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Hellobooks.ai Make integrationAutomate Hellobooks.ai with Make.

Tired of typing the same customer and invoice details into your books twice? The Hellobooks.ai Make integration gives you 12 modules: 1 trigger, 8 actions and 3 searches. This guide is for finance and ops people who keep the books themselves, and it walks you from connection to a working first scenario.

Try the Hellobooks.ai integration on MakeSee the 12 modules

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What you can automate

What can the Hellobooks.ai Make integration do for you?

The Hellobooks.ai Make integration links your Hellobooks.ai account to Make, a visual tool where you chain apps together without writing code. You build a scenario (the automation itself), and each brick in it is a module that watches, creates or finds something in your books.

Invoices that write themselves. When a sale closes in another tool, Find a customer checks whether the buyer already exists in Hellobooks.ai, and Create an invoice creates the invoice for them. Nobody retypes a name or an address.

Supplier paperwork in one place. A purchasing team can pair Create a vendor with Create a bill, so a new supplier and its first bill land in the books from the same event. Record a payment then closes the loop once the money has moved.

Alerts on fresh invoices. Watch invoices spots new invoices on the scenario's schedule and passes each one on, for example to a team chat or a sheet your manager reads.

Know the limits before you start. Hellobooks.ai asks for its own Pro plan or higher, and Make's help page for this app is flagged as AI-generated, so check anything critical against Hellobooks.ai directly. For anything the listed modules miss, Make an API call reaches the rest of the API. New to the platform? The Make review sets the scene, the Make training teaches the editor, and if you also weigh n8n, read n8n vs Make.

Connect

How do you connect Hellobooks.ai to Make?

  1. 01

    Add a Hellobooks.ai module

    Inside a scenario, click the + and search for Hellobooks.ai. Pick any module, then click Create a connection. The connection is your Hellobooks.ai account linked to Make once, and every Hellobooks.ai module reuses it.

  2. 02

    Name the connection

    The Connection name field is optional, but a clear label such as the company whose books it opens saves you guessing later, especially if you look after more than one Hellobooks.ai account.

  3. 03

    Enter your credentials

    Hellobooks.ai uses Basic authentication: type the email and password of your Hellobooks.ai account, as shown on your user profile or login page, or follow the on-screen instructions. Save, and Make can now read your books.

First scenario

Build your first scenario: invoice a customer from another app

GoalWhen a sale is confirmed in another app, Make finds the customer in Hellobooks.ai and creates the invoice.

  1. 01

    Start a new scenario

    Open the Scenarios page, create a new scenario and click the + to add the first module. Choose the app where your sales are confirmed, since that is the event that should start everything.

  2. 02

    Look up the customer

    Click the + on the right of that module and add Hellobooks.ai Find a customer. Create the connection if Make asks, then map the buyer's details from the first module into the search.

  3. 03

    Create the invoice

    Add Hellobooks.ai Create an invoice after the search. Fill its fields by mapping the customer the search returned, so the invoice is attached to the right person without any copy and paste.

  4. 04

    Test with Run once

    Click Run once, trigger a test sale, and open each module to read the bundles it received. A bundle is one item passed along, here one customer, then one invoice.

  5. 05

    Schedule and switch on

    On the first module, open Scheduling: a new scenario runs every 15 minutes by default, which is also the minimum on the Free plan. Switch the scenario on and it keeps working without you.

Triggers

What starts a Hellobooks.ai scenario?

1 module starts a scenario when something happens in Hellobooks.ai. A scheduled trigger is checked by Make on the scenario's schedule; an instant one is called by Hellobooks.ai as soon as it happens.

Hellobooks.ai1Watch invoices

Watch invoices

triggerIn the docs only

Watch invoices hands your scenario each new invoice it finds in Hellobooks.ai, so whatever should follow an invoice (a message, a row in a report, a task) happens without anyone checking the books by hand.

How it fires
scheduled, Make checks the app on the scenario's schedule, every 15 minutes by default. It is the only trigger of the app, and Make's doc does not mark it as instant.
When to use it
when your team wants to hear about every invoice as it is issued, or wants invoices copied into another tool.
Watch out
each run costs at least one operation, the unit Make counts on your plan, even when no invoice is new.
Modules

What else can Make do in Hellobooks.ai?

Hellobooks.ai gives you 11 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

Hellobooks.ai1

Create a bill

ActionIn the docs only

Create a bill records what you owe a supplier in Hellobooks.ai straight from the event that produced it, such as a purchase approved in another tool.

When to use it
when supplier costs arrive somewhere else first and you want them in the books without retyping.
Watch out
a bill logically belongs to a supplier, so place Find a vendor or Create a vendor before this module.
Hellobooks.ai2

Create a customer

ActionIn the docs only

Create a customer adds a new client record to Hellobooks.ai, ready to receive invoices, from data already sitting in your CRM, form or shop.

When to use it
right after a new client signs, so the record exists before the first invoice goes out.
Watch out
running it blindly creates duplicates, so check with Find a customer first.
Hellobooks.ai3

Create a vendor

ActionIn the docs only

Create a vendor gives a new supplier its own record in Hellobooks.ai, which is the foundation for any bill you later log against them.

