How to integrate Square with Outlook to send individual thank you emails in Outlook when a payment is made in Square

m.i

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!

Sending a thank-you email after a payment is important, but as the number of transactions increases, doing it manually can be quite challenging. There's also the risk of forgetting to send the email or making mistakes in the amount mentioned in the email. In this article, we will introduce how to automatically send personalized thank-you emails via Outlook when a payment is made through Square, along with the benefits of doing so. This automation could improve work efficiency and enable consistent customer service. Please give it a try. Recommended for: - Those using Square and Outlook who want to automate the process of sending thank-you emails to customers after payments. - E-commerce site operators or store managers who find manual email creation time-consuming and feel challenged by maintaining consistency in customer service. - E-commerce site operators who want to prevent input errors in customer service after payment completion. - Those who want to send unified thank-you emails to strengthen their brand image. - Small business owners or store managers who want to automate repetitive email tasks to improve work efficiency. Benefits and Examples of Integrating Square and Outlook Benefit 1: Reducing Effort and Improving Work Efficiency By integrating Square and Outlook, you can reduce the effort of manually creating and sending emails. Staff can allocate more time to tasks other than email creation, potentially improving overall work efficiency. For example, small e-commerce sites may have multiple payment confirmations daily, and creating thank-you emails manually can be time-consuming. However, with this automation, personalized emails can be automatically sent from Outlook as soon as payments are confirmed, reducing the burden of email creation and enabling smoother responses. Benefit 2: Providing a Consistent Customer Experience Integrating Square and Outlook allows you to notify customers with messages through a consistent process, potentially enhancing brand image consistency. When emails are sent manually, the content and response speed may vary depending on the person in charge, but automation allows emails to be sent with a unified template and timing. For example, by including a thank-you message, details of purchased products, and the next steps (such as the expected shipping date or how to check the delivery status) in the email sent after payment completion on an online store, you can support customers in receiving services smoothly. Such automation eliminates the complexity of providing different responses for each customer and is expected to maintain service quality above a certain level. Benefit 3: Reducing Input Errors Integrating Square and Outlook can reduce manual input errors. When manually entering customer information and creating and sending emails, especially with a large number of transactions, typos and incorrect recipients are more likely to occur. However, by automatically obtaining payment data and generating emails based on that information, these human errors can be prevented. For example, when accepting seminar participation fees through Square, sending thank-you emails with automatically reflected customer names and email addresses leads to providing accurate information. This may reduce the risk of inappropriate email sending due to input errors and the risk of causing distrust among customers. Additionally, the time spent on internal checks and corrections can be reduced, improving staff work efficiency. [Yoom Overview] How to Create a Flow for Integrating Square and Outlook So far, we have introduced the benefits of integrating Square and Outlook. Now, let's quickly connect the apps we'll be using with Yoom! After completing the registration of your app, we will create a flowbot for "sending personalized thank-you emails via Outlook when a payment is made through Square."

This time, the process is as follows.
Let's set it up together!

Integrate Square and Outlook with My Apps.
Copy the template.
Set the Square trigger as the flow starting point, followed by the Outlook operation settings.
Turn on the trigger button and verify the operation of the integration flow between Square and Outlook.

Step 1: My Apps Integration

Integrating My Apps first will make the subsequent settings proceed smoothly.
First, let's integrate the Square and Yoom you are using.
Select My Apps → New Connection from the left side of the Yoom page.

Search for Square and log in using your method.

Next, integrate with Outlook.
When the sign-in screen appears, enter your email address and password.
Note: Microsoft 365 (formerly Office 365) has a personal plan and a general business plan (Microsoft 365 Business), and if you are not subscribed to the general business plan, authentication may fail.

Once Square and Outlook are integrated into My Apps, you're all set.

Step 2: Set Triggers and Actions

We will proceed using this template.

Open the template page and click 'Try this template'.
If you are using Yoom, please log in. If you are new, please register.
Proceed, and the template will be automatically copied to your workspace.
Change the template name as needed.
Click 'My Projects' on the left to see the copied template.
Click the ellipsis (...) on the right and select 'Edit'.

Now, let's set up the app trigger.
Select "When a payment is created".
Change the title as needed.
Verify the account information to be linked, then proceed.

Trigger interval: You can choose from intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*The available intervals may vary depending on the plan.

Move to Square and register a test payment as shown below.

Return to Flowbot and test.
If the Square test payment details are reflected in the output, save it.

Next, click "Retrieve specific customer information".
It is registered by default, so proceed with the test as is.

If the customer information is obtained in the output, save it.

Next, click "Send an email".
Please verify the account information to be linked.
Let's set up the email content.
Select the email address from the output as shown below.

The email body was set up using the output as shown below.

The items used from the output are highlighted in red.

Once the setup is complete, proceed to the next step.

Check the reflected output content for any errors and test.
If successful, save it.
Let's check the email sent here.

The content is reflected successfully.
Clicking the receipt URL will display the following screen.
Incorporating this URL into the email will make it more convenient.

Thank you for your hard work.
Even someone not familiar with programming like me could proceed easily.

Here is the Flowbot used this time ↓

Other Automation Examples Using Square

1.Register in Microsoft Excel when a payment is completed with Square flow.

Recommended for those who manage payment data with Microsoft Excel.
The more payments there are, the longer it takes to record them, but by automating the process, you can continue your work smoothly even if the number of transactions increases.

2.This is the flow to create a client in freee accounting when payment information is created in Square.

Creating a client is a time-consuming and labor-intensive task.
Automate routine tasks to prevent them from becoming dependent on specific individuals.

3.This is a flow to register customer information in Square when a row is added in Google Sheets.

Manually registering customer information carries the risk of entering incorrect digits or missing registrations.
By using the information registered in Google Sheets, you can register customer information and prevent such errors.

Summary

This time, we introduced a flow bot that sends individual thank-you emails via Outlook when a payment is made through Square.
By integrating Square and Outlook to automate the sending of thank-you emails after payments, you can expect improved operational efficiency.
This automation reduces the hassle of manual work and prevents input errors, which can also alleviate the burden on staff.
As a result, it enables quick and accurate responses to customers, potentially contributing to an enhanced brand image.

Take this opportunity to try integrating Square and Outlook using Yoom.

The person who wrote this article

m.i

I have experienced finance-related work for about 3 years since I graduated as a new graduate. Due to the industry, there are so many tasks that are done manually, and I came across Yoom when I thought that if automated, I could do more other work. I'm impressed every day by the convenience of Yoom while writing a blog. I try to make the structure easy to understand.