How to integrate Square with Microsoft Excel to register in Microsoft Excel after completing a payment with Square

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

With the integration of Square, equipped with payment functions, and Microsoft Excel, you can automatically register payment completion information.
This automation is expected to eliminate the hassle of manual input and reduce human error, thereby achieving accurate data management.
This article provides a detailed explanation of the benefits of this automation and specific ways to utilize it.

Recommended for

・Those who use Square for in-store or online payments and manage sales data manually
・Those who use Microsoft Excel to manage sales and inventory and want to reduce manual errors
・Those who use Excel for inventory management and want to efficiently integrate sales data from Square
・Owners who operate multiple stores and seek to centrally manage sales data for quick decision-making
・Those who use Square and Microsoft Excel and aim to improve operational efficiency through their integration

Benefits and Examples of Integrating Square and Microsoft Excel

1. Improved Data Accuracy by Preventing Errors

Manual input can lead to numerical input errors and data omissions, but automation can potentially reduce these risks.
Since Square's data is directly registered in Microsoft Excel, transaction information is accurately reflected, achieving highly reliable data management.
For example, when an accounting staff member prepares documents for tax filing, they can proceed with the work without errors in the data, minimizing subsequent corrections and verification tasks.

2. Support for Quick Decision-Making

When a payment is completed with Square, the data is automatically reflected in Microsoft Excel, allowing for quick confirmation of sales and transaction status.
This enables immediate understanding of store performance and quick response.
For example, if sales are concentrated at a specific time, decisions such as changing staff allocation can be made quickly.
This system is particularly effective for businesses operating multiple stores, where centralized management of sales status for each store is necessary.

3. Achieving Smooth Data Understanding

With Square's payment data automatically reflected in Excel, inventory management based on sales information becomes easier.
For example, every time a specific product is sold, that information is registered in Microsoft Excel, making inventory checks easier and potentially eliminating lost sales due to stockouts.
This can lead to stable store operations and potentially contribute to increased sales.

[About Yoom]

Now, let's create a flowbot using the template "Register in Microsoft Excel when payment is completed with Square".

How to Create a Flow for Integrating Square and Microsoft Excel

The process of completing the flow will proceed as follows.

・Integrate Square and Microsoft Excel with My Apps
・Copy the template
・Set up the Square trigger and check the branching actions, set up the Microsoft Excel operations
・Turn on the trigger and confirm the actual launch

Now, let's proceed with the new connection of the apps to be integrated.

・Integrate Square and Microsoft Excel with My Apps

(1) First, connect Square to My Apps.
After logging into your Yoom account, click "My Apps" on the left panel and search for Square from "New Connection".

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Search for and click the Square app icon.
(2) You will be redirected to the Square login screen, so enter your account information and click [Continue].

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(3) Enter your password on the next screen and log in.
You will be redirected to a screen recommending account protection as shown below.
Set it according to your situation.

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The first connection to Square is now complete.

(3) Next, integrate the Microsoft Excel app.
Select Microsoft Excel in the same way as registering Square with My Apps.

(4) After clicking the Microsoft Excel app icon, you will be redirected to the sign-in screen, but no further action is required, and the connection will be completed instantly.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

Once authentication is successfully completed, you will be redirected to the My Apps screen of your Yoom account.
Now, both apps are connected to your Yoom account.

・Copy the Template

After confirming that the new connection of the target app to your Yoom account is complete, click the icon for "Try this template" below.

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Click the "OK" button to copy the template.
You will be taken to the "My Projects" screen of your Yoom account, where you can check the template content.

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There are three setup flows, including a branching action.

・Square Trigger Setup

(1) First, set up the Square app trigger.

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From the "My Projects" on the left side of your Yoom account screen, click "【Copy】Register with Microsoft Excel when payment is completed with Square".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) Click on the trigger "When a payment is created".

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(3) Enter the account information to be linked and click [Next].
On the next screen, select the "Trigger Activation Interval".
Select any of the options from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes for the "Trigger Activation Interval".
* Note that the trigger activation interval varies depending on the plan.

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(4) Click [Test] and if there are no issues, click [Save].
In this step, you can obtain the following output.
(The content is an example.)

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・Check Branching Action

(1) The second branching action is already set.
Click "Command Operation" and check the settings.

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(2) As shown in the screen below, this template specifies "Operation: When a payment is created" → "Output" as the target for branching output.

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Please set "Output" and "Branching Conditions" as needed according to the situation.
(In this case, it is set to be processed as 'COMPLETED' when equal to the value)

(3) After checking or optionally changing the settings, click [Save].

・Microsoft Excel Operation Setup

(1) Finally, click the third action "Add Record".

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(2) After entering the information of the Microsoft Excel account you want to link, scroll down and fill in the "Database Integration" section.
You can reference information from the linked account as shown in the image below.
(For example, referencing the site ID from the file storage location.)

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(3) You can also reference information such as "Item Name".
After entering the items, click [Next].

(4) On the next screen, set up to add a new record to the specified table in Microsoft Excel.
Fill in the "Values of the Record to be Added" section.

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(5) If there are no issues with the input content, click [Test], and if there are no issues, click [Save].

This completes the setup.

・Turn On Trigger

A message will appear indicating that all settings are complete, so click "Turn On Trigger".

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This completes the Flowbot setup.

Here is the template used this time

Other Automation Examples Using Square

There are many other examples of automation using Square in Yoom, so here are a few.

1. This is a flow where a notification is sent to LINE when a new payment transaction is created in Square.
By integrating Square with LINE, a notification is automatically sent to LINE when transaction information is created, allowing you to quickly check the information.

2. This is a flow to create a new client in freee Accounting when a new payment information is created in Square.
By linking Square with freee Accounting, you can automatically create clients and minimize information management oversights.

3. This flow is recommended for those who are utilizing Square to streamline payment operations or want to enhance data integration with HubSpot.
Once a payment is completed with Square, it is registered as transaction information in HubSpot, reducing the need for manual work.
Payment information outside of business hours is also seamlessly registered in HubSpot, preventing data entry omissions and duplicate data, thereby improving the efficiency of management tasks.

Summary

With the integration of Square and Microsoft Excel, automatic registration of payment information becomes possible, eliminating the need for manual input.
This can lead to improved data accuracy and potentially enable quicker decision-making for businesses.
This automation flow is particularly effective for those managing multiple stores or looking to streamline payment information management.

Be sure to utilize Yoom to experience automation through app integration.