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Hellobooks.ai Zapier integrationAutomate Hellobooks.ai with Zapier.

The Hellobooks.ai Zapier integration gives you 20 triggers and 14 actions, with no search step. Every trigger is checked on a timer, nothing is instant, and the app works on the free plan. Here is what each one does, what it costs and what breaks.

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Overview

What the Hellobooks.ai Zapier integration actually does

It lets Zapier watch your Hellobooks.ai books and write into them without you opening the app. A change in Hellobooks.ai (a new invoice, an edited vendor, a fresh customer) starts an automation, and that automation creates the bill, the payment or the record that should follow. You set it up once, it runs from then on.

Three results you can expect, each tied to a real operation. First, payments booked against invoices: a counter sale invoiced and paid on the spot goes from New Invoice to Create Payment without a second entry. Second, quotes that become invoices: Get Quotes hands each new quote to Create Invoice as a draft to review, which saves a small agency from keying the same lines twice. Third, a vendor file that stays in step: Update Vendor and its two siblings for addresses and contacts tell you when a supplier record moved, so procurement is not working from an old address.

Now what Zapier does not do here. No trigger is instant: all 20 are polled, so on the free plan a change can wait up to 15 minutes before anything happens. There is no search step, so a Zap cannot look up an existing customer or invoice mid-way; whatever it needs must come from the trigger. No action deletes, archives or edits an invoice, a bill or a customer. The actions create things, and the only ones that update anything are about webhooks.

Not sure Zapier is the right tool for an accounting flow at all? Our Zapier review weighs it honestly, and Make vs Zapier puts the two side by side.

Vocabulary

Zapier vocabulary in one minute

Seven words come back on every line of this page. Here they are in plain English, once.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for it and nothing else.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in an app.
Task
The unit Zapier bills. One task is one action your Zap completed successfully, and your plan counts those.
Polling vs instant
A polling trigger is checked on a timer and keeps only items it has not seen. An instant one is reported by the app the moment it happens.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and quietly stops it otherwise.
Connection
Your Hellobooks.ai account linked to Zapier once, then reused by every step of every Zap that touches the app.
Cost

What a Hellobooks.ai Zap costs you

Zapier bills completed actions, not checks. That one rule explains almost every line of your bill.

  • Free plan100 tasks a month, two-step Zaps only
  • Trigger checksFree, whatever the interval
  • Premium appNo, available on the free plan
  • Instant triggersNone: all 20 are polled

The trigger costs nothing, however often Zapier polls Hellobooks.ai. Each action that succeeds counts one task, so a Zap with three actions uses three times what a one-action Zap uses. 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 or a second action and you have a multi-step Zap, which needs a paid plan. Hellobooks.ai is not a premium app, so it works from the free plan.

Connect

Connect Hellobooks.ai to Zapier in three steps

  1. 01

    Open Apps and start a connection

    In your Zapier account, go to the Apps page and click + Add connection. You need an existing Hellobooks.ai account first, and read or write access to anything you do not own that the Zap should touch.

  2. 02

    Find Hellobooks.ai and confirm

    Type Hellobooks.ai in the search box of the dialog, pick it from the results, then click Add connection. A new tab opens on the Hellobooks.ai side to finish the link.

  3. 03

    Sign in and grant access

    Sign in to Hellobooks.ai in that tab and allow Zapier to reach the account. From then on, every Zap step that uses Hellobooks.ai reuses this connection, so you only do this once.

First Zap

Your first Zap: book the payment of a counter sale

GoalA shop that invoices and collects at the till wants the payment recorded as soon as the invoice exists, only for the invoices that match a condition.

  1. 01

    Build: pick the trigger

    Start a new Zap, choose Hellobooks.ai as the app and New Invoice as the event. Select your connection and fill in the Organization ID and Entity ID of the books to watch.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent invoices of the account, so pick a real one: the following steps will be mapped against it.

  3. 03

    Add the filter

    From the plus icon, add a Filter and set the field to look at, the rule and the value. Mind the rule type: a text rule on a number field never passes. This step makes the Zap multi-step, so a paid plan.

  4. 04

    Build: add the action

    Add Hellobooks.ai again with Create Payment. Map the invoice into the payment, then fill the account, method, amount and document reference that the action requires.

  5. 05

    Test, then Publish

    Test the action once and check the payment in Hellobooks.ai. If it looks right, click Publish to switch the Zap on. Only invoices created after that moment will be picked up.

Triggers

The 20 Hellobooks.ai triggers

20 events start a Zap when something happens in Hellobooks.ai. Zapier checks for them at the interval your plan allows.

1

Get All Subscription

Polling trigger

In Zapier“Triggers when a subscription list is read.”

