Resources · Zapier integration

AdminPulse Zapier integrationAutomate AdminPulse with Zapier.

The AdminPulse Zapier integration gives you 8 triggers, 18 actions and 4 searches. All eight triggers are instant, so a new relation, task or document in AdminPulse can start an automation the moment it appears, even on the free plan.

See the 30 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the AdminPulse Zapier integration actually does for a firm

AdminPulse runs the back office of accounting, bookkeeping and audit firms: clients, tasks, time and documents in one place. Linking it to Zapier means one event in AdminPulse, a new task, an updated relation, a fresh document, can start a Zap: an automation with one trigger and one or more actions that run every time that event happens, without you clicking anything.

Three results show up quickly once the integration runs. First, an onboarding file that opens itself: Relation Created starts the Zap and Create New Task drops the first task from a template onto the new client, with its deadline already set. Second, a cleaner client record: when a form tool collects a new address or IBAN, Add Relation Address and Add Relation Bank Account write it straight onto the relation instead of waiting in an inbox. Third, a timesheet that feeds the follow-up: Registration Created reacts to each work registration, and a Create New Todo step reminds the partner to review it before billing.

Now the limits. Zapier cannot delete a relation, a task or a document in AdminPulse: the only removal on offer is Delete Relation Bank Account. There is no trigger for a deleted item either, and no find-or-create shortcut on the four searches. Anything outside the 30 operations listed below simply does not exist on Zapier for this app, however reasonable it sounds.

If you are still choosing a platform, the Make vs Zapier and n8n vs Zapier comparisons put the three tools side by side on cost and control.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every line of this page. Here they are in plain English, once, so the rest reads easily.

Zap
The automation itself: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier sits and waits for it to happen.
Action
What the Zap does after it starts: the step that writes, sends or moves something in an app for you.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan counts these and nothing else.
Polling vs instant
A polling trigger is checked on a timer by Zapier. An instant trigger is reported by the app itself, the moment it happens.
Filter
A step that lets the Zap continue only when the incoming data meets a condition you set, and stops it otherwise.
Search step
A step that looks up something that already exists in an app, so the following steps can use what it found.
Connection
Your AdminPulse account linked to Zapier once, then reused by every step of every Zap that touches AdminPulse.
Cost

What it really costs to run AdminPulse on Zapier

AdminPulse is not a premium app, so it works from the free plan onward. The bill depends only on the actions that succeed.

  • Premium appNo, available on the free plan
  • Free plan100 tasks a month, unlimited Zaps
  • Free plan Zap sizeTwo steps: one trigger, one action
  • AdminPulse triggers8 of 8 instant, no polling delay

The trigger never costs a task, and neither does Zapier looking for new data. Each action that goes through counts once, so a Zap with three actions uses three times what a one-action Zap uses, and an action that fails is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger, one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. The interval grid below applies to polling triggers only; every AdminPulse trigger is instant, so none of them waits for it.

Connect

Connect your AdminPulse account to Zapier

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. A dialog then opens with a search box: type AdminPulse and pick it from the results list.

  2. 02

    Sign in to AdminPulse

    Click Add connection. A new tab opens on AdminPulse, where you log in with the account the Zaps should act as. You need an AdminPulse account, plus read or write access on any relation or task you do not own yourself.

  3. 03

    Grant access and reuse it

    Allow Zapier to reach the account. The connection then sits on the Apps page and every AdminPulse step in every Zap picks it up, so you only do this once per account.

First Zap

Your first Zap: an onboarding task for every new client

GoalEach time a relation of type client appears in AdminPulse, create the onboarding task from its template, with a deadline.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose AdminPulse as the app and Relation Created as the event. Select the connection you added earlier.

  2. 02

    Test the trigger on real data

    Run the test. Zapier brings back the three most recent relations of the connected account, so you can map the next steps on a real record instead of a blank one.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then pick the field to look at, a text rule and the value to compare with. This step makes the Zap multi-step, so it runs on a paid plan.

