How to integrate Square with Gmail to automatically send personalized thank you emails via Gmail when a payment is completed in Square

This article explains how to automatically send a thank-you email using Gmail after a payment is made through Square.
By implementing this automation, you can streamline customer interactions and potentially enhance trust.
This automation can be a significant help, especially for businesses operated by a small team.
Refer to this article to automate the sending of thank-you emails.

Recommended for

Business owners who want to reduce the workload of customer interactions after payment completion
Those operating with a small team and wishing to smoothly follow up with customers
Those who want to reduce staff burden and improve efficiency
Those using Square and Gmail and looking to integrate these apps for operational efficiency

Benefits and Examples of Integrating Square and Gmail

Benefit 1: Enable timely customer interactions

By integrating Square and Gmail, you can interact with customers at the right time.
For example, once a payment is completed on Square, a thank-you email can be automatically sent via Gmail.
This allows for more accurate and speedy follow-up compared to sending thank-you emails manually.
With this automation, customers can confirm their payment, potentially allowing them to use the service with peace of mind.

Benefit 2: Reduce manual effort and time

Sending thank-you emails manually can be burdensome for the person in charge and consume a lot of time.
For instance, by automating the sending of thank-you emails, you can significantly shorten the time spent on email creation that was previously done manually.
This allows even a small team to focus on customer interactions.
By reducing the burden of manual work, staff can concentrate on their primary tasks.

Benefit 3: Strengthen trust

To deepen trust with customers, timely communication is essential.
For example, sending a "Thank you for your purchase" message from Gmail when a payment is completed on Square can help deepen trust with customers.
Additionally, including customer service contact information in the Gmail message can provide customers with a greater sense of security.

From here, we will introduce how to automate using Yoom by integrating Square and Gmail.

[What is Yoom]

How to Create a Square and Gmail Integration Flow

This time, we will introduce how to set up the following template: "Send individual thank-you emails via Gmail when a payment is made on Square."
By using this template, you don't need to set up automation from scratch, making it convenient.

The integration flow is broadly created through the following processes.

Register Square and Gmail as My Apps
Copy the template
Set the Square trigger as the starting point of the flow and configure the subsequent Gmail operations
Turn on the trigger button and verify the integration operation between Square and Gmail

If you are not using Yoom, please register for free from here.
If you are already using Yoom, please log in.

Step 1: Register Square and Gmail as My Apps

Please register Square and Gmail as My Apps to connect them to Yoom.
Pre-registering as My Apps will facilitate smooth automation settings.

Please register Square as My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.

Search for Square from the "Search by App Name" field or find it from the app list.

When the following screen appears, please log in to Square.

Next, let's register Gmail as My App.
Search for Gmail in the same way as before or find it from the list.

When the following screen appears, log in to Gmail.

If Square and Gmail are displayed in My Apps, the registration is complete.

Step 2: Copy the Template

To set up automation, click "Try it" on the banner below.

Let's check the screen display below and click "OK".

When the following screen is displayed, please check the "Title" and "Description".
If you need to make changes, you can do so from the page below.
Since we will configure Square, click "When a payment is created".

Step 3: Set up the Square trigger that initiates the flow and the subsequent Gmail operation settings

When the following screen is displayed, let's check the settings.

"Title" → Can be freely changed
"Account information linked with Square" → Confirm if the account is correct
"Trigger Action" → When a payment is created

The following screen will be displayed, so select the "Trigger Interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Note that the trigger interval varies depending on the plan.
After setting, click "Test" → "Test Successful" → "Save".

Next, to set up obtaining specific customer information in Square, click "Get specific customer information".
When the following screen is displayed, please check the settings.

"Title" → Can be freely changed
"Account information linked with Square" → Confirm if the account is correct
"Action" → Get specific customer information

The following screen will be displayed, so set the "Customer ID".
Use the output from "When a payment is completed" to set it as follows.
The output can be displayed by clicking the arrow within the red frame.

Next, since we will configure Gmail, click "Send Email".
When the following screen is displayed, let's check the settings.

"Title" → Can be freely changed
"Account information linked with Gmail" → Confirm if the account is correct

Scroll and set the "Email Content".
For "To", set the "Email Address" from the output of "Get specific customer information".

Next, set the "Subject" and "Body".
Combine the output from "When a payment is created" to set it as follows.
After setting, click "Next".

The following screen will be displayed, so check the email content.
If there are no issues, click "Test" → "Test Successful" → "Save".

Step 4: Turn on the trigger button and check the integration operation between Square and Gmail

Finally, click "Turn on Trigger" to complete the automation setup.
Check if the flow bot is operating correctly.

Here is the template used this time.

Other Automation Examples Using Square

1. This is a flow that retrieves product information settled with Square and automatically adds it to Google Sheets.
Managing purchased product information in Google Sheets is convenient for graphing.
Automatically synchronizing product information prevents human errors such as input mistakes.

2. This is a flow where once the payment is completed with Square, it is automatically registered in Microsoft Excel.
Since the payment information can be recorded in Microsoft Excel, manual input is not necessary.
This automation is recommended for those who use payment data for analysis and other purposes.

3. This is a flow that automatically registers customer information to Square when a row is added in Google Sheets.
It is recommended automation for those who want to automatically register customer information from Google Sheets.
It saves the trouble of manual input, prevents human errors, and allows for accurate registration.

Summary

Automating thank-you emails by integrating Square and Gmail can enhance smooth customer service and improve operational efficiency.
This automation can be particularly beneficial for companies with small teams.
By automating, manual tasks are reduced, allowing you to focus more on important tasks.

Consider implementing automation using Yoom.