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Do you want to streamline your invoicing with automation?
Are you tired of spending your time manually creating and sending invoices? Routine tasks like this are repetitive and can be time-consuming, but automating them can save you hours and allow you to focus on more important work :)
Automation might sound like a complicated task that requires programming skills, but don’t worry. You can easily make this automation process with no coding.
In this article, we’ll show you how to integrate Notion, Gmail, and Google Sheets to automate the invoicing process.
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You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
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In this guide, you'll learn the step-by-step process of how to use Yoom to automatically generate an invoice from Notion database and send it via Gmail.
Yoom offers ready-made templates for easy setup. Click the "Try it" button to get started now!
We'll also walk you through the step-by-step process of creating this automation flow in the following section of this article.
Let's walk through how to set up a flow that automatically creates invoices using Notion data and sends them via Gmail.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
If you don’t have a Yoom account yet, register now using this registration form!
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
⚠️ Note: Databases created after registering with Yoom cannot be linked, so make sure to prepare the database you plan to use before registering in My Apps. If you’ve already linked it with Yoom but need to use a new database, you’ll need to register in My Apps again.
For this example, we’ve created a page in Notion to store the necessary data for invoice creation.
Search for "Notion" from the app list and select it.
Log in with your Notion account. When the following screen appears, click "Select a Page".
Select the page(s) to grant access to the database and click "Allowing Access".
Now your Notion is connected :)
Search for "Gmail" from the app list and select it.
Click "Sign in with Google."
Select the Google account to link with Yoom.
Then click “Continue”.
Now your Gmail is connected :)
Since Gmail and Google Sheets are both part of the Google ecosystem, they can be integrated using the same procedure. Therefore, you can follow the same steps to integrate Google Sheets as well.
If you haven't created an invoice template in Google Sheets yet, please prepare it.
This time, we created it as shown in the image.
📚Reference: For more details on how to set up document creation, refer to this guide.
Click the "Try It" button to copy the pre-built template into your project.
Click "Try this template".
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
Open the copied template and click on “select and launch a page on the database" from the Chrome extension trigger icon.
In the image below, you'll find a page that describes the Yoom Chrome Extension in the red-highlighted section. Follow the instructions provided on that page to complete the setup.
Once the Chrome extension settings are finished, click "Next" to proceed.
📚 Reference: To learn more about how to set up triggers using the Chrome extension, check out this guide.
Specify the Notion page containing the data used for creating the invoice.
By hovering over the red-framed area, you can open the page in a side peek.
Copy and paste the URL as shown in the image, where it appears on both screens.
Click the "Test" button at the bottom of the screen. If "Test Successful" appears, the trigger setup is complete. Don’t forget to save it.
Next, proceed with the detailed settings to retrieve data from Notion.
Select the Database ID from the displayed options.
Select the database you want to use, which should match the Notion page you selected earlier. Once chosen, press "Next" to continue.
Click the empty box on the right.
Select the red frame part.
Notion page data will be displayed. From there, click "Page ID".
📚 Reference: For more details on retrieved values and how to set them up, see the guide here.
Once you've configured the settings as shown in the image, click the "Test" button at the bottom of the screen. If "Test Successful" appears, the setup is complete. Be sure to save your settings.
Select "Issue Document" with the Google Sheets icon.
Enter the File ID of the template you will be using.
Then, specify the Folder ID where the issued invoice will be stored. After completing these steps, press "Next."
Link the Notion data with the prepared template data. For detailed instructions on setting this up, please refer to the "How to Set Up Document Issuance" page.
📚 Reference: To learn more on how to set up Document Creation, check out this guide.
3. Replace Strings
Once the settings are complete, click the "Test" button at the bottom of the screen. If "Test Successful" is displayed, the configuration is complete. Make sure to save your settings.
Click "Send Email" with the Gmail icon.
Since a template is being used, the email content settings are already complete. You only need to update the recipient's email address.
Click the recipient box and select the area highlighted in the red frame. Then, insert the email address of the recipient.
Click Test to check if the email is sent successfully. If the test is successful, click Save to finalize the settings.
Toggle the "Trigger On" button to activate your flow!
That’s it! 🎉 The Flowbot is now complete!
By using Notion and Gmail, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!
Register Notion Tasks to Google Calendar
Automatically add tasks recorded in Notion to Google Calendar to keep your schedule up to date.
Add Submitted Form Content to Notion
Automatically transfer content submitted through Google Forms or other tools to Notion for seamless tracking.
Extract Tasks Due Today from Notion and Notify
Set up daily notifications of tasks due today from Notion via chat tools like Slack, Google Chat, or Discord.
Send Email Notifications When Workflow is Approved
Automate email notifications through Gmail when a workflow or request is approved.
Forward Files from Gmail to Chat Tools
Automatically forward files received in Gmail to platforms like Slack, Discord, etc.
Save Documents Received in Gmail to Cloud Storage
Automatically save documents from Gmail to services like Dropbox or OneDrive for secure storage and easy access.
Manually creating and sending invoices can be time-consuming, especially if you're dealing with large volumes. With the integration of Notion and Gmail, this process can be automated, saving you time and effort :) Instead of creating invoices manually, you can use a Chrome extension that automatically generates invoices based on the data in Notion. Once the invoice is created, it can be sent automatically via Gmail. This automation reduces the workload by eliminating repetitive tasks, and what used to take hours can now be done in minutes.
Manual data entry is prone to mistakes, such as a typo in an invoice or missing details. By integrating Notion with Gmail, the whole process of creating and sending invoices becomes automated, reducing the risk of human error. For example, businesses with monthly invoicing cycles can use this automation to save time and keep consistency.
Automating repetitive tasks can be a game-changer for businesses. It not only saves time but also increases efficiency and accuracy. By automating invoice creation and sending, you can focus on more important tasks, knowing that the repetitive work is handled seamlessly.
Best of all, no technical expertise is needed, and anyone can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!
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