Integrate Square with Outlook to send personalized thank you emails in Outlook when a payment is made in Square.

Sending a thank-you email after payment is important, but as the number of transactions increases, doing it manually can be quite challenging, right? There's also the risk of forgetting to send it 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 may improve operational efficiency and enable consistent customer service. Please give it a try.

Recommended for

・Those who use Square and Outlook and want to automate the process of sending thank-you emails to customers after payment
・E-commerce site operators or store managers who find manual email creation time-consuming and feel challenged by the consistency of 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 operational efficiency

Benefits and Examples of Integrating Square and Outlook

Benefit 1: Reduction of Effort and Improvement of Operational Efficiency

By integrating Square and Outlook, you can reduce the effort of manually creating and sending emails. Additionally, staff can allocate time to tasks other than email creation, which is expected to improve overall operational efficiency. For example, small e-commerce sites may have multiple payment confirmations daily, but manual thank-you email creation can be time-consuming. However, with this automation, personalized emails can be automatically sent from Outlook as soon as payment is confirmed, potentially reducing the burden of creation and enabling smoother responses.

Benefit 2: Providing a Consistent Customer Experience

With the integration of Square and Outlook, you can notify customers with messages through a consistent process, which is expected to enhance the uniformity of your brand image. When sending emails manually, the content and response speed may vary depending on the person in charge, but with automation, emails can 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 and how to check the delivery status) in the email sent after payment completion in 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: Reduction of Input Errors

The integration of 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, it is possible to prevent these human errors. 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 will be reduced, improving staff operational efficiency.

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How to Create a Square and Outlook Integration Flow

So far, we have introduced the benefits of integrating Square and Outlook. Now, let's quickly use Yoom to integrate the apps used this time! After completing the registration of My Apps, we will create a flowbot to "Send personalized thank-you emails via Outlook when a payment is made through Square."

This time, we will follow the process below.
Let's set it up together!

Integrate Square and Outlook with My Apps.
Copy the template.
Set up the Square trigger as the starting point of the flow and configure the subsequent Outlook operations.
Turn on the trigger button and verify the operation of the integration flow between Square and Outlook.

Step 1: My Apps Integration

Integrating with 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 authentication may fail if you are not subscribed to the general business plan.

Once Square and Outlook are integrated with 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.
After confirming the account information to be linked, proceed to the next step. Trigger Interval: You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*The available intervals may vary depending on the plan. Now, move to Square and register a test payment as shown below.
Return to Flowbot and test it.
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 confirm 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 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 it.
If successful, save it.
Check the email sent at this point. 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 like me, who is not familiar with programming, 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 handle a large number of transactions without disrupting your workflow.

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 to Square when a row is added in Google Sheets.

Manually registering customer information carries the risk of making a one-digit mistake or missing a registration.
By using the information registered in Google Sheets, customer information can be registered, preventing such errors.

Summary

This time, we introduced the flow bot "Send a personalized thank you email via Outlook when a payment is made with 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 helps prevent 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.