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Holded Zapier integrationAutomate Holded with Zapier.

The Holded Zapier integration gives you 6 triggers, 18 actions and 1 search. Enough to push quotes, invoices, payments and CRM records into Holded without retyping them, and to react when a sale lands. Here is what each one does and costs.

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Overview

What the Holded Zapier integration actually does for you

The Holded Zapier integration links your Holded account to Zapier, so that something happening in Holded (a new contact, deal, invoice, order or receipt) can start an automation, and so that other steps can write documents, payments and CRM records into Holded for you.

A sales pipeline that schedules itself. Every deal created in Holded can drop a follow-up into the CRM through New Deal and Create Event, so no opportunity sits there without a next step on the calendar.

Paperwork that follows the order. When a sales order appears, Create Sales Invoice can draft the matching invoice, and Send Invoice can email it to the client, with a subject of at least 10 characters and a message of at least 20.

Cash that gets reconciled. Mark Invoice as Paid and Create Payment record money in and money out (a negative amount means an outgoing payment), which keeps Holded in step with what really happened.

Now the limits. None of the six triggers is instant: Zapier checks Holded on a timer, so a free plan sees new items up to 15 minutes late. There is a single search, and it only finds contacts, not invoices or deals. No action deletes anything. And editing a contact needs its Holded ID, which means a lookup first. If you prefer another tool, the Holded Make integration covers the same app, and Make vs Zapier sets the two side by side by criteria.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every line of this page. Here they are in everyday English.

Zap
The automation you build on Zapier: one trigger, followed by 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 switched 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 on your behalf.
Task
The unit Zapier bills you for: one action that your Zap completes successfully. Your plan counts those, nothing else.
Polling vs instant trigger
Polling: Zapier asks the app for new items on a timer. Instant: the app calls Zapier the moment the event happens. Holded only has polling.
Filter
A step that lets the Zap carry on only when the incoming item meets your condition, and stops it there otherwise.
Search step
A step that looks up something already stored in an app, so the steps after it can reuse what it found.
Connection
Your Holded account, linked to Zapier once and then reused by every step of every Zap that touches Holded.
Cost

What it really costs

Holded is not a premium app, so it works from the free plan. What you pay for is tasks, and only actions create them.

  • Free plan100 tasks per month, unlimited Zaps
  • Free plan Zap sizeTwo steps: one trigger and one action
  • Trigger checksFree, never billed
  • Holded on the free planYes, not a premium app

The trigger costs nothing, however often Zapier checks Holded. Every action that succeeds in Holded or elsewhere counts as one task, so a Zap with three actions burns three times what a one-action Zap does, and a failed action is not counted. The free plan stops at two steps: one trigger, one action. Add a filter, a search or a second action and you are building a multi-step Zap, which needs a paid plan.

Connect

Connect Holded to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a Holded account, plus read or write rights on anything you do not own and want the Zap to touch.

  2. 02

    Pick Holded

    Type Holded in the search box of the dialog, select it, then click Add connection. A new tab opens on the Holded side, where the sign-in happens in the next step.

  3. 03

    Sign in and grant access

    Log in to Holded in that tab and allow Zapier to reach the account. From then on, every Holded step in every Zap reuses this connection without asking again.

First Zap

Your first Holded Zap: qualify a contact, open a deal

GoalEach new contact in Holded that matches your condition gets its own CRM deal, ready for the sales team.

  1. 01

    Build: choose the trigger

    Start a new Zap, pick Holded as the app and New Contact as the event, then choose the Holded connection you just created.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent contacts of the account, so you map against a real record instead of a guess.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then set the field, the rule and the value. Pick a text rule for text and a number rule for numbers, or it never passes.

  4. 04

    Add the action

    Add a Holded step with Create Deal and map the contact details from the trigger into the deal. The filter makes this a multi-step Zap, so a paid plan is needed.

  5. 05

    Test, then Publish

    Test the action once, check the deal that appeared in Holded, then click Publish. Only contacts created after that moment will start the Zap.

Triggers

The 6 Holded triggers

6 events start a Zap when something happens in Holded. Zapier checks for them at the interval your plan allows.

1

New Contact

Polling trigger

In Zapier“Triggers when a new contact is created”

Starts your Zap each time someone is added to the Holded contact list, whether a client, a supplier or a lead someone typed in by hand. Each contact comes through once, and Zapier remembers the ones it has already passed on.

