How to read the registration number from a receipt received in Outlook, verify the registration status of the business in the Qualified Invoice Issuer Public System, and notify LINE WORKS

Step 1: Link Outlook, Qualified Invoice Issuer Public System, and LINE WORKS to My Apps

First, register Outlook, Qualified Invoice Issuer Public System, and LINE WORKS to My Apps in order to link them to Yoom.

1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".

2. On the next screen, search for and select Outlook, Qualified Invoice Issuer Public System, or LINE WORKS (API2.0) to proceed to the next screen.

＜For Outlook＞

・Sign in to your account to complete the registration to My Apps.
※ Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.

＜For Qualified Invoice Issuer Public System＞

・Enter the account name and access token, then click "Add" to complete the registration to My Apps.

＜For LINE WORKS (API2.0)＞

・Enter the client ID, client secret, and scope, then click "Add" to complete the registration to My Apps.
※ Detailed instructions for registering to My Apps are explained on the help page here.

3. Copy the template for linking Outlook, Qualified Invoice Issuer Public System, and LINE WORKS.

・Open the link below.

・Clicking "Try this template" will complete the copy.

Step 2: Set up the trigger in Outlook

Set the trigger action that will start the flow.
In this flow, the trigger will activate when an email is received in a specific folder in Outlook.

1. Select "My Projects" in the Yoom management screen and click "【Copy】Read the registration number from the receipt received in Outlook, check the registration status of the business in the Qualified Invoice Issuer Publication System, and notify LINE WORKS".
※ The template title can be changed freely on the next screen.

2. Click "App Trigger When an email is received".

3. Confirm the account to be linked with Outlook and click "Next".
※ Other items are set by default.

4. Set the trigger interval and email folder ID, and perform a test.
※ Trigger intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes are available, and the selectable times vary depending on the plan. The app checks the trigger action once per selected interval, and when the action is executed, the flow bot starts. If you want to check the registration number immediately, a short interval setting is recommended.
※ Set the folder for receiving invoices from the "Candidates" displayed by clicking the frame for the email folder ID.

5. Save if the test is successful.

6. Click "App Integration Retrieve email attachment information".

7. Confirm the account to be linked with Outlook and click "Next".
※ Other items are set by default.

8. Set the email ID and perform a test.
※ The email ID can be set from the "When an email is received" output displayed by clicking the frame. (Values are displayed in double brackets)

9. Save if the test is successful.

10. Click "App Integration Download email attachments".

11. Confirm the account to be linked with Outlook and click "Next".
※ Other items are set by default.

12. Set the email ID and file ID, and perform a test.
※ The email ID can be set from the "When an email is received" output displayed by clicking the frame. (Values are displayed in double brackets)
※ The file ID can be set from the "Retrieve email attachment information" output displayed by clicking the frame. (Values are displayed in double brackets)

13. Save if the test is successful.

Step 3: Set up to verify the registration number in the Qualified Invoice Issuer Publication System

Next, obtain the registration number from the invoice and set up verification in the Qualified Invoice Issuer Publication System.

1. Click "Read text from image/PDF Read text from image/PDF".
※ AI operations are available only in the Team Plan and Success Plan. In the Free Plan and Mini Plan, the operation of the flow bot will result in an error, so please be careful. Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
※ OCR data may not be readable if it exceeds 6,500 characters or if the text is small, so please be careful.

2. Confirm that the title and action are as follows, and click "Next".
※ The title can be changed freely.

3. Set the file attachment method and additional items to extract, and perform a test.
※ Set the invoice obtained from Outlook in the right frame of the file attachment method.
※ Set the item containing the registration number in the additional items to extract.

4. If the test is successful, the registration number obtained from the invoice will be displayed in the output.
Save if there are no issues.

5. Click "App Integration Retrieve publication information from registration number".

6. Confirm the account to be linked with the Qualified Invoice Issuer Publication System and click "Next".
※ Other items are set by default.

7. Set the registration number and perform a test.
※ The registration number can be set from the "Read text from image/PDF" output displayed by clicking the frame. (Values are displayed in double brackets)

8. If the test is successful, the information linked to the registration number will be displayed in the output.
Save if there are no issues.

9. Click "Branch Command Operation".
※ Branching is a feature (operation) available in plans above the Mini Plan. In the Free Plan, the operation of the flow bot will result in an error, so please be careful. The Mini Plan is also paid, but a 2-week free trial is available. During the free trial, you can use restricted apps and features (operations).

10. Set the branching output and conditions as follows and save.
This setting will notify LINE WORKS only if the registration number exists.
※ The title can be set freely.

