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Create an invoice from form submissions and send it via Gmail after approval

Create an invoice from form submissions and send it via Gmail after approval

Launch this workflow to connect Google Sheets & Gmail & Google Chat !
■Overview
Do you find it time-consuming to manually transfer data and send emails when creating invoices using Google Sheets? These repetitive tasks can also lead to human errors, such as incorrect entries or missed deliveries. This workflow automatically creates invoices in Google Sheets based on information submitted through a form, routes them for internal approval, sends them via Gmail, and notifies your team, automating the entire process and solving these challenges.

■Recommended for
  • Accounting professionals who manually create and send invoices using Google Sheets
  • Those who want to streamline the process from invoice creation to delivery and focus on core tasks
  • Team leaders who want to eliminate manual invoice-related errors and improve operational accuracy

■Benefits of using this template
  • Automate everything from form submission to invoice creation, approval, and delivery, reducing the time spent on manual tasks and freeing you up for other work.
  • Eliminate manual data transfers and recipient setup to prevent human errors such as incorrect amounts and delivery to the wrong recipient.

■Flow
  1. First, connect Google Sheets, Gmail, and Google Chat to Yoom.
  2. Next, select Yoom Forms as the trigger and set the action to “When a form is submitted.”
  3. Then, set the “Issue a document” action as an operation to issue a document from an invoice template prepared in Google Sheets.
  4. Next, set the “Request approval” action as an operation to ask the person in charge to approve the issued invoice.
  5. Once approved, set Gmail’s “Send an email” action as an operation to send the invoice to the customer.
  6. Finally, set Google Chat’s “Send a message” action as an operation to notify the person in charge that the process is complete.
※“Trigger”: An action that starts a flow. “Operation”: An action that processes tasks within the flow after the trigger starts.

■Customization options
  • For the document issuance feature, you can freely configure the Google Sheets file to use as the invoice template and the cells where you want to reflect information such as the customer name and amount.
  • For the “Issue a document” action, you can specify any Google Drive folder to store the issued invoice PDF.
  • With the approval request feature, you can specify the person to request approval from and include information such as the invoice amount and customer name as variables in the request message.
  • In the Gmail settings, you can configure the recipient’s email address, subject, body, and other details, and send the issued invoice as an attachment.

■Notes
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About the Apps
Google Sheets
Templates using
Google Sheets

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Gmail
Templates using
Gmail

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This is a business workflow that automatically adds Gmail received content to Notion. It streamlines email management and information organization, eliminating the need for manual transcription. By ensuring important emails are securely saved and shared, it enhances the team's operational productivity.

This is a flow to automatically sort emails received in Gmail by keywords and forward them to the appropriate person in charge. By using this flow, you can detect specific keywords and forward them to the appropriate person. This will likely lead to improved customer response times.
Google Chat
Templates using
Google Chat

This is a flow that is triggered at the end of each month to send notifications to Google Chat. This flow bot can perform various automated processes through the flows added after the branch on the right side. For example, it can be used for various purposes such as monthly invoice issuance processing, aggregation processing to Google Sheets, or regular data backup processing.

You can add content posted in a specific room on Google Chat to a Google Spreadsheet. Since the content posted on Google Chat can be automatically added to a Google Spreadsheet, you can improve work efficiency.

Create a system that adds the inquiry details entered in the form to a Google Spreadsheet and simultaneously notifies Google Chat. You can automate information management by adding the form contents to a designated Google Spreadsheet that you regularly use. Additionally, by notifying Google Chat of the responses to the form and the addition to the Google Spreadsheet, it is possible to consistently accumulate and share information.
About the apps you use
Google Sheets
At Yoom, you can utilize the Google Sheets API without any coding. By integrating Sheets with Yoom, you can automate data entry into spreadsheets and automatically create documents based on spreadsheet templates. Additionally, you can sync spreadsheet information with Yoom's database for various applications.
see details
Templates

Once the billing information is filled out in the form, an invoice will be generated using the Google Spreadsheet invoice template. After that, it will undergo approval by the person in charge, and an email will be sent.

This is a flow for adding order information to WooCommerce when a row is added in Google Sheets. This flow significantly reduces manual effort and saves the time previously spent on registration, allowing you to focus on more important tasks and improving productivity.

You can add a new tab to a Google Spreadsheet at the beginning of each month. By being able to add a new sheet to a specific Google Spreadsheet at the start of each month, you can avoid forgetting to add sheets and prevent unnecessary rework.
Gmail
Yoom allows you to integrate with Gmail's API without code and automate email sending from Gmail. You can automatically create and send invoices and contracts via Gmail, or automatically reply to inquiries.
see details
Templates

This is a flow that is triggered at the end of each month to send an email via Gmail. It can be used for various purposes such as aggregation processing in Microsoft Excel or monthly invoice issuance.

