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

With the integration of Square, which has 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 errors, thereby achieving accurate data management. In this article, we will explain in detail 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 centralized management of sales data for quick decision-making - Those who use Square and Microsoft Excel and want to improve operational efficiency through their integration Benefits and Examples of Square and Microsoft Excel Integration: 1. Improved Data Accuracy by Preventing Errors Manual input can lead to numerical input errors or 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 data errors, minimizing the need for corrections or verification later. 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 responses. For example, if sales are concentrated at a specific time, decisions such as changing staff allocation can be made swiftly. This system is particularly effective for businesses operating multiple stores, where centralized management of each store's sales status is crucial. 3. Realization of 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 missed sales due to stockouts. This can lead to stable store operations and possibly contribute to increased sales. [Yoom Introduction] Now, let's create a flowbot using the "Register in Microsoft Excel when payment is completed with Square" template.

How to Create a Flow for Integrating Square and Microsoft Excel The process to complete the flow will proceed as follows: - Integrate Square and Microsoft Excel with My Apps - Copy the template - Set up Square triggers and check branching actions, configure Microsoft Excel operations - Turn on the trigger and verify the actual launch Let's start by making a new connection for 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 sidebar and search for Square from "New Connection." Search and click the Square app icon. (2) You will be redirected to the Square login screen, where you should enter your account information and click [Continue]. (3) On the next screen, enter your password and log in. You will be directed to a screen recommending account protection, as shown below. Configure it according to your situation. The first Square connection is now complete. (3) Next, integrate the Microsoft Excel app. Select Microsoft Excel just like you did with Square's My Apps registration. (4) After clicking the Microsoft Excel app icon, you will be redirected to the sign-in screen, but no action is required, and the connection will be completed instantly. Note: Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). 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 for the target app is complete in your Yoom account, click the "Try this template" icon for the template below.

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Click the "OK" button to copy the template.
You will be redirected to the "My Projects" screen of your Yoom account, so please check the template content.

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The setup flow includes three steps, including a branching action.

・Square Trigger Setup

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

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From the My Projects section on the left side of your Yoom account screen, click "【Copy】Register to 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".
Choose any interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*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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・Branching Action Confirmation

(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, set it to be processed as "COMPLETED" when it equals 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 refer to 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) It is also possible to 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.
Let's 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 the Trigger

A message will appear indicating that all settings are complete, so click "Turn on the 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 to introduce.

1. This is a flow where a notification is sent to LINE when new payment transaction information is created in Square.
By integrating Square with LINE, you can automatically receive notifications on 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 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 input 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 improve data accuracy and 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.