  4. 04

    Add Create New Task

    Add AdminPulse again, event Create New Task. Fill the task template, map the relation's APR code from the trigger step, and set the deadline field.

  5. 05

    Test, then publish

    Run the action test once and open AdminPulse to check the task really landed on the right client. If it did, click Publish to switch the Zap on.

Triggers

AdminPulse triggers on Zapier

8 events start a Zap when something happens in AdminPulse, and 8 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Document Created

Instant trigger

In Zapier“Triggers when a document is created in AdminPulse.”

A file lands in AdminPulse, say a signed engagement letter added to a client, and this trigger hands it to Zapier as the starting point of the Zap. What follows can work from that fresh document: log it, notify someone, open a follow-up.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when a new document should kick off a step your team still does by hand, such as recording an interaction for the client.
Watch out
it only sees documents created after the Zap is published; the files already in AdminPulse never reach it.
2

Document Updated

Instant trigger

In Zapier“Triggers when a document is updated in AdminPulse.”

Edits matter as much as uploads in a firm, and this trigger catches them: every change saved on an existing AdminPulse document starts the Zap. It is the event to watch when a revision, not a creation, should move work forward.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to warn the person who owns the file, or to log a note on the relation, each time someone revises a working paper.
Watch out
one document edited five times starts the Zap five times, and each run that ends in an action costs a task. A filter keeps the noise down.
3

Registration Created

Instant trigger

In Zapier“Triggers when a registration is created in AdminPulse.”

Time is what an accounting firm sells, and each new work registration in AdminPulse is a line of it. This trigger fires on every one, which turns timesheets into a live signal rather than something you read at the end of the month.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to copy hours into a reporting tool, or to open a review todo for the partner who signs off on billing.
Watch out
registrations created by a Zap of yours also fire it. Pair it with Create Work Registration in the same Zap and it will loop.
4

Registration Updated

Instant trigger

In Zapier“Triggers when a registration is updated in AdminPulse.”

Corrections to logged time are where billing errors hide. This trigger starts the Zap whenever an existing work registration changes in AdminPulse, whether someone fixed the duration, the date or the item it was booked against.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when a downstream sheet or dashboard must stay in step with the hours, not just with the first version entered.
Watch out
it fires on the smallest correction too, so put a filter before any action if only some changes matter, or every fix costs a task.
5

Relation Created

Instant trigger

In Zapier“Triggers when a relation is created in AdminPulse.”

In AdminPulse a relation is the record of a client or contact. Creating one is often the first moment of a new engagement, and this trigger lets that moment start the paperwork for you instead of waiting on a checklist.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to open the onboarding task, add the relation to a mailing tool, or alert the account manager the day the client is entered.
Watch out
relations created in bulk, after an import for example, arrive in one burst and can be held back by Zapier's flood protection.
6

Relation Updated

Instant trigger

In Zapier“Triggers when a relation is updated in AdminPulse.”

Client details move: a new head office, a different contact, a change of status. Each time a relation record is saved with a change, this trigger wakes the Zap, which makes it the natural source for keeping other tools aligned with AdminPulse.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to push updated client data to a CRM or a newsletter list without someone copying it twice.
Watch out
never follow it with Update Relation or an Add Relation step on the same record. The write counts as a change, fires the trigger again, and the Zap feeds itself.
7

Task Created

Instant trigger

In Zapier“Triggers when a task is created in AdminPulse.”

Tasks carry most of the production work in AdminPulse: the VAT return, the year-end closing, the payroll run. This trigger starts a Zap for each task added, so the people and tools around the task hear about it as soon as it exists.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to post the new task in a team channel, or to add it to a planning calendar the staff already check.
Watch out
tasks that Create New Task adds from another Zap fire it too; check your Zaps do not answer each other.
8

Task Updated

Instant trigger

In Zapier“Triggers when a task is updated in AdminPulse.”

