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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.
■Overview
This is a flow to create invoices using information from a Notion database and send emails via Gmail.
By using a trigger with a Chrome extension, you can directly activate the trigger from Notion.
■Recommended for
1. Companies utilizing Notion for business
・Those who register information of client companies
・Those who register detailed billing information in the database
2. Those who use Gmail as their main communication tool
・Those who use it as a means of communication and information transmission with client companies
■Benefits of using this template
By using Notion as a customer management tool, you can centrally manage information and facilitate business progress.
However, manually entering information registered in Notion to create forms hinders business efficiency.
This flow is suitable for those who want to reduce the hassle and time involved in form creation.
By utilizing this flow, you can automatically create invoices using a Google Sheets template based on the information registered in Notion and send them via email.
Automating invoice-related tasks facilitates smooth business progress for the entire team.
Additionally, completing invoice dispatch quickly can lead to improved customer satisfaction.
■Notes
・Please integrate Notion, Google Sheets, and Gmail with Yoom.
・For instructions on setting up triggers using the Chrome extension, please refer to here.
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!
■Overview
This is a flow to create invoices using information from a Notion database and send emails via Gmail.
By using a trigger with a Chrome extension, you can directly activate the trigger from Notion.
■Recommended for
1. Companies utilizing Notion for business
・Those who register information of client companies
・Those who register detailed billing information in the database
2. Those who use Gmail as their main communication tool
・Those who use it as a means of communication and information transmission with client companies
■Benefits of using this template
By using Notion as a customer management tool, you can centrally manage information and facilitate business progress.
However, manually entering information registered in Notion to create forms hinders business efficiency.
This flow is suitable for those who want to reduce the hassle and time involved in form creation.
By utilizing this flow, you can automatically create invoices using a Google Sheets template based on the information registered in Notion and send them via email.
Automating invoice-related tasks facilitates smooth business progress for the entire team.
Additionally, completing invoice dispatch quickly can lead to improved customer satisfaction.
■Notes
・Please integrate Notion, Google Sheets, and Gmail with Yoom.
・For instructions on setting up triggers using the Chrome extension, please refer to here.
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!
■Overview
This is a flow to create invoices using information from a Notion database and send emails via Gmail.
By using a trigger with a Chrome extension, you can directly activate the trigger from Notion.
■Recommended for
1. Companies utilizing Notion for business
・Those who register information of client companies
・Those who register detailed billing information in the database
2. Those who use Gmail as their main communication tool
・Those who use it as a means of communication and information transmission with client companies
■Benefits of using this template
By using Notion as a customer management tool, you can centrally manage information and facilitate business progress.
However, manually entering information registered in Notion to create forms hinders business efficiency.
This flow is suitable for those who want to reduce the hassle and time involved in form creation.
By utilizing this flow, you can automatically create invoices using a Google Sheets template based on the information registered in Notion and send them via email.
Automating invoice-related tasks facilitates smooth business progress for the entire team.
Additionally, completing invoice dispatch quickly can lead to improved customer satisfaction.
■Notes
・Please integrate Notion, Google Sheets, and Gmail with Yoom.
・For instructions on setting up triggers using the Chrome extension, please refer to here.
Register Notion Tasks to Google Calendar
Automatically add tasks recorded in Notion to Google Calendar to keep your schedule up to date.
■Overview
Automatically register task information from the Notion task management database as all-day events in Google Calendar.
Only new tasks will be registered, and updated tasks will be excluded from the flow.
■Preparation
・Create a task management database in Notion in advance.
※For an actual example, please refer to this link: https://sulky-aftershave-b1d.notion.site/6729db5cf9ff4a26ae2156f44bc2b174?v=db2791f6600d429e9d7796834a753e30&pvs=4
■Setup Method
① Select Notion from the app triggers and press the action when a page is created or updated in a specific database.
② Enter the launch interval and database ID, then test and save.
※For common errors when integrating with Notion, please refer to here.
③ Press the + mark under the trigger and select "Branch".
④ Set the operation to the trigger set in ① and the output to the creation date.
⑤ Set the condition to "not equal to the value" and embed the last updated date obtained in ① as {{Last Updated Date}} in the output and save.
※For details on dynamically using outputs, please refer to here.
⑥ Press the + mark, select Notion from the operation to manipulate the database, and proceed to the next step by selecting "Retrieve Record (ID Search)" from the action and entering the same database ID as the trigger.
⑦ Set the search condition to "Record ID equals" and embed the object ID obtained from the trigger in ① as {{Object ID}}, then test and save.
⑧ Press the + mark, select the action to add or subtract dates from the operation to manipulate and transform data.
⑨ Embed the task's due date obtained in ⑦ as the target date, set the condition to +1 day, assign an arbitrary output name, and test and save.
⑩ Press the + mark, select Google Calendar from the operation to integrate with the app, and choose the action to create an event.