Zapier reads the full list of subscriptions held on one Hellobooks.ai entity and starts the Zap for each entry it has never seen. These are the same subscriptions that the delivery logs and the secret regeneration ask for by ID, so this is your inventory of what is wired up.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
you want a running record of every subscription someone adds, so nothing gets created without a trace.
Watch out
Organization ID and Entity ID are both required.
2

Get Available Events

Polling trigger

In Zapier“Triggers when all subscribe event types get.”

This one returns the event types Hellobooks.ai lets you subscribe to. It is less about your books and more about the menu: each new event type that shows up in the list can start a Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
whoever manages your event subscriptions wants a heads-up when a new event type becomes available, before deciding to add it.
Watch out
it watches the list of event types, not your books: no invoice, bill or customer ever comes through it.
3

Get Bill

Polling trigger

In Zapier“Triggers when bill details is read.”

Supplier bills recorded in Hellobooks.ai come through here. Zapier reads the bills of the entity and passes on every one it has not handled yet, with an option to include archived bills as well.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a bookkeeper wants each new supplier bill to set off a payment or a purchase credit note in the same books.
Watch out
Organization ID and Entity ID are required; Include archived bills is optional, so leave it off unless old bills should come through.
4

Get Customer

Polling trigger

In Zapier“Triggers when get all customers list.”

Your customer list is the source here. On each check, Zapier pulls the customers of the entity and keeps only the ones it has not met before, so in practice every newly added customer starts the Zap once.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a wholesaler whose customers also sell to it wants a matching vendor record created for each new customer.
Watch out
pairing it with Create Customer in the same books makes a loop that eats tasks.
6

Get Delivery Logs

Polling trigger

In Zapier“Triggers when delivery log is read.”

Delivery logs tell you what happened to the messages sent for one subscription. Zapier reads that log and starts the Zap for each line it has not seen, which turns a log nobody reads into something you actually notice.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
the person in charge of your event subscriptions wants every delivery written to an operations log for later checks.
Watch out
a Subscription ID is required on top of the two usual IDs, so it watches one subscription per Zap.
8

Get Purchase Order

Polling trigger

In Zapier“Triggers when purchase order list read.”

Purchase orders are what you send suppliers before the bill exists. Zapier reads the purchase order list of the entity and hands each unseen order to the rest of the Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a restaurant group wants every purchase order raised by a site manager to land in the same Hellobooks.ai entity as a bill draft, ready to check on delivery.
Watch out
Organization ID and Entity ID are required.
9

Get Purchase Credit Note

Polling trigger

In Zapier“Triggers when purchase credit note details is read.”

When a supplier owes you money back, the purchase credit note is where it is recorded. This trigger reads those notes and runs the Zap once for each one it has not seen.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
the finance lead wants to know about every supplier credit, so returned goods are not forgotten at month end.
Watch out
the Is Archived setting is required, so decide up front whether archived notes count.
10

Get Quotes

Polling trigger

In Zapier“Triggers when quote details is read.”

Quotes sent to prospects start the Zap from here. Zapier reads the quotes of the entity and passes along each new one, archived or not depending on the box you set.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a design studio wants each new quote turned into an invoice draft, so billing starts from what was actually priced.
Watch out
Is Archived is required here too. Leave it off unless you really want old quotes to flow in.
11

Get Salesorders

Polling trigger

In Zapier“Triggers when get all salesorders.”

Sales orders sit between the accepted quote and the invoice. This trigger reads every sales order of the entity and lets each unseen one start the Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
an online shop that records orders in Hellobooks.ai wants each new order to create the invoice that goes with it.
Watch out
the label in the editor is written as one word, Salesorders, so search for it that way.
12

Get Single Subscription

Polling trigger

In Zapier“Triggers when single subscription is read.”

Where Get All Subscription covers the whole list, this one stays on a single subscription, the one whose ID you give it. Each time Zapier reads it and finds something new, the Zap runs.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
one subscription feeds something critical and you want to keep an eye on it alone.
Watch out
the Subscription ID is required, so one Zap watches one subscription.
13

Get Vendor

Polling trigger

In Zapier“Triggers when vendor details is fetched.”

Your supplier list, read in full. Zapier fetches the vendors of the entity and keeps only the ones it has not handled, so each supplier you add shows up once.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a construction firm that also invoices its subcontractors wants a customer record created for every new vendor.
Watch out
do not pair it with Create Vendor on the same books: the Zap would trigger itself.
15

New Invoice

Polling trigger

In Zapier“Triggers when a new invoice is created in Hellobooks.”

The most direct trigger of the app: an invoice is created in Hellobooks.ai, Zapier picks it up on its next check and runs the Zap with it. You can include archived invoices if you need them.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a café that invoices catering orders wants the matching payment booked without a second entry.
Watch out
invoices created before you publish the Zap are never picked up.
16

Update Customer Address

Polling trigger

In Zapier“Triggers when customer address updated.”

