Automatically create invoices from a Microsoft Excel template and email them when payments matching specific conditions are created in Square
Automatically create invoices from a Microsoft Excel template and email them when payments matching specific conditions are created in Square
Launch this workflow to connect
Microsoft Excel &
Square
!
■Overview
Payments through Square are essential for business growth, but manually creating and sending invoices afterward can be time-consuming and prone to errors. In particular, transferring data to a Microsoft Excel template and creating standardized emails in Gmail often involves repetitive work. This workflow solves these challenges by automating the entire process: when a specific payment is made through Square, it automatically creates an invoice from a Microsoft Excel template and sends it to the designated recipient via Gmail.
■Who Should Use This Template
- Those who manually create and send invoices based on Square payment information
- Accounting professionals looking to streamline invoice issuance using a Microsoft Excel template
- Those who want to reduce human errors related to invoice issuance and improve operational quality
■Benefits of Using This Template
- Automates the process from receiving a payment through Square to issuing and emailing an invoice, reducing the time spent on manual tasks.
- Prevents human errors such as data entry mistakes when creating invoices and incorrect recipient addresses when sending emails.
■Flowbot Workflow
- First, connect Square, Microsoft Excel, and Gmail to Yoom.
- Next, select Square as the trigger and set the action to “When a payment is created.”
- Then, select the branching feature under Operations and set the “Branch” action to route the process based on specific conditions.
- Next, select the “Issue a document” feature under Operations and set the action to create an invoice using a Microsoft Excel template.
- Finally, select Gmail under Operations and set the “Send an email” action to automatically send the created invoice to the designated recipient.
※ “Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts it.
■Customization Options
- When configuring the branching feature, set any conditions you need, such as determining whether an invoice should be issued or routing it to a specific recipient based on payment information retrieved from Square, including the amount or product details.
- For the document issuance feature, specify your Microsoft Excel invoice template file and map Square payment information, such as the customer ID, amount, and date, to the appropriate fields in the invoice as variables.
- When sending an email through Gmail, use variables such as Square payment and customer information in the subject and body, and combine them with a fixed message to create a personalized email. You can also freely configure the recipient's email address.
■Notes
- Connect Square, Microsoft Excel, and Gmail to Yoom.
- Microsoft 365 (formerly Office 365) offers personal and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
- Square outputs can be retrieved using JSONPath. For details on how to retrieve them, see How to Add “Values to Retrieve”.
- Branching is an operation available on the Personal plan and higher. Please note that operations configured in a Flowbot will result in an error if you are on the Free plan.
- Paid plans, such as the Personal plan, offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to plan restrictions.
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Templates using
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About the apps you use
Microsoft Excel
Yoom allows you to integrate with Microsoft Excel's API without any code, enabling the automation of various tasks. For example, it can automatically store values in specific Excel cells or create sheets and tables automatically.
see detailsTemplates
A business workflow that automatically adds records to Microsoft Excel based on Tally's responses. It eliminates manual data entry, ensuring data accuracy and real-time updates, thereby improving work efficiency and preventing errors.
Add records to Microsoft Excel based on Tally's responses.
The workflow automatically records Jotform responses in Excel and adds tasks to Outlook. It eliminates the need for manual data entry and task setting, enhancing the accuracy and efficiency of operations.
Add tasks to Microsoft Excel and Outlook based on Jotform responses.
This is a business workflow that automatically organizes Microsoft Teams posts into Excel and adds tasks to Outlook. It eliminates the need for manual input, streamlining information and task management.
Add tasks to Microsoft Excel and Outlook based on Microsoft Teams posts.
Square
Yoom allows you to integrate with Square's API without any coding, enabling the automation of various tasks. For example, you can store transaction information from Square into Google Sheets or automatically register customer information in Square. Additionally, you can automatically sync transaction and billing information from Square to Yoom's database with just a click.
see detailsTemplates
When a new payment is created in Square, this flow creates a client in freee Accounting. By integrating Square with freee Accounting, you can automatically create clients, eliminating any gaps or omissions in information management. Additionally, you can also register Square's payment information individually in freee Accounting.
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This is a flow that sends a notification to Microsoft Teams when a payment is made via Square. By replying to the message notified in Microsoft Teams with confirmation or status updates, it becomes easy to track the person responsible for handling it.
Notify Microsoft Teams when a payment is made via Square
This is a flow that sends a notification to Slack when a payment is made via Square. Team members no longer need to log in to Square individually to check, allowing them to confirm Square payments in a timely manner. Additionally, it eliminates the time lag in information verification.
Notify Slack when a payment is made with Square
No-Code API Actions
Executable API actions
Flowbot triggers
When a Payment Is Created
When a Booking Is Created
When a Booking Is Updated or Canceled
Flowbot operations
Get Worksheet Information
Get a Specific Cell Value
Get Range by Column
Get Range by Row
Add Worksheet
Rename Sheet
Get Table List
Add Table
Enter Formula in Cell
Enter Value in Cell
Get Item ID
Delete Sheet
Sort a Specified Range in Ascending or Descending Order
Unprotect Worksheet
Get Drive Item ID from Sharing URL
Create Excel Session
List Sites
List Drives in Site
Flowbot triggers
There is no action.
Flowbot operations
Get Worksheet InformationGet a Specific Cell ValueGet Range by ColumnGet Range by RowAdd WorksheetRename SheetGet Table ListAdd TableEnter Formula in CellEnter Value in CellGet Item IDDelete SheetSort a Specified Range in Ascending or Descending OrderUnprotect WorksheetGet Drive Item ID from Sharing URLCreate Excel SessionList SitesList Drives in SiteGet Worksheet Information (SharePoint)Get the Value of a Specific Cell (SharePoint)Get Range by Column (SharePoint)Get Range by Row (SharePoint)Add Worksheet (SharePoint)Rename Worksheet (SharePoint)Get Table List (SharePoint)Add Table (SharePoint)Set Formula in Cell (SharePoint)Set Value in Cell (SharePoint)Delete Sheet (SharePoint)Sort a Specified Range in Ascending or Descending Order (SharePoint)Unprotect Worksheet (SharePoint)Create Excel Session (SharePoint)Get Item ID (SharePoint)
Flowbot triggers
When a Payment Is CreatedWhen a Booking Is CreatedWhen a Booking Is Updated or Canceled
Flowbot operations
Get Customer DetailsSearch CustomersGet Payment DetailsRetrieve a Specific OrderGet Item DetailsCreate CustomerGet Invoice DetailsList LocationsGet Item Variation DetailsList PaymentsList InvoicesCreate Draft InvoiceList Credit CardsSearch InvoicesPublish InvoiceCreate OrderSearch for Order Information for a Specific CustomerMore inspiration for you
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