Follow-up is where tasks get lost, and this trigger watches exactly that stage: any change to an existing AdminPulse task, a new status, a new assignee, a remark, starts the Zap. It turns progress inside AdminPulse into something other tools can react to.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
to tell a client contact their file has moved, or to close a matching card in a project tool once the task is done.
Watch out
every small edit counts as an update. Put a filter right after the trigger so only the change you care about goes through.
Actions

AdminPulse actions on Zapier

AdminPulse gives you 18 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Document

Action

In Zapier“Creates a new document.”

Adds a new document to AdminPulse from the Zap, which lets files produced elsewhere join the client's records without a manual upload.

When to use it
when an e-signature or form tool produces a file that belongs in the firm's document base.
Watch out
a Zap that creates documents and also starts on Document Created will keep restarting itself.
2

Create Email

Action

In Zapier“Creates a new email.”

Creates an email record in AdminPulse with its sender, recipients, subject, body and message ID, so client correspondence lives next to the file.

When to use it
when important client emails arrive in a mailbox Zapier watches and should be kept in AdminPulse.
Watch out
all five fields are required, the Internet Message Id included, and recipients go comma separated.
3

Add Attachment to Interaction

Action

In Zapier“Adds a file attachment to an existing interaction.”

Pins a file to an interaction that already exists, with its name and extension, so the proof sits right next to the exchange it belongs to.

When to use it
right after Create Interaction, to attach the minutes or the email attachment of that same meeting.
Watch out
it needs the interaction ID; without a previous step that produced one, there is nothing to attach to.
4

Create Interaction

Action

In Zapier“Creates a new interaction.”

Records an exchange with a client on its relation: a title, a description, a type, a date and a time. The client history stays complete without manual notes.

When to use it
after a call logged in a phone tool or a meeting booked in a scheduler.
Watch out
the date wants the ddMMyyyy format and the time HH:mm; other formats are rejected.
5

Create Work Registration

Action

In Zapier“Creates a new work registration.”

Logs time in AdminPulse from another tool, with a date, a start and end time, the relation and the price list item it is billed against.

When to use it
when hours are tracked in a separate timer or calendar and must end up in AdminPulse for billing.
Watch out
the resource identifier is the code of a price list item, not its label.
6

Add Tag to Relation

Action

In Zapier“Add new tags to an existing relation”

Puts one or more new tags on a relation that is already in AdminPulse, which makes segmenting clients possible without editing each record.

When to use it
to mark clients who answered a survey, signed a new service or came from a given campaign.
Watch out
the relation is found by its APR code, so the field must carry that code and not just a name.
7

Add Relation Address

Action

In Zapier“Adds a physical address to a relation.”

Writes a physical address onto a relation: street, number, zip code, city and country, and optionally marks it as the main address.

When to use it
when a client changes address through a form and the record should follow on its own.
Watch out
the country must be a two-letter ISO code such as BE, not a full country name.
8

Add Relation Bank Account

Action

In Zapier“Adds a bank account to a relation.”

Registers a bank account by IBAN on a relation, with options for direct debit, PIT refund and main account.

When to use it
when clients send bank details through a secure form instead of an email thread.
Watch out
run Find Relation Bank Account first, or the same IBAN can be added twice to one client.
9

Delete Relation Bank Account

Action

In Zapier“Deletes a bank account from a relation.”

Removes one bank account from a relation, identified by the relation and the GUID of that account. It is the only delete action AdminPulse offers on Zapier.

When to use it
to clean out a closed account a client reported through a form.
Watch out
the removal is final in the Zap's eyes; add a filter so only the intended account is removed.
10

Update Relation Bank Account

Action

In Zapier“Updates a bank account of a relation.”

Edits a bank account that is already on a relation: the IBAN, direct debit, PIT refund or main account setting.

