How to Automatically Create Invoices from Notion Pages and Send Them via Gmail

1. Hover over the banner and click "View Details"
2. Click "Try this template" on the page you navigated to
3. Register for Yoom
※ If you have already registered, the login screen will be displayed, so please log in.

Step 2: Chrome Extension Trigger and Notion Page Settings

1. Open My Project

Open "My Project" from the menu on the left side of the screen.

2. Open the copied template Click "Create an invoice using Notion database information and send an email with Gmail".
3. Select App Trigger

Select "Select and launch a page on the database" from the Chrome extension trigger icon.

Press Next.
4. Chrome Extension Settings

There is a page that describes the Yoom Chrome Extension in the red frame part of the image above, so please set it according to the content.
Once the Chrome extension settings are complete, press Next to proceed.

5. Sample URL of the launch page

Specify the Notion page data used to create the invoice.

By hovering over the red frame part, you can open the page in a side peek.

Copy and paste the URL in the state where it is displayed in two screens as shown in the image.　　　

6. Execute Test

Press the test button at the bottom of the screen.
If "Test Successful" is displayed, the trigger setting is complete. Save it.

Next, perform detailed settings to retrieve Notion data.

1. Operate the Database

Click "Retrieve Record (ID Search)" on the Notion icon.
Scroll down the screen.

2. Database Integration

Set the ID of the database to be used.

Click the box to display a list of linked databases.
Select the database to be used this time. This will be the same as the Notion page used earlier.
Once selected, press Next.‍

3. Conditions for the Record to be Retrieved

Click the empty box on the right.

Select the red frame part.

Notion page data will be displayed. From there, click "Page ID".

4. Execute Test

Once the settings are complete as shown in the image, press the test button at the bottom of the screen.
If "Test Successful" is displayed, the settings are complete. Save it.

Step 3: Setting Up Document Creation in Google Sheets

1. Select App

Select "Issue Document" from the Google Sheets icon.
Scroll down.

2. Set ID

Enter the file ID of the template to be used.

Next, set the folder ID to store the issued invoice.
Press Next.‍

3. Replace Strings

Link the Notion data with the prepared template data.
For detailed settings, please refer to the "How to Set Up Document Issuance" page.‍

4. Execute Test

Once the settings are complete, press the test button at the bottom of the screen.
If "Test Successful" is displayed, the settings are complete. Save it.

Step 4: Setting Up Invoice Sending from Gmail

1. Send Email

Select "Send Email" from the Gmail icon.
Scroll down.

Since a template is being used, the email content settings are complete.
Only change the recipient.

Click the recipient box and select the red frame.
Next, Insert the address.‍

2. Execute Test

If there are no issues with the content, press the test button at the bottom of the screen.
If "Test Successful" is displayed, the settings are complete. Save it.

3. Turn On the Trigger

Once the flowbot creation is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.

Flowbot template used this time
Create an invoice using Notion database information and send an email with Gmail

Other Automation Examples Using Notion and Gmail

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

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

Automation Examples Integrating Notion and Gmail

It is possible to set up an integration where an email is sent via Gmail whenever a page is created or updated in Notion.
Additionally, you can extract information from inquiry emails, reply via Gmail, and add the content to Notion, or use OCR to read documents received in Gmail and add them to Notion.

Examples of Automation Using Notion

Register tasks recorded in Notion to a calendar

Automatically register tasks recorded in Notion to Google Calendar.

Add Submitted Form Content to Notion

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

Extract tasks due today from Notion every day and send batch notifications to chat tools

Automatically extract tasks due today from Notion every day and notify via Google Chat, Slack, etc.

Example of Automation Using Gmail

Notify via Gmail when a workflow is approved

Automatically send an email through Gmail when a request is approved.

Forward files received in Gmail to chat tools

Automatically forward files received in Gmail to Slack, Discord, etc.

Save documents received in Gmail to cloud storage

Automatically save documents received in Gmail to services like DropBox or OneDrive.

Benefits of Integrating Notion with Gmail

1. Reducing Burden by Shortening Workflow

By using a Chrome extension from the invoice data page managed in Notion, invoices can be automatically created. Additionally, the created invoices can be automatically sent via Gmail.
Since the manual creation and sending of invoices are automated, significant improvements in workflow can be expected.
The time previously spent on creating a large number of invoices may be saved. If the workflow is shortened, the burden will also be reduced.

2. Improving Productivity and Efficiency

Previously, invoices were manually created while checking the Notion database, which could lead to human errors such as typing mistakes. However, with the introduction of this app integration, invoices will be automatically created, minimizing human errors like transcription mistakes.
Moreover, introducing automation should increase productivity and improve work efficiency. Especially in the case of monthly billing systems, these benefits may be more noticeable.

Conclusion

Automating routine tasks is recommended to increase productivity. It not only reduces the workload but also saves time and enhances efficiency.
With Yoom, even the automation implementations you had given up on can be realized without programming.
A two-week trial period is also available, so please give it a try.