This trigger is about one address of one customer. You give it the customer and the address, and Zapier runs the Zap when it reads a change on that address.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a key account moves offices and the delivery team must hear about it before the next shipment.
Watch out
it asks for many required fields, including the customer, the address type, the country, province and city, and the address ID. It is built for one record, not your whole base.
17

Customer Contact Person

Polling trigger

In Zapier“Triggers when customer contact updated.”

Listed as Customer Contact Person in the editor, it follows the contact attached to a customer. When Zapier reads an update on that contact, the Zap starts.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
your account manager needs to know the day a client swaps the person who signs off on invoices.
Watch out
the customer ID and the contact name are both required, so this tracks one contact per Zap.
18

Update Vendor

Polling trigger

In Zapier“Triggers when vendor details is updated.”

Edits on a supplier record land here. You point it at one vendor through its ID and display name, and Zapier runs the Zap when it notices a change.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
your main supplier changes its details, and purchasing must use the new ones on the next order.
Watch out
Vendor ID and Display Name are required, so it watches a given vendor, not every vendor.
19

Update Vendor Address

Polling trigger

In Zapier“Triggers when vendor address details is updated.”

Same idea as Update Vendor, but limited to one address of one supplier. A change on that address is what starts the Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a supplier moves its warehouse and whoever books pickups needs the new location.
Watch out
both the Vendor ID and the Address ID are required.
20

Update Vendor Contact Person

Polling trigger

In Zapier“Triggers when vendor contact person details is updated.”

On the supplier side, this follows one contact person. Once Zapier reads an update on that person, the Zap runs with the new details.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
your sales rep at a supplier changes and the buyer should not keep emailing the old one.
Watch out
Vendor ID, Contact ID and the name are all required, so it is one contact per Zap.
Actions

The 14 Hellobooks.ai actions

Hellobooks.ai gives you 14 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Bill

Action

In Zapier“Creates new bill in system”

Records what you owe a supplier: issue and due dates, the payee, the account and one line with quantity, rate and amount.

When to use it
each purchase order picked up by the trigger should become a bill waiting for the goods.
Watch out
Payee Ref and Payee Type are both required, so the supplier must exist first.
2

Create Customer

Action

In Zapier“Trigger when new customer created”

Adds a customer to the entity with little more than a display name, which makes it the lightest action of the app to set up.

When to use it
every new vendor should also exist as a customer, because you bill them too.
Watch out
nothing checks for duplicates, since the app has no search step.
3

Create Expense Claims

Action

In Zapier“Creates new Expense Claims in system”

Turns a spend into an expense claim, with the account it goes to, the amount, the date, the type and who is paid back.

When to use it
field staff submit costs somewhere else and you want each one waiting in the books.
Watch out
the account head has to match one that exists in your chart.
4

Create Invoice

Action

In Zapier“Trigger when new invoice created”

Raises an invoice in Hellobooks.ai, with its number, dates, currency, tax type and line.

When to use it
a design studio turns every new quote into an invoice draft, then reviews before sending.
Watch out
the expected payment date is required on top of the due date, so map both.
5

Create Item

Action

In Zapier“Trigger when new item created”

Puts a product or service into your catalogue. It is demanding: price, average cost, stock, reorder level, unit and lead time are all required.

When to use it
a retailer keeps its product list elsewhere and wants each new line mirrored in the books.
Watch out
any required value missing from the trigger stops the action, and that run costs no task.
6

Create Payment

Action

In Zapier“Creates payment in system”

Books a payment and applies it to a document, an invoice or a bill, through the document type and reference.

When to use it
a shop collects at the till and wants each new invoice marked paid at once.
Watch out
Payment Amount and Applied Amount are two separate required fields, so map both.
7

Create Purchase Credit Note

Action

In Zapier“Creates new purchase credit note in system”

Logs a credit from a supplier and ties it to the bill it corrects through a required bill reference.

When to use it
returned stock should reduce what you owe without someone keying it twice.
Watch out
without a bill to point at, the action cannot run.
8

Create Quote

Action

In Zapier“Trigger when new quote created”

Drafts a quote with its lines, taxes and totals. The action expects the totals to be supplied, not computed for you.

When to use it
a consultancy wants a quote ready in the books whenever a sales order shows up.
Watch out
it requires a quote number, an expiry date and a status, so plan where each one comes from.
9

Create Sales Credit Notes

Action

In Zapier“Trigger when new invoice creditnote created”

Issues a credit to a customer, for a refund or a correction, with its own number, purpose and totals.

When to use it
a subscription box cancels an order and the refund must appear in the books.
Watch out
you must supply the totals, including tax, since nothing is calculated from an invoice.
10

Create Vendor

Action

In Zapier“Creates new vendor in system”

The supplier-side twin of the previous one: a vendor record created from a display name, plus the two IDs that every action needs.