When to use it
when a client switches banks and the old account should be corrected rather than piled up.
Watch out
it needs both the relation ID and the GUID of the bank account, which Find Relation Bank Account can supply.
11

Create Relation

Action

In Zapier“Creates a relation.”

Adds a brand new client or contact to AdminPulse from whatever started the Zap, a signed quote or a web form for example.

When to use it
when new clients are first captured outside AdminPulse and retyped today.
Watch out
relation type, CRM type, name and the two-letter country code are all required; leave one empty and nothing is created.
12

Add Relation Email

Action

In Zapier“Adds an e-mail address to a relation.”

Attaches an extra email address to a relation, and can promote it to main address at the same time.

When to use it
when a client gives a new finance contact and the old address should stay on file as a backup.
Watch out
the relation ID accepts its GUID or its APR code; a company name will not match.
13

Update Relation

Action

In Zapier“Updates a relation. Fields that are empty will be ignored.”

Changes an existing relation, and quietly skips every field you leave empty, so you can touch one value without wiping the rest.

When to use it
to flag a politically exposed person, or sync a change made in a CRM back into AdminPulse.
Watch out
in a Zap started by Relation Updated, this action triggers the Zap again.
14

Add Relation Web Address

Action

In Zapier“Adds a web address to a relation.”

Stores a URL on a relation together with its website type, so the client's site or online profile is one click away from the file.

When to use it
when onboarding forms ask for the company website and nobody copies it today.
Watch out
the website type is required as well as the URL, so map or fix it in the step.
15

Create New Task

Action

In Zapier“Creates a new task.”

Opens a task on a relation from one of your task templates, with its deadline, so the work appears in the normal AdminPulse planning.

When to use it
right after a new client, a signed engagement or a form reply that always means the same job.
Watch out
it needs the relation's APR code and a template the connected account can use.
16

Create New Todo

Action

In Zapier“Creates a new todo.”

Drops a lighter to-do item on a relation: a name, a deadline, and that is it. Handy for reminders that do not deserve a full task template.

When to use it
to remind someone to chase a missing document or review freshly logged hours.
Watch out
without a valid APR code for the relation, the todo has nowhere to go and the step fails.
17

Update Task

Action

In Zapier“Change the name, status, assigned user, remark or tags of a task.”

Reworks an existing task: its name, status, assigned user, remark or tags, and can mark it blocked or not applicable.

When to use it
to hand a task to another colleague automatically when something outside AdminPulse changes.
Watch out
the task ID is mandatory; pair it with Search Tasks when the Zap does not already carry it.
18

Update Task Status

Action

In Zapier“Change the status of a task, for example from in-progress to done.”

Moves a task or one of its subtasks to a new status, for example from in progress to done, on a given relation.

When to use it
when a step finished elsewhere, a filed return or a signed document, should close the matching subtask.
Watch out
task, subtask and the relation's APR code are all required, so the Zap must know all three.
Searches

AdminPulse searches on Zapier

4 search steps look for data that already exists in AdminPulse, so a later step can use it.

A search step looks up something that already lives in AdminPulse and passes it to the following steps. Searches sit at the bottom of the Action event list, under SEARCH, and like any extra step they make the Zap multi-step.

The three settings every search exposes

  1. Successful if no search results are found?
    Left as it is, a search that finds nothing stops the Zap there and the steps that depend on it are skipped. Switch it on and the Zap carries on with nothing in hand.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create on apps that offer it. AdminPulse has no such variant on Zapier: to create what is missing, add a separate action after a filter.
  3. If multiple search results are found?
    Three exits when several items match: keep the first, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When the AdminPulse Zap breaks

Zapier attaches no help article to AdminPulse and lists no rate limit of its own for it. What breaks is the general mechanics of Zapier, and they bite harder on an app with this many update triggers.

Four cases cover most of the surprises. When a Zap stops for no visible reason, the Zapier troubleshooting guide walks through the checks in order.