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 every new client pushed into its project tool the same day the record is opened in Holded.
Watch out
if a later step of the same Zap uses Create Contact, the Zap feeds itself and burns tasks in a loop.
2

New Deal

Polling trigger

In Zapier“Triggers when a new CRM Deal is created”

Fires on every opportunity that appears in the Holded CRM. It is the hook for anything a salesperson should not have to remember: the follow-up, the alert to a manager, the line in a forecast sheet.

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 B2B software reseller schedules a discovery call in the CRM with Create Event as soon as a deal is logged.
Watch out
it reacts to deals being created, not to deals changing stage, so a deal that moves later will not start the Zap again.
3

New Sales Invoice

Polling trigger

In Zapier“Triggers when a new sales invoice is created”

Sends each freshly issued customer invoice into your Zap, which makes it the natural starting point for anything downstream of billing: reporting, reminders, a message to the account manager.

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 bills wholesale buyers through Holded wants its warehouse told at the next check after an invoice is created.
Watch out
invoices that existed before you published the Zap are never picked up, so old ones need a separate import.
4

New Purchase Invoice

Polling trigger

In Zapier“Triggers when a new Purchase invoice is created”

Watches the other side of the ledger: bills from suppliers that land in Holded. Each new one reaches the Zap a single time, ready to be routed to whoever approves spending.

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 small agency wants the founder to see every supplier bill before it gets paid, without opening Holded.
Watch out
a bulk upload of past bills can come back as one huge batch, and Zapier's flood protection may hold it back.
5

New Sales Order

Polling trigger

In Zapier“Triggers when a new sales order is created”

Kicks off as soon as a customer order is recorded in Holded, before any invoice exists. That timing is what makes it useful: preparation can start while billing is still pending.

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 pairs it with Create Sales Invoice so the invoice is drafted from the order instead of retyped.
Watch out
on the free plan, up to 15 minutes can pass between the order and the Zap, so it is not built for anything urgent.
6

New Sales Receipt

Polling trigger

In Zapier“Triggers when a new sales receipt has been created”

Picks up every sales receipt created in Holded. Each receipt starts the Zap once and only 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 coffee roaster selling at a market stall wants each receipt emailed to the buyer with Send Sales Receipt.
Watch out
the subject of that email needs at least 10 characters and the message at least 20, or the action fails.
Actions

The 18 Holded actions

Holded 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 Contact

Action

In Zapier“Creates a Contact in Holded”

Opens a new contact record in Holded. Only Contact Name is mandatory, and it is the name the contact will show up under.

When to use it
a webinar sign-up becomes a Holded contact the sales team can follow up.
Watch out
run Find Contact first if duplicates are a risk.
2

Create Credit Note

Action

In Zapier“Creates a credit note”

Writes a credit note in Holded to cancel or reduce what a client owes. It needs a date and nothing else to get started.

When to use it
an approved refund request in a support tool turns into the credit note accounting expects.
3

Create Deal

Action

In Zapier“Creates a new CRM Deal”

Adds an opportunity to the Holded CRM pipeline, so sales work starts from a record and not from a sticky note.

When to use it
every demo request on your website lands as a deal the account executive owns.
Watch out
never end a New Deal Zap with this step, or it starts itself again.
4

Create Employee

Action

In Zapier“Creates an Employee”

Creates an employee in Holded with First Name, Last Name and Email, all required. A Send Invite option decides whether the person gets an email inviting them into Holded.

When to use it
a signed offer in your hiring tool opens the employee file on day one.
Watch out
leave the invite off for staff who should not log in.
5

Create Event

Action

In Zapier“Creates a CRM Event in Holded”

Puts a CRM event in Holded, on the commercial side of the account.

When to use it
each new deal gets a first call booked automatically, so nothing waits for memory.
Watch out
each event created is one task, which adds up against the 100 of the free plan.
6

Create Sales Invoice

Action

In Zapier“Creates a sales invoice”

Issues a customer invoice in Holded. Give it an Invoice Date, which is mandatory, and map the rest from the earlier steps.

When to use it
a training company bills each confirmed enrolment without opening the accounting side.
Watch out
a created invoice is not sent; add Send Invoice if the client should receive it.
7

Create Payment

Action

In Zapier“Creates a Payment”

Records a payment in Holded. The Amount is required, and its sign carries meaning: positive for money coming in, negative for money going out.