When to use it
when a purchasing request introduces a supplier your books have never seen.
Watch out
pair it with Find a vendor and a filter, otherwise every run adds the same supplier again.
Hellobooks.ai4

Create an expense claim

ActionIn the docs only

Create an expense claim turns a spending request into a claim in Hellobooks.ai, so reimbursements no longer depend on someone forwarding receipts by email.

When to use it
when employees submit expenses through a form or chat tool and finance wants them logged the moment they arrive.
Watch out
test with Run once on a single request before you let a whole backlog through.
Hellobooks.ai5

Create an invoice

ActionIn the docs only

Create an invoice produces the invoice in Hellobooks.ai from a sale confirmed elsewhere, and it is usually the first thing people automate here.

When to use it
when a deal is marked as won or an order is paid in another tool and you want the invoice ready.
Watch out
map a customer returned by Find a customer rather than typing one in, or invoices end up on the wrong record.
Hellobooks.ai6

Create an item

ActionIn the docs only

Create an item adds a product or service to your Hellobooks.ai catalog, so later invoices and bills can use it instead of free text.

When to use it
when a new offer is published in your shop or price list and the books should know about it too.
Watch out
there is no find module for items in the list, so guard against duplicates with a filter on your source data.
Hellobooks.ai7

Find a customer

SearchIn the docs only

Find a customer searches Hellobooks.ai for an existing client and returns zero, one or several matches, which tells the rest of the scenario whether to reuse a record or create one.

When to use it
before Create an invoice or Create a customer, to attach work to the right client.
Watch out
plan the empty result with a router or filter, or later modules stop.
Hellobooks.ai8

Find a vendor

SearchIn the docs only

Find a vendor checks whether a supplier already sits in Hellobooks.ai and brings back what it finds, so bills and new suppliers stay tied to one clean record.

When to use it
ahead of Create a bill, whenever the supplier name comes from an outside tool.
Watch out
several matches mean several bundles, and each bundle runs the next module once.
Hellobooks.ai9

Find an invoice

SearchIn the docs only

Find an invoice pulls an invoice that already exists in Hellobooks.ai, which is how a scenario reacts to a payment or a question about a bill already sent.

When to use it
when money arrives in another tool and you need the matching invoice before Record a payment.
Watch out
it can return nothing or more than one invoice, so filter before recording anything.
Hellobooks.ai10

Make an API call

ActionIn the docs only

Make an API call lets you reach any endpoint of the Hellobooks.ai API from your scenario, using the same connection as the other modules.

When to use it
when a task you need is not covered by the 11 other modules, such as an update none of them offers.
Watch out
you write the request yourself, so keep the Hellobooks.ai API reference open and test with Run once.
Hellobooks.ai11

Record a payment

ActionIn the docs only

Record a payment marks money as received or paid in Hellobooks.ai, so balances reflect what really hit the bank without manual matching.

When to use it
when a payment tool confirms a transaction and you have already found the matching invoice with Find an invoice.
Watch out
a payment recorded twice skews your books, so run a test on one real case before switching the scenario on.
Need help

Need help automating Hellobooks.ai with Make?

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FAQ

Hellobooks.ai and Make: common questions

01Is the Hellobooks.ai Make integration free?
Yes on the Make side: Hellobooks.ai is a standard app, available from the Make Free plan. That plan allows 2 active scenarios, a minimum of 15 minutes between scheduled runs, 5 minutes of execution per run and files up to 5 MB. Paid Make plans drop the interval to 1 minute and allow 40 minutes of execution. Hellobooks.ai itself is another matter: its doc requires a Hellobooks.ai Pro plan or higher, so check your own subscription.
02What does it take to connect Hellobooks.ai to Make?
You need an active Hellobooks.ai account on the Pro plan or higher, plus a Make account. In any Hellobooks.ai module, click Create a connection, give it a name if you like, then enter the email and password of your Hellobooks.ai account, which the doc describes as Basic authentication. Once saved, every Hellobooks.ai module in every scenario can reuse that same connection without asking again. If the login fails, your Hellobooks.ai plan is the first thing to check.
03Does the Hellobooks.ai trigger in Make run in real time?
No. Watch invoices is treated as a scheduled trigger: Make checks Hellobooks.ai on the scenario's schedule instead of being called the moment an invoice appears. A new scenario runs every 15 minutes by default, which is also the minimum on the Free plan, while paid plans go down to 1 minute. Make's doc does not flag this module as instant, so plan for that short delay. For invoice alerts and reporting, that pace is usually fine.
04What if a Hellobooks.ai module is missing in Make?
Use Make an API call. It reaches any endpoint of the Hellobooks.ai API with the connection you already set up, so you can cover what the 12 listed modules do not. Keep in mind that Make's help page for this app is marked as AI-generated and may contain mistakes, so confirm endpoints and behavior with Hellobooks.ai before relying on them in a live scenario. A single Run once test shows exactly what the API sends back.
05Is Make or n8n better for Hellobooks.ai?
It depends on the tool your team already knows. On Make, Hellobooks.ai comes with 12 ready modules, a scheduled invoice trigger and an API call module, all usable from the Free plan. The same app may also have an n8n node, so compare both editors on your own scenario, the one you actually need to run, before you commit. Neither is better in every case. Pick the one your team will actually maintain over time.
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