How to integrate Notion with Gmail to automatically create invoices from Notion pages and send them via Gmail

By automating the routine task of creating and sending invoices, it is possible to significantly improve daily work efficiency. This is because routine tasks are repetitive, and automating them can save time, allowing resources to be allocated to other tasks.
However, do you feel that it is often difficult to try automation casually because it requires programming knowledge?
In this case, we introduce an app integration that allows you to automatically create and send invoices without the need for programming!
The apps used are Notion, Gmail, and Google Sheets. By using a Chrome extension, invoices can be created and sent more easily, so please take this opportunity to try it out!

Benefits of Integrating Notion and 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 creating a large number of invoices may be saved. If the workflow can be 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 this app integration, invoices are automatically created, minimizing human errors such as transcription mistakes.
Moreover, introducing automation should increase productivity and improve work efficiency. Especially in the case of the monthly billing system, these benefits may be more noticeable.

[About Yoom]

We will now introduce how to create a Flowbot in Yoom, which allows app integration without programming, to "create invoices with Notion database information and send emails with Gmail."
After registering with Yoom, please try creating it!

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The above Flowbot template can be copied from below.

1. Hover over the banner and press "View Details"
2. Press "Try this template" on the transitioned page
3. Register for Yoom

* If you have already completed registration, the login screen will be displayed, so please log in.

How to Create a Notion and Gmail Integration Flow

Step 1: Integrate Notion, Gmail, and Google Sheets with My Apps

<span class="mark-yellow">In this integration, we will create an invoice using a template prepared in Google Sheets.
Therefore, let's integrate the three apps: Notion, Gmail, and Google Sheets.</span>

Once registration with Yoom is complete, the Flowbot template will be copied to "My Projects".
If the display appears as shown in the image, please select "My Apps" from the menu on the left.

Click the new connection button at the top right.

Enter the name of the app to be integrated into the box.

Integration of Notion and Yoom

1. Prepare Notion
‍In order to integrate Notion and Yoom, it is necessary to prepare Notion at this stage.

This time, we created a page assuming the data needed when creating an invoice.

To send the invoice to the "Email Address" on this Notion page, let's create an email address field.

2. Search
‍Search for Notion and click the Notion icon.

3. Access Request

The access request will be displayed as shown in the image.
Check it and click "Select Page".

4. Select Page

The page created in Notion will be displayed.
Select the page you prepared earlier and press "Allow Access".‍

5. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

Integration of Gmail and Google Sheets with Yoom

1. Search
‍Click the Gmail icon.

2. Select Account
‍Press the Google account of the Gmail address to be integrated with Yoom.‍

3. Log in to Yoom

You will be taken to the page shown in the image, read the terms and click next.‍

4. Yoom is requesting additional access to your Google account
Press continue.
When you move to the authentication screen, select <span class="mark-yellow">Allow all permissions</span>.

5. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

* Since Gmail and Google Sheets are the same Google services, My Apps integration is possible with the same procedure.
Therefore, let's also integrate Google Sheets using the same procedure.

6. Prepare Google Sheets

If you have not yet created an invoice template in Google Sheets, please prepare it.
This time, it was created as shown in the image.

For more details, please check the page "How to Set Up 'Issue Documents'" and "Prepare Template Documents".

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This completes the My Apps integration of the three tools.
Next, we will create a Flowbot using the template copied to My Projects.
If it has not been copied yet, please copy the Flowbot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try this template" on the page you are redirected 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 Setup 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 the icon for the Chrome extension trigger "Select and launch a page on the database". 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 settings are complete. Save it. Next, perform detailed settings to retrieve data from Notion. 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 integrated 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 to Create Documents 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, also set the folder ID where the issued invoice will be stored.
Press Next.‍ 3. Replace Strings
Link the Notion data with the prepared template data.
For detailed setting methods, please check the page for "How to Set Up Issuing Documents".‍ 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 to Send Invoice 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.
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 When the flow bot creation is complete, the display will be as shown above. The trigger is initially set to OFF, so turn it ON. ‍ Flow Bot Template Used This Time
Create an invoice using Notion database information and send an email with Gmail

Other Automation Examples Using Notion and Gmail

There are many other examples of automation using Notion and Gmail in Yoom, so here are a few introductions.

1. Create an invoice in Google Sheets using Notion database information and send it via Gmail
You can create and send invoices using the same steps as the flow bot introduced this time. Automating routine tasks can improve work efficiency, so why not give it a try?

2. Create a quotation in Google Docs using Notion database information and send an email with Gmail
‍It also supports creating flowbots in Google Docs. You can integrate apps with familiar tools, allowing for quick implementation of automation.

3. Extract Information from Inquiry Emails, Send Initial Reply via Gmail, and Store in Notion
It is possible to automatically accumulate inquiry emails from companies. Along with reducing the workload of customer support, the ability to check inquiry contents in Notion will make it easier to share among team members.

Summary

Automating routine tasks is recommended for increasing productivity. It not only reduces the workload but also saves time and improves efficiency.
With Yoom, you can implement automation without the need for programming, even if you have given up on it before.
We offer a two-week trial period, so please give it a try.