How to use AI OCR to read receipts received in Outlook, check the registration status of the business in the Qualified Invoice Issuer Public System, and notify Microsoft Teams
How to Integrate Applications
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2025/01/24
How to use AI OCR to read receipts received in Outlook, check the registration status of the business in the Qualified Invoice Issuer Public System, and notify Microsoft Teams
r.suzuki
In accounting tasks, processing receipts is one of the time-consuming and labor-intensive tasks. Especially, responding to the Qualified Invoice System and verifying registration numbers require accuracy. This time, we will introduce a method to automatically read receipts received in Outlook using AI OCR, verify the registration status of businesses using the Qualified Invoice Issuer Publication System, and notify Microsoft Teams. This is expected to improve work efficiency, reduce errors, and enhance information sharing across the team. This blog also explains how to integrate without code. If you are considering tool integration and business automation, please refer to this.
Recommended for
Those who want to streamline their response to the Qualified Invoice System
Those who use Microsoft Teams for communication
Those who want to prevent human errors and troubles caused by manual work
Those who use Outlook regularly
Benefits and Examples of Integrating Outlook, Microsoft Teams, and the Qualified Invoice Issuer Publication System
Benefit 1: Reducing Workload by Minimizing Manual Tasks
By automating business processes, you can significantly reduce the effort of verifying receipt registration numbers and data entry. This allows employees to focus on more strategic and creative tasks without being bogged down by tedious simple tasks. For example, accounting staff can significantly reduce the time spent processing receipts and use the remaining time for other important financial analyses or budgeting. Therefore, the overall efficiency of operations is expected to improve, employee productivity increases, and it positively impacts the performance of the entire organization.
Benefit 2: Error Prevention and Process Accuracy Improvement
By systematizing the verification of registration numbers, you can minimize human errors. Especially when responding to the Qualified Invoice System, it reduces the risk of incorrect manual entry or missed verification, ensuring accurate accounting processing. For example, when verifying the registration number of a new business partner, if this system is implemented, the person in charge can always handle accurate data without worrying about manual verification omissions. In this way, automated processes prevent verification errors and are expected to improve the accuracy of operations.
Benefit 3: Smooth Information Sharing Across the Team
By utilizing Microsoft Teams, you can quickly share the results of registration verification with the entire team. This system allows all team members to quickly grasp the latest information, leading to prompt decision-making and response. For example, if there is a business partner whose registration is not completed, the system automatically notifies Microsoft Teams of that information, allowing stakeholders to quickly check the situation. This prevents delays after verification work and enables swift discussion and implementation of countermeasures, thus improving work speed. Furthermore, it prevents information sharing omissions among team members, ensuring smooth communication.
From here, we will set up using the Yoom template 【Read the registration number from receipts received in Outlook, verify the registration status of businesses using the Qualified Invoice Issuer Publication System, and notify Microsoft Teams】 integration flow.
[About Yoom]
How to Use AI OCR to Read Receipts Received in Outlook, Check Business Registration in the Qualified Invoice Issuer Public System, and Notify Microsoft Teams
When Outlook receives a receipt, you can use AI OCR to read the content, check the business registration in the Qualified Invoice Issuer Public System, and notify Microsoft Teams. With Yoom, you can easily automate this process without programming knowledge.
The steps for this integration flow are broadly as follows
Integrate Outlook, Microsoft Teams, and the Qualified Invoice Issuer Public System with My Apps
Copy the template
Set up triggers and actions
Finally, check if the trigger activates
Preparation
1) First, access the official Yoom website and create an account. Yoom Account Issuance Page If you already have an account, please log in.
Step 1: Integrate Outlook, Microsoft Teams, and the Qualified Invoice Issuer Public System with My Apps
1) Once logged into your Yoom account, register the apps you will use next. Click "My Apps" and select "New Connection".
2) A list of apps that can be connected with Yoom will be displayed, and you can search for each app using the search box.
Once you select Outlook, log in with the account you will use.
Similarly, once you select the Qualified Invoice Issuer Public System, enter any name for management purposes as the account name, "yoom" as the access token, and click "Add".
3) Once registration is complete, an icon will be displayed in My Apps. Check that the icon of the registered app is displayed correctly.
Step 2: Copy the Template
Click this banner.
1) First, click on the "Try this template" icon.
2) The following confirmation screen will appear, so click "OK".
When this screen appears, the copy has been completed successfully.
After that, you can click on the title or details to edit them. A "!" icon will appear on the right side, so click them in order to set the operations. The template will be saved in "My Projects".
Step 3: Set the Trigger
Click on "App Trigger: When an email is received".
Step 4: Set Outlook Action 1
1) Select the action "When an email is received" and click "Next".
2) Select the trigger activation interval. The trigger activation interval varies depending on the subscription plan. Please refer here for details of each plan. The email folder ID can be selected from the options. List of feature restrictions and usage limits for each plan | Yoom Help Center (intercom.help) Once completed, click "Test", and after a successful test, click "Save".
Step 5: Set Outlook Action 2
1) Return to the flow and click on the icon "Integrate with App: Get email attachment information".
2) Select the action "Get email attachment information" and click "Next".
3) Enter the required information.