This is a business workflow that automatically adds Gmail received content to Notion. It streamlines email management and information organization, eliminating the need for manual transcription. By ensuring important emails are securely saved and shared, it enhances the team's operational productivity.

This is a flow to automatically sort emails received in Gmail by keywords and forward them to the appropriate person in charge. By using this flow, you can detect specific keywords and forward them to the appropriate person. This will likely lead to improved customer response times.
Google Chat
Yoom allows you to utilize the Google Chat API without any coding. You can send notifications to Google Chat triggered by information from input forms or various events in other SaaS platforms.
see details
Templates

This is a flow that is triggered at the end of each month to send notifications to Google Chat. This flow bot can perform various automated processes through the flows added after the branch on the right side. For example, it can be used for various purposes such as monthly invoice issuance processing, aggregation processing to Google Sheets, or regular data backup processing.

You can add content posted in a specific room on Google Chat to a Google Spreadsheet. Since the content posted on Google Chat can be automatically added to a Google Spreadsheet, you can improve work efficiency.

Create a system that adds the inquiry details entered in the form to a Google Spreadsheet and simultaneously notifies Google Chat. You can automate information management by adding the form contents to a designated Google Spreadsheet that you regularly use. Additionally, by notifying Google Chat of the responses to the form and the addition to the Google Spreadsheet, it is possible to consistently accumulate and share information.
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No-Code API Actions
Executable API actions
Flowbot triggers
    When a Row Is Added
    When a Row Is Updated
    When an Email Matching Specific Keywords Is Received
    When an Email with a Specific Label Is Received
    When an Email with a Specific Label Is Received (Specify Label ID)
    When a Message Is Sent to a Space
    When a Message with a Mention to the Bot Is Sent
    When a File Is Posted to a Space
Flowbot operations
    Set a Value in a Cell
    Get Values
    Clear Values
    Create a New Spreadsheet
    Copy a Sheet (Tab)
    Add a New Sheet (Tab)
    Delete Sheet (Tab)
    Replace Values
    Update Sheet Name
    Delete Rows
    Get Spreadsheet Info
    Get Sheet Names
    Apply a Formula to a Range
    Enter Values in a Range
    Embed an Image in a Cell
    Sort by Specific Column
    Hide a Sheet
    Add a Note to the Specified Cells
    Insert Columns
    Delete Columns
    Write Values to Multiple Columns
    Add Rows
    Search Emails
    Move Message to Trash
    Add Label to Specific Message
    Remove Label from Specific Message
    Retrieve Specific Message
    Send Message
    Delete Space
    Create Space
    Invite Members to Space
    Remove Member from Space
    Invite Group to Space
    Change Member Role in Space
    Send Message to Thread
    Reply with Quoted Message
    Update Space
    Create a Direct Message Space
    Send a Message with Attachments
    Upload Attachment
    Download File
    Get Message List
Flowbot triggers
    When a Row Is Added
    When a Row Is Updated
Flowbot operations
    Set a Value in a Cell
    Get Values
    Clear Values
    Create a New Spreadsheet
    Copy a Sheet (Tab)
    Add a New Sheet (Tab)
    Delete Sheet (Tab)
    Replace Values
    Update Sheet Name
    Delete Rows
    Get Spreadsheet Info
    Get Sheet Names
    Apply a Formula to a Range
    Enter Values in a Range
    Embed an Image in a Cell
    Sort by Specific Column
    Hide a Sheet
    Add a Note to the Specified Cells
    Insert Columns
    Delete Columns
    Write Values to Multiple Columns
    Add Rows
Flowbot triggers
    When an Email Matching Specific Keywords Is Received
    When an Email with a Specific Label Is Received
    When an Email with a Specific Label Is Received (Specify Label ID)
Flowbot operations
    Search Emails
    Move Message to Trash
    Add Label to Specific Message
    Remove Label from Specific Message
    Retrieve Specific Message
Flowbot triggers
    When a Message Is Sent to a Space
    When a Message with a Mention to the Bot Is Sent
    When a File Is Posted to a Space
Flowbot operations
    Send Message
    Delete Space
    Create Space
    Invite Members to Space
    Remove Member from Space
    Invite Group to Space
    Change Member Role in Space
    Send Message to Thread
    Reply with Quoted Message
    Update Space
    Create a Direct Message Space
    Send a Message with Attachments
    Upload Attachment
    Download File
    Get Message List