  • The backlog never comes through

    A Zap only reacts to what happens after it is switched on. Relations, tasks and documents already in AdminPulse are never picked up; moving them is a separate job.

  • A Zap that triggers itself

    Relation Updated followed by Update Relation on the same record writes a change, which fires the trigger again. The loop eats your task count fast.

  • A bulk import gets held back

    After a migration or a mass import, a trigger can suddenly report a huge batch. Zapier's flood protection may hold it back rather than run every item.

  • The free plan refuses the filter

    The free plan builds two-step Zaps only. A filter, a search or a second AdminPulse action makes the Zap multi-step, and it will not publish without a paid plan.
Need help

Need help automating AdminPulse with Zapier?

A person reads every message.

FAQ

AdminPulse Zapier integration: frequent questions

01Is the AdminPulse Zapier integration free?
Yes, as far as Zapier is concerned. AdminPulse is not a premium app, so it works on the free plan, which includes 100 tasks a month and unlimited Zaps. The catch is the size of each Zap: the free plan allows two steps, one trigger and one action. A setup like Relation Created followed by Create New Task fits. Add a filter to keep only clients, or a second action, and you need a paid plan. Your AdminPulse subscription itself is a separate matter between you and AdminPulse.
02How many tasks does an AdminPulse Zap use?
One task per action that succeeds, and nothing else. The trigger is free, and so is Zapier listening for new events. A Zap that turns each Task Created into one todo uses one task per new task. A Zap that creates a relation, then adds its address and its bank account, uses three tasks per run. An action that fails is not counted. The figure to watch is the update triggers: Task Updated fires on every small edit, so a filter right after it keeps the count in check.
03Does the AdminPulse integration work in real time?
Yes. All eight AdminPulse triggers are instant: AdminPulse tells Zapier the moment a document, registration, relation or task is created or updated, and the Zap starts right away. That holds on every plan, the free one included, because the interval grid only concerns polling triggers and AdminPulse has none. In the editor, a Zap built on an instant trigger shows a lightning bolt. The time a Zap takes after that depends on its own steps, not on any check interval.
04What does it take to connect AdminPulse to Zapier?
An AdminPulse account, and read or write access to any relation or task you do not own but want the Zap to touch. The connection itself is made from the Apps page of Zapier with + Add connection, then a sign-in on AdminPulse and a permission grant. Before building, check that the account can see what the actions require: APR codes of relations, task templates for Create New Task, price list item codes for Create Work Registration. Missing access shows up as failed steps, not as a warning.
05Why does Create Interaction keep failing on the date?
Because AdminPulse wants the date as ddMMyyyy and the time as HH:mm, and any other format is turned down. A value mapped from another tool has to arrive in exactly that shape. Check what the previous step actually sends before mapping it, and fix the source if the format differs. While you are there, check the other required fields: title, description, relation identifier and interaction type must all be filled, or the interaction is not created and the run shows an error.
06What if the AdminPulse operation you need is not on Zapier?
Then it does not exist through Zapier, and no setting will reveal it. The integration covers 8 triggers, 18 actions and 4 searches; deleting a relation, a task or a document is not among them, and neither is a trigger on deletion. Two routes remain. Rebuild the result with the operations available, for example Update Task Status instead of removing a finished task. Or ask whether another platform reaches more of AdminPulse, which depends on what each one connects to.
07Zapier, Make or n8n for AdminPulse?
It depends on three criteria rather than on a winner. Setup effort: Zapier offers AdminPulse as a ready app with instant triggers and named actions, which suits a firm without a developer. Cost model: Zapier bills each successful action as a task, so high-volume update triggers weigh on the bill. Control: a tool where you build the link to AdminPulse yourself can reach beyond the 30 operations listed here, at the price of a more technical setup. Weigh those against the volume and skills you actually have.
Same platform

Other docs you might need on this stack.

Browse all integrations