How to automatically 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 via Slack

Step 1: Integration of My Apps with Outlook, Qualified Invoice Issuer Publication System, and Slack

1. How to Register Outlook

After clicking "My Apps", search for Outlook from "New Connection".‍‍

When the above screen is displayed, please sign in.
Note: If you are not subscribed to the general corporate plan, authentication may fail.

2. How to Register the Qualified Invoice Issuer Publication System
Next, search for the Qualified Invoice Issuer Publication System from "New Connection".

Please set the account name as desired.
Enter "Yoom" for the access token and press the add button.

3. How to Register Slack
Next, search for Slack from "New Connection".

When you transition to the Slack sign-in screen, please enter the URL of your workspace.

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When you move to the Slack access permission request screen, select the channel to post to and click "Allow" to complete the integration.

Reference: For more details on the integration method, please check this page.

With this, the integration of My Apps with Outlook, Qualified Invoice Issuer Publication System, and Slack is complete!

Next, let's copy the template to be used this time.
Click "Try it" on the banner below, and then click "Try this template" at the bottom of the destination screen to copy the template.

Step 2: Set a Trigger to Activate When an Email is Received in Outlook

First, press "When an email is received" to set up the app trigger.

The above screen is set by default.
Click "Next" as it is.

Select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※Note) The activation interval may not be selectable depending on the plan.

Set the email folder ID from the options.

Once the setup is complete, send a test email to Outlook and conduct a test.
If the test is successful, save the settings.

Step 3: Retrieve Information from Outlook Email Attachments

Next, press "Retrieve information from email attachments" to set up the action.

Since the above screen is already set, proceed to the next page as it is.

Set the email ID from the "When an email is received" tab as shown in the image above.
※By setting it this way, when an email arrives in Outlook, the email ID is automatically retrieved and the attachment information is obtained.

If the test is successful, click "Save".

Step 4: Download Email Attachments

Next, press "Download email attachments" to set up the action.

Since the above screen is already set, proceed to the next page as it is.

Set the email ID again in the same way.
Set the file ID from the "Retrieve information from email attachments" tab.

Click "Test" and if "Test Successful" is displayed, save the settings.

Step 5: Extract Text from Images or PDFs

Next, press "Extract text from images or PDFs" to set up the AI action.
※Note) The AI feature is available only in some paid plans, and a 2-week free trial is available.

Since the above screen is already set, click "Next" as it is.

Select "Upload file" from the dropdown for the file attachment method.
For additional items to extract, specify "Registration number".

After testing, click "Save".

Step 6: Retrieve Published Information from the Qualified Invoice Issuer Public System Using the Registration Number

Next, press "Retrieve published information using the registration number" to set up the action.

Since the above screen is set, click "Next" as it is.

Set the registration number from the "Extract text from images or PDFs" tab.
If the test is successful, click "Save".

Step 7: Branching

Next, press "Command Operation" to set the branching conditions.
Note) The branching feature is available only in some paid plans. A 2-week free trial of the paid plan is available.

In this step, set the condition to branch only if the registration number is not empty.
Since the "Branch Target Output・Branch Condition" is already set, there is no need to change anything, but please check if it is set as shown in the above screen.

※Reference) For an explanation of the output, please refer to here.

Once confirmed, save the settings.

Step 8: Send a Message to a Slack Channel

Next, press "Send a message to the channel" to set up the action.

Since the above screen is already set, proceed to the next page as it is.

Set the channel ID for posting by referring to the annotations on the above screen.

The message content can be set freely.
In this flow, it is set as shown above by default, so change it according to your needs.
After completing the setup, test and save the settings.

Step 9: Turn ON the Trigger

Finally, click "Turn ON the Trigger" to check if the flow bot is activated correctly!

Introduction to Other Automation Examples Using the Qualified Invoice Issuer Publication System

At Yoom, it is possible to integrate the Qualified Invoice Issuer Publication System with other apps.
Here, we introduce some automation examples using the Qualified Invoice Issuer Publication System.

1. This flow automatically checks whether a business partner is registered as a qualified invoice issuer when they are registered in Notion.
By utilizing this flow, you can reduce manual verification tasks, thereby preventing oversights.

2. This is a flow that automatically checks the registration status of a qualified invoice issuer when a client is registered in Airtable.
‍ By utilizing this flow, you can streamline the process of verifying the registration status of qualified invoice issuers.
This allows for smoother accounting operations.

3. This is a flow that automatically checks the registration status of qualified invoice issuing businesses when the status is updated in kintone.
‍ By utilizing this flow, you can reduce the manual effort required to check the registration status of qualified invoice issuing businesses, thereby improving operational efficiency and potentially preventing rework due to input errors.

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

Benefit 1: Reduce Human Errors and Improve Operational Efficiency

Manually checking the registration number on receipts each time and verifying it with the Qualified Invoice Issuer Publication System is time-consuming and increases the risk of human error.
By automating this process through app integration, AI can read the registration number on the invoice, verify it with the Qualified Invoice Issuer Publication System, and automatically notify Slack of the registration status, thereby reducing human errors and improving operational efficiency.
This allows employees to allocate resources to other important tasks, potentially enhancing overall work efficiency.

Benefit 2: Support Quick Decision-Making with Automatic Notifications

By integrating Outlook, the Qualified Invoice Issuer Publication System, and Slack, the automatic notification feature of Slack allows for the rapid sharing of verification results regarding whether an entity is a qualified invoice issuer.
This enables staff and management to make quick decisions.
Especially when coordination between multiple departments is required, timely notifications without omissions can facilitate smooth information sharing and potentially accelerate the overall business process.

Benefit 3: Strengthen Compliance and Avoid Troubles

When verifying registration numbers, it is important to keep a record to strengthen compliance.
Without records, there may be cases where accountability cannot be fulfilled during tax audits or inspections.
By integrating Outlook, the Qualified Invoice Issuer Publication System, and Slack, after automatically verifying the registration status with the Qualified Invoice Issuer Publication System, the verification history of the registration number can be retained in Slack notifications, which is expected to strengthen compliance.

Conclusion

In this blog, we introduced a method to integrate Outlook, the Qualified Invoice Issuer Publication System, and Slack, where you can read the registration number from receipts received in Outlook, automatically verify the registration status with the Qualified Invoice Issuer Publication System, and notify Slack. What did you think?
By adopting this automation, you can achieve many benefits such as improving operational efficiency, reducing human errors, and strengthening compliance!
Please refer to this article to achieve integration and automation without code and improve your business processes.