Step 4: LINE WORKS Setup

Finally, set up notifications to LINE WORKS.

1. Click "App Integration Send message to talk room".

2. Confirm the account to be linked with LINE WORKS and click "Next".
※ Other items are set by default.

3. Set the bot ID, talk room ID, and message, and perform a test.
※ The bot ID can be set from the candidates. Bots can be created in the Developer Console. The creation method is explained in the latter half of this help page.
※ You can directly input a template message. To reflect information related to received emails or registration numbers, set it from the "When an email is received" or "Retrieve publication information from registration number" output displayed by clicking the frame. (Values are displayed in double brackets)

4. If the test is successful, a message will be notified to LINE WORKS.
Save if there are no issues.

5. When the trigger is turned ON, every time an invoice is received in Outlook, the registration status of the business will be automatically checked in the Qualified Invoice Issuer Publication System, and a notification will be sent to LINE WORKS.

If you have any questions about the flow introduced, please check this help page.

Other Automation Examples Using the Qualified Invoice Issuer Publication System

There are many other examples of automation using the Qualified Invoice Issuer Publication System in Yoom, so here are a few introductions.

1. Automatically Check Registration Status with the Qualified Invoice Issuer Publication System When Status is Updated in kintone

This is a template that automatically checks the registration status in the Qualified Invoice Issuer Publication System when a client's status is updated in kintone.
By using this integration, manual verification of registration numbers can be reduced, leading to improved operational efficiency.

2. Automatically verify registration in the Qualified Invoice Issuer Public System when a client is registered in Notion

This is a template that automatically verifies registration in the Qualified Invoice Issuer Public System when a client is registered in Notion.
With this integration, you can prevent omissions in registration number verification and ensure accurate management of client data.

3. Automatically verify registration in the Qualified Invoice Issuer Publication System when a new client is registered in Airtable

This is a template that automatically checks for registration in the Qualified Invoice Issuer Publication System when a new client is registered in Airtable.
By implementing this integration, the verification process is automated, ensuring an accurate registration process for client information.

Benefits and Examples of Integrating Outlook, Qualified Invoice Issuer Publication System, and LINE WORKS

Benefit 1: Streamlining Operations and Reducing Work Time

Manually verifying the registration number of received receipts and searching in the Qualified Invoice Issuer Publication System requires a lot of time and effort.
If receipt handling takes too long, it reduces the time available for other productive tasks.
By integrating Outlook, the Qualified Invoice Issuer Publication System, and LINE WORKS, automating the verification of registration numbers will shorten processing time and streamline operations.
For example, if you process 100 receipts a month and each takes 3 minutes to verify, it amounts to 5 hours monthly.
With integration, you can handle other tasks in the freed-up time, improving the efficiency of the person in charge.

Benefit 2: Strengthening Tax Compliance

When manually verifying registration numbers, it is important to keep a record.
Without a record, you may not be able to fulfill accountability during tax audits or inspections.
By integrating Outlook, the Qualified Invoice Issuer Publication System, and LINE WORKS, you can keep a history of registration number verifications in LINE WORKS, strengthening tax compliance.
For example, if new business partners increase monthly, verifying registration numbers becomes especially important.
By implementing this integration, you can smoothly detect unregistered numbers and avoid inappropriate transactions.

Benefit 3: Reducing Human Errors

Manual work is prone to human errors.
If there is an oversight in verifying registration numbers, tax risks increase, and input errors leading to searching for different businesses result in time loss.
By integrating Outlook, the Qualified Invoice Issuer Publication System, and LINE WORKS, human errors in the verification process will be reduced.
For example, when processing dozens of receipts a day, search errors or verification oversights of registration numbers are likely to occur.
By integrating Outlook, the Qualified Invoice Issuer Publication System, and LINE WORKS, you can prevent these human errors and improve the accuracy of the receipt processing process.

Conclusion

Manually verifying the registration number of receipts in the Qualified Invoice Issuer Publication System is time-consuming and labor-intensive.
Additionally, there are concerns about human errors and tax risks.
These challenges can be addressed by integrating Outlook, the Qualified Invoice Issuer Publication System, and LINE WORKS to automate the registration number verification process.
As a result, you can expect improved accuracy and efficiency in accounting operations, as well as strengthened tax compliance.
The integration of Outlook, the Qualified Invoice Issuer Publication System, and LINE WORKS can be easily achieved without coding by using Yoom.
Refer to the content explained in this article and consider implementing an automated registration number verification process.