How to Create an Invoice and Send an Email Using Notion Database Information

Read the following screen display and click "OK".

The following screen will be displayed, so check the "Title" and "Description".
If you want to make changes, do so on the following page.
First, select and launch the page on the database, so click "Select and launch the page on the database".

Step 3: Set Triggers and Actions

When the following screen is displayed, check the setup method.
To use the Chrome extension trigger, please check here.
If you have not installed the Chrome extension, please install it from here.

* By using triggers with the Chrome extension, you can directly activate triggers from Notion.

When the following screen is displayed, check the settings.

• "Title" → Set optionally
• "Account information linked with Notion" → Verify if correct
• "Action when launching from the extension" → Select and launch the page on the database

Check the following setup method.

Scroll and set the "Sample URL of the launch page".
After setting, click "Test" → "Test Successful" → "Save".

Next, to set up retrieving records in Notion, click "Retrieve Records (ID Search)".
The following screen will be displayed, so check the settings.

• "Title" → Set optionally
• "Account information linked with Notion" → Verify if correct
• "Execute Action" → Retrieve Records (ID Search)

Scroll and set the "Database ID".
For testing purposes, please register billing information in Notion.

When the following screen is displayed, set the "Conditions for the record you want to retrieve".
Use the output of "Select and launch the page on the database" and set it as follows.
Click the arrow in the red frame to select the output.
After setting, click "Test" → "Test Successful" → "Save".

Next, to set up issuing documents with Google Sheets, click "Issue Document".
The following screen will be displayed, so check the settings.

• "Title" → Set optionally
• "Account information linked with Google Sheets" → Verify if correct

Scroll and set the "Spreadsheet File ID".
Refer to here for the template document setup method.

Next, set the "Issued Document".

• "Google Drive Folder ID for Storage" → Set optionally
• "Output File Name" → Set using output
  By using the date and Notion's output, you can automatically set the file name.
  The content set in Notion will be displayed as output.

When the following screen is displayed, check the setup method.

Scroll to display the "String to be Replaced" and set the "String after Replacement".

Set the "String after Replacement" using Notion's output.
Set the string that matches the item.
After setting, click "Test" → "Test Successful" → "Save".

Next, to set up sending emails, click "Send Email".
The following screen will be displayed, so check the "Title" and change it if you want to.

Scroll and set the "Email Content".
"To" → Set optionally
Set using Notion's output.

Next, set the "Subject", "Body", and "Attachments".
The body is convenient to set using Notion's output.

When the following screen is displayed, check the "Email Sending Content".
After confirming, click "Test" → "Test Successful" → "Save".

Step 4: Verify Automation Operation

Finally, click "Turn on Trigger" to complete the automation setup.
Check if the flowbot starts correctly.

Here is the template used this time.

Other Automation Examples Using Notion and Google Sheets

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Notion and Google Sheets.

If you find something interesting, please give it a try!

‍‍Automation Examples Integrating Notion and Google Sheets

You can create invoices in Google Sheets based on information from Notion databases and then send them via Gmail or Outlook.
Additionally, it is possible to set up an integration that adds information to Google Sheets when new data is added to a Notion database.

Automation Example Using Notion

Add Meeting Transcription Data to Notion After a Web Meeting Ends

Automatically add meeting transcription data to Notion after a meeting ends on Google Meet or Zoom.

Notify chat tools when information is registered in Notion

Automatically notify Slack, Discord, etc., when information is registered in the Notion database.

Add responses submitted to the form to Notion

Automatically add content submitted via Google Forms, etc., to Notion.

Automation Example Using Google Sheets

Register Survey Results Received via Email into Google Sheets

Automatically register survey results received via Gmail or Outlook into Google Sheets.

Add lead information to the customer management app when a row is added in Google Sheets

When lead information is added to Google Sheets, it will be automatically added to platforms like Salesforce or HubSpot.

Create a folder in cloud storage when a row is added in Google Sheets

Automatically create a folder in Google Drive or OneDrive when a row is added in Google Sheets.

Benefits of Integrating Notion with Email

Benefit 1: Prevent Billing Errors

When creating and sending invoices manually, human errors such as incorrect content, amount mistakes, or misdelivery can occur.
To solve this problem, automating the creation and sending of invoices based on Notion database information is effective.
For example, by registering billing details in Notion in advance, monthly billing processes can be carried out smoothly.
This way, you can prevent troubles caused by billing errors and achieve accurate billing operations.

Benefit 2: Reduce Workload

By automating invoice creation and sending, you can reduce the time spent on tasks and lighten the load on the person in charge.
For instance, if the person in charge manually creates invoices from the Notion database, they need to open various tools, which is inefficient.
However, by automating the invoicing process, if you can reduce the time spent on tasks, the person in charge can focus more on projects and customer interactions.
This automation is especially recommended for small and startup companies looking to improve efficiency with limited resources.

Conclusion

Automating invoice creation and sending by combining Notion and email can reduce workload and prevent human errors.
This reduces manual mistakes and allows for accurate billing processes.
As a result, it may lead to increased customer trust and company growth.

Yoom's automation is attractive because it is easy for anyone to use and does not require complex code input.
Try using the template introduced here to help improve work efficiency!