoice Issuer Publication System app.
Select the Qualified Invoice Issuer Publication System just like you did with the Notion My Apps registration.

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(4) Enter "Account Name" and "Access Token", then click [Add].

After clicking, you will be taken to the My Apps screen of your Yoom account with the two apps added.
Now, the two apps are connected to your Yoom account.

・Copy the Template

After confirming that the new connection of the target app is completed in your Yoom account, click the icon for "Try this template" in the template below.

The template will be copied, so click the "OK" button.

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Move to the "My Projects" screen of your Yoom account and check the template content.

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There are six configuration flows, including branching actions.

This time, we assume that the following database has been created in advance in Notion.
Ultimately, the red-framed 'Registration Status' will be updated to 'Registered' if the Qualified Invoice Issuer registration has already been done.
(For testing purposes, it is structured as follows.)

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・Notion Trigger Settings

(1) First, set up the Notion app trigger.

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From the My Projects on the left side of your Yoom account screen, click "【Copy】Automatically check the registration status of a Qualified Invoice Issuer when a business partner is registered in Notion".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) First, click on the trigger "When a page in a specific database is created or updated".

(3) Enter the account information to be linked and click [Next].

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(4) On the next screen, enter the "Trigger Interval" and "Database ID".
Select any of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes for the "Trigger Interval".
*The trigger interval varies depending on the plan, so please be careful.

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(5) For how to check the Notion Database ID, please refer to here and set it up.

(6) After entering the information up to "Database ID", click [Test] and if there are no problems, click [Save].
In this step, you can obtain the following information as output.
As noted, "This value can be used in other operations.", you can reference and utilize it in the subsequent steps.

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・Check Branching Actions

(1) Next, click on the second action "Command Operation" that has already been set and check the content.

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(2) As shown in the screen below, this template specifies "Operation: When a page in a specific database is created or updated" → "Output: Creation Date" as the branching target output.

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Each item can be selected from a dropdown menu.

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(3) Set "Output" and "Branching Conditions" as needed according to the situation.
(This time, it is set to branch when the "Creation Date" is equal to the value of "Last Updated Date".)

(4) After checking the settings or changing them as needed, click [Save].

・Branching is a feature (operation) available with the Mini Plan or higher. If you are on the Free Plan, the operations set in the Flowbot will result in an error, so please be careful.
・Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
・For more information on branching, please also check this page.

(5) Next, click on the third action "Retrieve Record (ID Search)".

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(6) Make sure the Notion account information is entered and enter the Database ID.
Click the input bar to select information as a "candidate" based on the Database ID obtained in the previous step.
After entering the information, click [Next].

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(7) On the next screen, set up to retrieve record information from the database.
Enter the conditions for the record you want to retrieve.
You can reference the output obtained in the previous step.
This time, as an example, specify the Object ID.

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(8) Then click [Test] and if there are no problems, click [Save].

・Qualified Invoice Issuer System Settings

(1) Click on the fourth action "Retrieve Public Information from Registration Number".

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(2) Enter the account information to be linked and click [Next].

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(3) On the next screen, enter the information in the "Registration Number" field.
As shown in the screen below, click the input bar to expand the information obtained in the previous step and reference the content.
(Below is an example of referencing the "Qualified Invoice Issuer Registration Number" information obtained in the previous step.)

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(4) After entering the information, click [Test] and if there are no problems, click [Save].

・Check the Second Branching Action

(1) Check the next branching action.
Click on the fifth action "Command Operation".

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(2) As shown in the screen below, specify "Operation: Retrieve Public Information from Registration Number" → "Output: Registration Number" as the branching target output.

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(3) Set "Output" and "Branching Conditions" as needed according to the situation.
(This time, it is set to branch when the "Registration Number" output field is not empty.)

(4) After checking the settings or changing them as needed, click [Save].

(5) Finally, click on the sixth action "Update Record (ID Search)".

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(6) Confirm that the Notion account information is set, select the Database ID from "Candidates", or enter any information.
After entering the information, click [Next].

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(7) On the next screen, retrieve records that match the conditions from the specified table in Notion and update the value of the top record in the response results.
As an example, specify the 'Record ID' for the "① Conditions for the record you want to update", set the condition to 'Equal', and set the information that matches the condition to 'Record ID' (using output).

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(8) Next, set the "② Value of the record after update".
The value set in "① Conditions for the record you want to update" will be updated to the value set here.
Click the input bar and set the relevant information.

(9) This time, we want to check the registration status of the Qualified Invoice Issuer and update the record if registered, so as shown in the screen below, directly enter 'Registered' and set it.
Other fields do not need to be updated, so leave them blank.

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If you want to update other fields such as the address, you can also reference the output obtained in the previous step.
As an example, the image below shows the "Address" field referencing 'Location of the Head Office or Principal Place of Business (Corporation)'.

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(10) After entering the information in the required fields, click [Test] and if there are no problems, click [Save].
This completes the setup.

・Turn ON the Trigger

By clicking the red-framed "Turn ON the Trigger" on the screen below, the Flowbot will start automatically.

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Here is the template used this time

Examples of Automation Using Notion and the Qualified Invoice Issuer Publication System

There are other examples of automation using Notion and the Qualified Invoice Issuer Publication System available on Yoom, so here are a few introductions.

Automatically Check the Registration of Qualified Invoice Issuers When a Client is Registered in Airtable

This flow is recommended for those managing clients in Airtable.
By utilizing the information registered in Airtable, you can eliminate manual input and verification tasks, allowing for smoother accounting operations.

Automatically Check the Registration of Qualified Invoice Issuers When the Status is Updated in kintone

By adding a record of a business partner in kintone and then updating the status, you can automatically check the registration of qualified invoice issuers and update the kintone record. This eliminates the need to manually verify the registration of qualified invoice issuers, thereby streamlining the management of business partner information.

Update the project status on the board when the status is updated in Notion

When the status information in Notion is updated, the same status content is automatically reflected on the board.
By automating the update tasks that were previously done manually, the workload of the person in charge is reduced, and work efficiency is improved.

Summary

By integrating Notion with the Qualified Invoice Issuer Publication System introduced this time, the process of verifying the registration of business partners is automated, contributing to reducing the burden on accounting personnel and preventing human errors.
Additionally, the reduction in working time can also lead to decreased operational costs.
This is particularly beneficial in a business environment where quick and accurate information verification is required to comply with the invoice system.

Please take advantage of Yoom to experience automation through app integration.