You can use the output information obtained from Outlook in Step 4 to input.
Select from the options as needed, and once input is complete, click "Save".
Step 6: Set Outlook Action 3
1) Return to the flow and click on the icon "Integrate with App: Download email attachments".
2) Select the action "Download email attachments" and click "Next".
3) Enter the required information.
You can use the output information obtained from Outlook in Step 5 to input.
Select from the options as needed, and once input is complete, click "Save".
Step 7: Set AI Operation
1) Return to the flow and click on the icon "Integrate with App: Read text from images/PDFs". *AI operations are available only in the Team Plan and Success Plan. Please note that if you are on the Free Plan or Mini Plan, the operations set in the flowbot will result in an error. *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).
2) Select the action "Read text from images/PDFs" and click "Next".
3) Enter the information. Select "Upload File" for the file attachment method, and specify "Registration Number" for any additional items you want to extract. Once completed, click "Test", and after a successful test, click "Save".
Step 8: Set the Action for the Qualified Invoice Issuer Publication System
1) Return to the flow and click on the icon "Integrate with App: Retrieve published information from registration number".
2) Select the action "Retrieve published information from registration number" and click "Next".
2) Enter the required information. You can use the output information obtained from the AI operation to input. Select from the options, and once input is complete, click "Save".
Step 9: Set the Branch
1) Return to the flow and click on the icon "Branch: Command Operation".
2) Confirm that the branch target output operation is "Retrieve published information from registration number", the output is "Registration Number", and the branch condition is "Registration Number output is not empty", then click "Save". *Branching is a feature (operation) available in the Mini Plan and above. Please note that if you are on the Free Plan, the operations set in the flowbot will result in an error. *Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
Step 10: Set Microsoft Teams
1) Return to the flow and click on the icon "Integrate with App: Send a message to a channel".
2) Select the action "Send a message to a channel" and click "Next".
3) Enter the required information.
You can use the output information to input. Select from the options, and once input is complete, click "Save".
This completes the flow of 【Reading the registration number from a receipt received in Outlook, checking the registration status of the business in the Qualified Invoice Issuer Publication System, and notifying Microsoft Teams】.
Step 11: Test and Verify
Once the setup is complete, the following display will appear, so click "Turn on Trigger". Start the flowbot and verify that it operates correctly.
The template used this time is here
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 let me introduce a few.
1. Automatically Check the Registration of Qualified Invoice Issuers When the Status is Updated in kintone This template is a mechanism that automatically checks the registration status in the Qualified Invoice Issuer Publication System when the status is updated in kintone. For example, when the "Invoice Management Section" of the accounting department checks invoices, manual investigation can be omitted. This improves work efficiency and is expected to prevent input errors and oversight. It also supports proper accounting processing and is expected to enable smooth business processes through quick data integration.
2. Read the registration number from receipts received in Gmail, verify the registration status of the business in the Qualified Invoice Issuer Public System, and notify LINE WORKS This template automatically extracts the registration number from receipts received in Gmail, checks the registration status in the Qualified Invoice Issuer Public System, and notifies the accounting department via LINE WORKS. This allows the "Expense Management Section" of the accounting department to quickly perform verification tasks, leading to improved work efficiency and reduced human errors. Additionally, it helps avoid tax risks due to registration omissions and supports proper expense processing.
3. Automatically Check the Registration of Qualified Invoice Issuers When a Client is Registered in Airtable This template automatically checks the registration status in the Qualified Invoice Issuer Publication System when a new client is registered in Airtable and notifies the result to a Slack channel. This can reduce manual work and prevent oversights and input errors. As a result, not only can work efficiency be improved, but rapid information sharing becomes possible, which is expected to speed up client response.
Summary
This time, we introduced a method to read the registration number from receipts received in Outlook, verify the registration status of the business in the Qualified Invoice Issuer Public System, and notify Microsoft Teams. This automation not only reduces manual work and alleviates workload but also helps prevent errors and improve process accuracy. Additionally, since information can be shared smoothly across the team, quick decision-making and responses can be expected. Furthermore, by using Yoom's no-code templates, these automations can be implemented without specialized knowledge, making it easy for anyone to adopt. If you are looking to improve work efficiency in the future, please refer to this method and consider implementing it.
The person who wrote this article
r.suzuki
I came across Yoom when I was searching for ways to improve work efficiency on a daily basis at a small and medium-sized enterprise in a region where human resources are limited.
I was casually thinking that it would be nice if this were the case, and by introducing Yoom, we can make it so much more efficient! I'm moved.
Even though I have no knowledge or experience with systems or programming, my work has changed drastically, so I'm writing that I hope I can share it with many people who feel the same way.
Conventional RPA can only automate simple repetitive tasks, and the setup process was very complicated. With “hyperautomation,” which combines various technologies such as AI, API, RPA, and OCR, it is possible to automate many tasks that could not be realized until now more easily than before.
Most tools simply connect one app to another, leaving the complex tasks to you. Yoom goes much further: From document creation and browser automation to OCR and generative AI, Yoom handles it all seamlessly in one platform.
Why settle for basic integrations? Streamline your entire workflow with Yoom’s powerful hyperautomation.
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