Automatically activate on a specified day each month, extract the companies to be billed from YoomDB, and use an Excel invoice template to automatically send invoices.

◼️Overview‍

This is a flow to automate the monthly invoice sending process.

Customer management is conducted using Excel and various databases, and it can be implemented if the invoice format is created in Excel.‍

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◼️Preparation‍

・Create a template document for issuing invoices in Excel.

・Set up the basic customer information, detailed information, and items indicating billing targets in the Yoom database.

・Excel sheet used in Flowbot (view-only permission. Please copy if you wish to use it).
https://yoominc-my.sharepoint.com/:x:/g/personal/demoyoominconmicrosoftcom/EW1ehdQKAudBtHDSCqJ0U4IB2uMwf6gMwEbpOc_WrIWsw?e=UuE3Wd

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◼️Creation Method

① Select the schedule trigger, configure the following settings, and save.

・Schedule setting: Specify date

・Day: Enter any date (input as half-width numbers like 1 or 10)

・Time: Enter any time (input as half-width numbers like 9 or 15)

※ You cannot set minutes in the date specification.

※ For details on the schedule trigger, please refer here. https://intercom.help/yoom/ja/articles/7983075

② Press the + mark under the trigger, select Yoom from the operation to manipulate the database, configure the following settings, test, and save.

・Execution action: Retrieve multiple records (up to 500)

・Project/Database/Table: Set the hierarchy of the project or database where the prepared target table is located.

・Condition for the records you want to retrieve: On the next page, select the database item from the left frame and search for the target record by setting the item equal to ○○.

・Detailed setting: Turn OFF "Make the operation an error if no records matching the condition are found."

③ Press the + mark, select the operation to branch, configure the following settings, and save.

・Operation: Select the operation from ②.

・Output: Set one of the outputs obtained in ②.

・Condition: Set the condition that the output is empty.

・Value: Leave it blank. By setting it this way, the Flowbot will end if the target does not exist.

※ For details on the branching operation, please refer here. https://intercom.help/yoom/ja/articles/5464146

④ Press the + mark, select the operation to repeat the same process, configure the following settings, and save.

・Operation: Select the operation from ②.

・Output: Set the unique value (non-duplicate value like ID) obtained in ②. If using YoomDB, the Yoom record ID will always be a unique ID, so use that.

※ For details on the setting to repeat the same process, please refer here. https://intercom.help/yoom/ja/articles/6265153

⑤ Press the + mark in the loop direction, select Yoom from the operation to manipulate the database, configure the following settings, test, and save.

・Execution action: Retrieve a record

・Project/Database/Table: Select the same table as in ②.

・Condition for the records you want to retrieve: On the next page, set the left frame to the unique value item set in ④ (Yoom record ID if using YoomDB) and retrieve the record by setting it equal to the output of {{〇〇 loop variable}} obtained in ④. By doing this, you will re-retrieve records one by one using the unique value obtained in ④.

⑥ Press the + mark, select Excel from the operation to issue documents, configure the following settings, test, and save.

・File storage location: Select OneDrive or SharePoint where the target Excel is stored.

・Drive ID/Site ID: Select the drive ID for OneDrive or the site ID for SharePoint.

・Item ID: Click and select the Excel template you want to issue from the candidates.

・File name (optional): If the item is not displayed in the item ID, enter the file name here and select the item ID again.

・Folder ID for storage: Select the folder ID from the candidates where the document will be stored after issuance.

・Folder name for storage (optional): If the item is not displayed in the folder ID, enter the folder name here and select the folder ID again.

・Output file name: Set any file name. You can also embed the value obtained in ④ (embedding of output). ・String to be replaced: Embed the value obtained in ④ for the corresponding string.‍

※ For the setting method, please refer here. https://intercom.help/yoom/ja/articles/8237765

※ For embedding of output, please refer here. https://intercom.help/yoom/ja/articles/8223528

※ If the site ID is not displayed in SharePoint, please refer here. https://intercom.help/yoom/ja/articles/9003081

④ Press the + mark, select any email tool from the operation to send emails, configure the following settings, and save.

・To: Click the field and embed the address obtained in the record retrieval of ④.

・Subject/Body: Enter any value. As before, you can also embed the value obtained in ④.

・Attachment: Press add attachment, use the output, and select the issued document from the candidates.

・Test: You can also check the reflected content on the next page and conduct a test (please note that it will actually be sent).

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◼️Notes

・Pre-registration (integration) with the app to be used is required. Below is a reference guide for integration.

※ There may be no detailed guide available for apps that can be integrated simply. https://intercom.help/yoom/ja/collections/3041779