When to use it
a wholesaler wants each new customer recorded as a supplier, since goods flow both ways.
Watch out
beyond the two IDs, Display Name is the only required field, so map a clean name from the trigger.
11

Create Webhooks

Action

In Zapier“Trigger when webhook created”

Registers a webhook on the entity: you name it, give the address it should call and the events it reports.

When to use it
you set up several entities the same way and want the same webhooks on each.
Watch out
the events must be ones Hellobooks.ai offers; Get Available Events lists them.
12

Regenerate Secret

Action

In Zapier“Trigger when Regenerate Secret”

Issues a new secret for a subscription, identified by its Subscription ID.

When to use it
someone who had the old secret leaves the team and you want it replaced.
Watch out
whatever relied on the old secret has to be updated, or it stops working.
13

Test Webhooks

Action

In Zapier“Trigger when webhook tested”

Runs a test on one webhook, picked by its ID. Webhook Id is required, along with the two usual IDs.

When to use it
right after Update Webhooks, to confirm the change before real events go through.
Watch out
it counts as a completed action, so as one task.
14

Update Webhooks

Action

In Zapier“Trigger when webhooks updated”

Changes an existing webhook, found by its ID: name, address, events or status.

When to use it
the address receiving your events moves and every webhook must follow.
Watch out
all fields are required, so resend the ones you keep, not only the one you change.
When it breaks

When a Hellobooks.ai Zap breaks

Zapier ties no help article to Hellobooks.ai, and no rate limit of the app is documented. What breaks is the general Zapier behaviour, which hits accounting flows hard.

Four cases come back. Read them before you publish, then keep Zapier troubleshooting close for the day a run turns red.

  • Old invoices are never picked up

    A Zap only reacts to what happens after you switch it on. Last quarter's invoices stay where they are; moving that backlog is a separate job.

  • The Zap that feeds itself

    Get Customer plus Create Customer on the same books, or Get Vendor plus Create Vendor: each new record starts the Zap again, and the task count drains fast.

  • A bulk import held back

    After a migration or a big import, a trigger can return a huge batch at once. Zapier's flood protection may then hold those items back.

  • Duplicates are not Zapier's fault

    Zapier remembers what a polling trigger has already seen, so one invoice never starts the Zap twice. Doubles come from two Zaps or a loop.
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FAQ

Hellobooks.ai Zapier integration: frequently asked questions

01Is the Hellobooks.ai Zapier integration free?
Yes, Hellobooks.ai is not a premium app, so it works on the free Zapier plan. That plan gives you 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. As soon as you add a filter or a second action, the Zap becomes multi-step and needs a paid plan. You also need a Hellobooks.ai account of your own, and access to the organization and entity you want to automate.
02How many tasks does a Hellobooks.ai Zap use?
One task per action that completes. The trigger is free, and so are all the checks Zapier makes on Hellobooks.ai, however frequent. A Zap that creates an invoice then books its payment uses two tasks per run, while a single-action Zap uses one. An action that fails is not counted. The real danger is a loop, for example a customer trigger feeding a customer creation on the same books, which can burn through 100 tasks quickly.
03Does Hellobooks.ai trigger Zaps in real time?
No. All 20 Hellobooks.ai triggers are polling triggers: Zapier goes and checks the app on a timer, and the interval depends on your plan. It is 15 minutes on Free, 2 on Professional, and 1 on Team and Enterprise. On paid plans you can also run a check by hand from the editor. None of the triggers is instant, so there is no way to get a change through sooner than the next check.
04What does it take to connect Hellobooks.ai to Zapier?
A Hellobooks.ai account, and read or write access to anything you do not own that the Zap must touch. The connection itself is done from the Apps page of Zapier with + Add connection, then a sign-in to Hellobooks.ai. Beyond that, nearly every step asks for an Organization ID and an Entity ID, both required, so have those two identifiers ready before you build. Testing the trigger afterwards is the quickest check: Zapier brings back the three most recent items of the account, so if the IDs point to the wrong books, you will see it right away.
05Why does the Update Vendor trigger only follow one supplier?
Because it asks for a Vendor ID and a display name, both required, so it watches the vendor you point it at. The same goes for the address and contact triggers, on the customer and the vendor side: each needs the IDs of one precise record. To react to every new supplier, use Get Vendor instead, which reads the whole list and starts the Zap for each vendor it has not seen before.
06What if the Hellobooks.ai operation you need is missing?
Then the Zapier integration cannot do it as is. The app offers 20 triggers and 14 actions, no search step, and no action that deletes, archives or edits an invoice, a bill or a customer. Check first whether one of the create actions, fed by the right trigger, gets you to the same result. If the gap is blocking, the question becomes which automation tool fits the job, and that is a call worth making on criteria such as cost per run and the steps available.
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