⑪ On the next page, set as follows, test, save, and complete the setup.
・Calendar ID: Enter your Gmail address directly
・Event Title: Embed the task name obtained in ⑦
・Event Start Date: Embed the task's due date obtained in ⑦
・Event Start Time: 00:00
・Event End Date: Embed the due date added in ⑨
・Event End Time: 00:00
・Event Details: Optional input
■Notes
・Be sure to register tasks by adding a new row.
※This is because using the default empty row after creating the database will cause discrepancies between the creation and update dates.
Add Submitted Form Content to Notion
Automatically transfer content submitted through Google Forms or other tools to Notion for seamless tracking.
■Overview
This is a flow that adds a record to a Notion database when there is a response to a Google Form.
■Recommended for
1. Those who manage information with Notion
・Those who want to automatically add information collected via Google Forms, such as customer information, survey results, and event participant information, to a Notion database
・Those who want to utilize Notion's database features to organize and analyze information for business use
2. Those who want to streamline operations by linking Google Forms and Notion
・Those who want to eliminate manual data entry and save time
・Those who want to create tasks in Notion or link related information based on response content
3. Marketing personnel, sales personnel, HR personnel, project managers, etc.
・Those who collect information using Google Forms and manage and utilize it in Notion
■Benefits of using this template
・It saves the effort of manually transferring Google Form responses to a Notion database, leading to significant time savings.
・Since the Notion database is updated immediately when there is a form response, you can always grasp the latest information.
■Notes
・Please link both Google Forms and Notion with Yoom.
・Refer to the following for how to obtain response content when using Google Forms as a trigger.
■Overview
The flow "Send approval request when the form is submitted and add to Notion after approval" is an automation process aimed at streamlining business workflows.
■Recommended for
■Benefits of using this template
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.
■Overview
This is a flow that extracts tasks due today from the Notion database and notifies them all at once in Google Chat every day.
■Recommended for
1. Those who consolidate information in Notion
・Project managers who centrally manage project tasks
・Those who utilize Notion for progress management
2. Those who share information using Google Chat
・Project leaders who share progress and tasks
・Those who use Google Chat for sharing announcements
■Benefits of using this template
When linking Notion information with Google Chat, it is cumbersome to notify each time.
Additionally, if notifications are delayed, real-time information sharing may not be possible, leading to potential discrepancies in team understanding.
This template is suitable for those who want to automate the notification process with Google Chat.
Since this template can automatically notify tasks due today from the Notion database to Google Chat, manual notification tasks are no longer necessary.
By notifying task information all at once, each member's work becomes visible, reducing misunderstandings and allowing for smoother operations.
■Notes
・Please link both Notion and Google Chat with Yoom.
・Integration with Google Chat is only possible with Google Workspace. Please refer to the following for details.
■Overview
This flow extracts tasks due today from the Notion database and notifies them all at once on Discord every day.
■Recommended for
1. Those who manage schedules with Notion
・Project leaders managing project work schedules
・Public relations team members who share tasks with deadlines daily
2. Those who regularly communicate via Discord
・Team members sharing information on Discord
・Those who use Discord for business communication
■Benefits of using this template
When managing tasks in a Notion database, searching for tasks due today can be cumbersome.
Additionally, if there is a sharing omission when sharing tasks with each member, there is a risk of affecting the progress of the entire team.
This template allows you to notify tasks due today from the Notion database to Discord all at once.
By notifying all at once, there is no need to manually notify each member, and the tasks to be done that day become clear among the team.
By receiving task completion notifications from each member regarding the notification content, progress management becomes easier, and the burden of management tasks can be reduced.
■Notes
・Please link Yoom with both Notion and Discord.
■Overview
This flow extracts tasks due today from the Notion database daily and sends a batch notification to Slack.
■Recommended for
1. Those who manage tasks with Notion
・Project leaders managing project tasks
・Marketing department members reminding team members of tasks due today
2. Those who use Slack for daily communication
・Project managers overseeing multiple projects
・Teams collaborating via Slack
■Benefits of using this template
Notion is a tool that allows easy creation of databases and efficient task management.
However, manually sending notifications for sharing with team members can hinder productivity.
This template is suitable for those who wish to automate manual notifications to team members.
By notifying Slack of tasks due today from Notion at a set time daily, you can streamline your workflow.
Automating the search and notification tasks within Notion allows for smoother daily operations.
■Notes
・Please integrate Yoom with both Notion and Slack.
Send Email Notifications When Workflow is Approved
Automate email notifications through Gmail when a workflow or request is approved.
■Overview
When billing information is entered into the form, an invoice is generated using a Google Spreadsheet invoice template.
After that, it goes through manager approval and is sent via email.