When to use it
a payout from a payment processor is logged as an incoming payment the moment it is confirmed.
Watch out
forget the minus sign on a supplier payment and it is recorded as income.
8

Create Product

Action

In Zapier“Creates a new Product”

Adds an item to the Holded catalogue. Product Name is the only mandatory field.

When to use it
a brand launching a new reference in its online store gets it into Holded in the same move, ready for quotes and invoices.
9

Create Purchase Invoice

Action

In Zapier“Creates a purchase invoice”

Adds a supplier bill to Holded, with the date as its required field, so spending is logged where the books live.

When to use it
invoices received from a recurring freelancer are entered in Holded without manual typing.
Watch out
in a Zap started by New Purchase Invoice, this step writes where the trigger watches and loops.
10

Create Purchase Order

Action

In Zapier“Creates a purchase order”

Places a purchase order in Holded for a supplier. The Document Date is required, and the field asks for a Unix timestamp.

When to use it
a restocking request approved by a manager becomes a formal order to the supplier.
Watch out
check what format the earlier step gives you for the date before mapping it, since this field expects that timestamp.
11

Create Quote

Action

In Zapier“Creates a quote”

Drafts a quote in Holded from data your Zap already holds, with the date as the only field it insists on.

When to use it
a request form for a renovation job turns straight into a quote the estimator only has to review.
12

Create Sales Order

Action

In Zapier“Creates a new Sales Order”

Records a customer order in Holded, dated, so that the rest of the sales chain has something to start from.

When to use it
orders coming from a B2B portal land in Holded without anyone copying them line by line.
Watch out
the Date field is required, so map one or the step fails.
13

Create Sales Receipt

Action

In Zapier“Creates a Sales Receipt”

Produces a sales receipt in Holded from what the Zap carries. Receipt Date is the one field you cannot skip.

When to use it
each paid ticket from an event booking tool gets its matching receipt in Holded.
Watch out
leave Receipt Date unmapped and the step fails, though a failed action costs no task.
14

Mark Credit Note as Paid

Action

In Zapier“Updates the status of the selected Credit Note to Paid”

Sets a credit note to paid once the refund has gone out, using the Credit Note ID, a Payment Date and a Payment Amount, all three required.

When to use it
refunds settled through your payment tool are closed in Holded without a second pass.
Watch out
Holded wants the credit note ID, not its document number.
15

Mark Invoice as Paid

Action

In Zapier“Marks the selected invoice as paid”

Switches a chosen customer invoice to paid. It wants three things: the Document ID, the Payment Date and the Payment Amount.

When to use it
a consultancy closes each invoice in Holded as soon as its bank feed flags the transfer.
Watch out
none of the three can be left empty, so the Document ID has to come from an earlier step, such as New Sales Invoice.
16

Send Invoice

Action

In Zapier“Sends an invoice to the assigned contact email address”

Emails an existing invoice from Holded to the address you give. Four fields are required: Document ID, Recipient Email, Subject and Message.

When to use it
right after Create Sales Invoice, so the client gets the document without anyone clicking send.
Watch out
a subject under 10 characters or a message under 20 makes the action fail.
17

Send Sales Receipt

Action

In Zapier“Sends an sales receipt to the assigned contact email address”

Mails a sales receipt to the buyer from Holded. Like the invoice version, it needs the Holded Document ID, an email, a subject and a message.

When to use it
a shop that sells at fairs sends each receipt to the customer the same day.
Watch out
keep a subject of 10 characters or more and a message of at least 20.
18

Update Contact

Action

In Zapier“Updates the information of a contact”

Changes the details of a contact already in Holded. It needs the Contact ID, which you get from Find Contact earlier in the Zap.

When to use it
a client edits their billing address in your portal and Holded follows.
Watch out
the lookup adds a step, so this Zap needs a paid plan.
Searches

The Holded search

1 search step looks for data that already exists in Holded, so a later step can use it.

Holded offers one search step. In the editor it sits at the bottom of the Action event list, under SEARCH, and some action fields can insert it for you through + Add search step. Three settings decide what happens when the result is not a clean single match.

1

Find Contact

SearchFind or create

In Zapier“Find an existing Contact”

Looks for a contact that already exists in Holded and hands it to the next steps, which is how a Zap gets the Contact ID that Update Contact requires.

