Today, we'll explain how to use Gmail to automatically send thank you emails after payments with Square.Using this automation can make responding to customers smoother and may even help build trust.This automation will be a great help, especially for businesses run by a small team!Use this article as a reference and try automating 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
For those who want to try it right away
In this article, we will introduce how to integrate using the no-code tool "Yoom". No complicated settings or operations are required, so even non-engineers can easily achieve this. You can get started right away with the template below, so please give it a try!
When a payment is made via Square, send a personalized thank you email through Gmail.
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" → "+ Add" 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.
When a payment is made via Square, send a personalized thank you email through Gmail.
Let's check the screen display below and click "OK".
When the following screen is displayed, please check the "Title" and "Description". 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" → Retrieve 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". Let's combine and set up the output for "When a payment is created."
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.
When a payment is made via Square, send a personalized thank you email through Gmail.
In addition to the flows we introduced this time, you can use the APIs of Square and Gmail to automate a variety of tasks. All of them can be used with simple setup, so if you find any that interest you, please give them a try!
Other Automation Examples for Square and Gmail
You can also automatically send a thank you email when a payment is completed with Square.
When a payment is made via Square, send a personalized thank you email through Gmail.
This is a flow to notify Microsoft Teams when a payment is made on Square.
■Notes ・Please link Yoom with both Square and Microsoft Teams. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan. ・You can select trigger intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest startup interval varies depending on the plan.
This flow notifies Slack when a payment occurs on Square.
■Notes ・Please link both Square and Slack with Yoom. ・The trigger can select an activation interval of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview The workflow to add customer information created in WooCommerce to Square automates data integration between the online shop and POS system, improving operational efficiency. By utilizing this workflow, customer information in WooCommerce can be automatically added to Square, enabling smooth data management.
■Recommended for ・EC operators who use both WooCommerce and Square and are struggling with duplicate customer data entry ・Store managers who want to integrate online and offline sales channels for centralized management ・IT personnel who want to enhance the accuracy of customer information and reduce manual errors
■Notes ・Please integrate Yoom with both WooCommerce and Square.
■Overview The workflow 'Automatically register business card images attached to Gmail in Sansan using OCR' is a business workflow that streamlines the management of business card information received in business. It eliminates the need for manual input, reducing the time spent on business card management and improving data accuracy.
■Recommended for ・Those who receive many business card images via Gmail and spend time managing them ・Those who use Sansan but find manual business card registration cumbersome ・Business people who want to automate the digitization of business card information to improve work efficiency ・Those who want to achieve accurate data management using OCR technology ・Corporate personnel who want to optimize business flows by linking multiple SaaS applications
■Notes ・Please link Gmail and Sansan with Yoom. ・'Branching' is available for Mini Plan and above, and AI operations for OCR and integration with Sansan are available only for Team Plan and Success Plan. For other plans, the operations and data connections set in the flow bot will result in errors, so please be careful. ・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). ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・If you have registered the presence or absence of attachments in Gmail label settings, the 'Branching' operation is not necessary. ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
This is a flow to read business card images received in Gmail with OCR and add data to kintone.
■Notes ・Please link Gmail and kintone with Yoom. ・Branching is available in the Mini Plan or higher, and AI operations are only available in the Team Plan and Success Plan. In other plans, the operation of the set flow bot will result in an error, so please be careful. ・Paid plans such as the Mini Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations). ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・OCR data may not be readable if it exceeds 6,500 characters or if the characters are small, so please be careful.
This is a flow to read business card images received in Gmail using OCR and register them as Salesforce contacts.
■Notes ・Please link Gmail and Salesforce with Yoom. ・Branches are available in the Mini Plan or higher, and Salesforce and AI operations are only available in the Team Plan and Success Plan. Operations of flow bots set in other plans will result in errors, so please be careful. ・Paid plans such as the Mini Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations). ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
Get customer information at the specified date and time and send a standard message via Gmail
Gmail standard messages are automatically sent on the specified schedule, eliminating the need to manually get information or create and send emails, and preventing emails from being sent to the wrong address or forgotten.
Retrieve customer information from Google Sheets at the specified date and time, and send a template email via Gmail.
■Overview This is a flow to retrieve customer information from Google Spreadsheet at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Google Spreadsheet ・Those who feel burdened by regularly sending follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal dates or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Google Spreadsheet and Gmail with Yoom. ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations or data connections set in the flow bot will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview This is a flow to retrieve customer information from Notion at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it burdensome to send regular follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Notion and Gmail with Yoom. ・The operation between "repeating the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in 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 features (operations).
■Overview This is a flow to retrieve customer information from kintone at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming by linking apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it cumbersome to send follow-up emails to customers regularly ・Corporate sales representatives or assistants who want to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send coupons or campaign information to multiple customers who meet certain conditions on a scheduled basis
■Notes ・Please link both kintone and Gmail with Yoom. ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations or data connections of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Team Plan or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot will result in an error. - Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
Benefit 1: You can respond to customers at the right time
By linking Square and Gmail, you should be able to respond to customers at the right time! For example, when a payment is completed with Square, you can automatically send a thank you email via Gmail. This will allow you to follow up more accurately and quickly than if you sent a thank you email manually. By implementing this automation, customers can confirm their payment, which may give them peace of mind when using the service.
Benefit 2: Reduce the time and effort required for manual work
Manually sending thank you emails places a burden on the person in charge and takes up a lot of time. For example, by automatically sending thank you emails, you can significantly reduce the time it takes to create emails, which you previously had to do manually. This may allow even a small number of staff to focus on customer service. Reducing the burden of manual work in this way creates an environment where staff can focus on their core tasks.
Benefit 3: Strengthens trust
To deepen trust with your customers, it is essential to communicate at the right time. For example, when a payment is completed with Square, you can deepen trust with your customers by sending a message from Gmail saying "Thank you for your purchase." Furthermore, including customer service contact information in the Gmail message may provide customers with a sense of security.
Summary
By integrating Square and Gmail to automate thank you emails, you can expect smoother customer service and improved business efficiency. This automation will be especially beneficial for small businesses! By automating your work, you can reduce manual work and focus on more important tasks.
We encourage you to consider using Yoom to introduce automation.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
Having transitioned from a career in child welfare to working as a writer, I am currently blogging for Yoom. I am continually amazed by the efficiency improvements Yoom enables and am eager to share this excitement with others to contribute to society. I will be sharing insights on app integrations and automation that even someone like me, with zero programming knowledge, can accomplish.
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