■Recommended for
1. Those who create invoices using a Google Spreadsheet invoice template
2. Those who manually create and send invoices
3. Those who want to streamline the creation and sending of invoices and various documents
■Benefits of using this template
・You can automatically create and send invoices based on form responses, reducing manual work.
・You can include approval requests in the process, allowing for pre-checks of any input errors.
■Notes
・It is necessary to set up account information for integration in the operation of each app.
Forward Files from Gmail to Chat Tools
Automatically forward files received in Gmail to platforms like Slack, Discord, etc.
■Overview
This is a flow for forwarding Gmail messages to a Discord text channel.
■Recommended for
1. Those who use Gmail for communication with client companies
・Sales assistants responsible for communication with client companies
・Customer service department personnel who use it for client interactions
2. Companies that share information internally via Discord
・Personnel from companies that use chat rooms for each department
・Project managers who want to quickly share information from clients with their team
・Administrative personnel managing data using digital tools
3. Those who want to reduce manual input and improve work efficiency
・Owners of small and medium-sized enterprises aiming for business automation
・Personnel in general affairs and administration with a lot of data entry tasks
■Benefits of using this template
・Automatically forwarding received content from Gmail to Discord allows for immediate information sharing with the entire team.
・By quoting the received content from Gmail to send chats to Discord, it prevents errors from manual input.
■Notes
・Please integrate both Gmail and Discord with Yoom.
・For forwarding processes when using Gmail as a trigger after integrating with Yoom, please refer to the following:
■Overview
The workflow "Summarize email content with AI and notify Microsoft Teams" is a business workflow designed to quickly grasp important information from received emails and share it within the team. By utilizing this workflow, AI can automatically summarize the email body and notify Microsoft Teams. This ensures that important information is not missed and facilitates smooth communication across the entire team.
■Recommended for
■Benefits of using this template
Since email content is summarized by AI and automatically notified to Microsoft Teams, the time spent on checking email content can be reduced.
With AI-summarized content being notified to Microsoft Teams, important points can be quickly grasped, improving decision-making speed.
Automation prevents human errors in the summarization process, ensuring reliable information sharing.
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.
■Overview
This is a flow that reads document data posted on Gmail using OCR, updates the file name, and stores it in OneDrive.
With Yoom, you can easily achieve this flow without any programming, as it allows integration between apps.
■Recommended for
1. Those who manage files on OneDrive
・Those who manually rename files attached to Gmail and store them in OneDrive
■Benefits of using this template
If you manage files manually, storing them in the wrong location can take time to find them.
This flow allows you to standardize file names and storage locations, preventing errors in renaming and storage locations, thereby enhancing the accuracy of management tasks.
■Notes
・Please integrate Gmail and OneDrive with Yoom.
・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
・Branching is a feature available with the Mini Plan or higher. If you are on the Free Plan, the operation of the flow bot you set will result in an error.
・AI operations are a feature available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the flow bot you set will result in an error, so please be careful.
・Paid plans such as the Mini Plan, Team Plan, and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
・Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that reads document data posted on Gmail using OCR, updates the file name, and stores it in Box.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who frequently exchange files via Gmail
・Those who manage received files with Box
2. Those who use Box
・Those who find renaming files or moving files to be cumbersome
■Benefits of using this template
If you are manually moving and managing files sent via Gmail to Box, you might find the repetitive tasks cumbersome.
Additionally, if the file naming convention is not standardized, it may cause confusion when searching for files.
When an email with an attached file is received in Gmail, the flow is triggered, allowing for standardized file naming conventions and improving the efficiency of file search and management.
■Notes
・Please connect Gmail and Box with Yoom.
・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is too small.
・Branching is a feature available with the Mini Plan or higher. Operations set in the flow bot will result in an error with the Free Plan.
・AI operations are only available with the Team Plan and Success Plan. Operations set in the flow bot will result in an error with the Free Plan and Mini Plan, so please be careful.
・Paid plans such as the Mini Plan, Team Plan, and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview
This is a flow to upload attachments received in Gmail to Dropbox.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who manage business emails using Gmail
・Those who receive a large number of attachments via email for business purposes and find manual organization time-consuming
・Those who want to efficiently save and manage attachments in cloud storage
2. Those who use Dropbox for file sharing and management
・Those who want to save files collectively in Dropbox but find manual uploading cumbersome
・Those who want to automate file management by linking Gmail and Dropbox
■Benefits of using this template
By uploading attachments received in Gmail to Dropbox, you can enjoy the following benefits.
Firstly, the task of manually downloading and uploading files is eliminated.
This improves work efficiency and allows you to dedicate valuable time to other important tasks.
This is especially effective in tasks that frequently handle files.
Furthermore, automation reduces missed files and errors, achieving accurate data management.
This reduces future troubles and verification tasks, ensuring smooth business operations.
■Notes
・Please connect both Gmail and Dropbox with Yoom.
・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes.
・Please note that the shortest trigger interval varies depending on the plan.
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!