When to use it
before updating a client record, or to avoid a second contact for the same person.
Watch out
the editor also lists Find or Create Contact, which is this same search with the creation box ticked, not a separate operation.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and the steps that depend on it are skipped. Switched on, the Zap continues with nothing in hand.
  2. Create Contact if it doesn't exist yet?
    Ticking it turns the search into Find or Create Contact. The previous setting disappears and the step asks for the fields needed to create the missing contact.
  3. If multiple search results are found?
    Three ways out: keep the first match (the default), stop the Zap, or pass every match on at once.
When it breaks

When the Holded Zap breaks

Zapier attaches no help article to Holded and no limit of its own is documented for it. What breaks is what breaks on every Zapier app.

These four cases cover the failures you are most likely to meet with polling triggers and document-writing actions. If you are stuck on one, the Zapier troubleshooting service exists for exactly that.

  • The history never comes through

    A Zap only reacts to what happens after you publish it. Invoices, contacts or deals created before that are never picked up; moving them is a separate job.

  • The Zap that triggers itself

    New Contact feeding a Create Contact step, or New Sales Invoice feeding Create Sales Invoice, writes into the place its own trigger watches and loops through your tasks.

  • A bulk import gets held back

    After a migration or a mass upload into Holded, a trigger can suddenly return a huge batch. Zapier's flood protection may stop it before it runs.

  • No duplicates, by design

    Zapier remembers what it has already seen on a polling trigger, so the same document does not start the Zap twice, which spares you from cleaning up duplicates by hand.
Need help

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FAQ

Holded Zapier integration: your questions

01Is the Holded Zapier integration free?
Yes, it works on the free plan, because Holded is not a premium app. The free plan gives 100 tasks a month and unlimited Zaps, but each Zap stays at two steps: one trigger and one action. As soon as you add a filter, a search such as Find Contact, or a second action, you are building a multi-step Zap and need a paid plan. That matters here, since several Holded actions, like Update Contact or Send Invoice right after Create Sales Invoice, are most useful in chains of three or more steps.
02How many tasks does a Holded Zap use?
One task per action that completes successfully, and nothing for the trigger. Zapier can check Holded for new invoices or deals as often as your plan allows without billing you for it. A Zap that creates an invoice and then sends it uses two tasks every time it runs. An action that fails is not counted. On the free plan with 100 tasks per month, a single-action Zap that runs on each new sales order can therefore handle up to 100 orders before the quota is used up.
03Does Holded trigger Zaps in real time?
No. All six Holded triggers are polling triggers: Zapier checks Holded on a timer and keeps only what it has not seen yet. On the free plan the check happens every 15 minutes, on Professional every 2 minutes, and on Team or Enterprise every minute. On paid plans you can also change the interval or run a check by hand from the editor. The type is set by Holded's own API, so no setting in the editor turns these triggers into instant ones.
04What do you need to connect Holded to Zapier?
A Holded account, and read or write access on anything you do not own but want the Zap to touch. The connection is made once from the Apps page of Zapier with + Add connection: you search for Holded, sign in on the tab that opens and grant Zapier access. After that, every Holded step in every Zap reuses the same connection. Holded is not a premium app, so no paid plan is required to connect it.
05Why does Send Invoice fail on a Holded Zap?
Usually for one of two reasons. First, the Document ID: Send Invoice wants the ID that Holded creates for the document, not the document number, so it has to be mapped from an earlier step. Second, the text: the subject needs at least 10 characters and the message at least 20, otherwise the action fails. The same two rules apply to Send Sales Receipt. Mark Credit Note as Paid has the same trap: it wants the credit note ID, not its document number.
06What if the Holded operation you want is not on the list?
Then Zapier cannot do it with this integration as it stands. The list is closed: 6 triggers, 18 actions and 1 search. There is no delete action, no search for invoices or deals, and no trigger when a deal changes stage. A workaround sometimes exists, such as Find Contact before Update Contact, but if the step simply is not there, no setting will add it, and the honest answer is to look at another tool or ask the team behind this page.
07Zapier, Make or n8n for Holded?
It depends on the criterion that matters most to you, not on a general winner. On budget, Zapier lets you start on the free plan since Holded is not a premium app, but it bills one task per successful action, so a Zap that creates, sends and marks a document as paid uses three tasks each run. On coverage, Zapier gives you exactly 6 triggers, 18 actions and 1 search for Holded, none of them instant. Check each tool's list of Holded operations against the precise workflow you want before deciding.
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