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
- First, connect Google Sheets, Gmail, and Google Chat to Yoom.
- Next, select Yoom Forms as the trigger and set the action to “When a form is submitted.”
- Then, set the “Issue a document” action as an operation to issue a document from an invoice template prepared in Google Sheets.
- Next, set the “Request approval” action as an operation to ask the person in charge to approve the issued invoice.
- Once approved, set Gmail’s “Send an email” action as an operation to send the invoice to the customer.
- 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
■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
- Connect Google Sheets, Gmail, and Google Chat to Yoom.
- Google Chat can only be connected when using Google Workspace. For details, see “How to send a message to a space in Google Chat.”
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About the Apps
Google Sheets
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Google Sheets
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Gmail
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Gmail
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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.
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A workflow to generate invoices using Google Sheets with the information entered in the form, and send them after approval.
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.
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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.
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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.
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Activate the flow bot at the end of each month to send a notification to Google Chat.
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