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Hubflo Zapier integrationAutomate Hubflo with Zapier.

The Hubflo Zapier integration gives you 32 triggers, 40 actions and 19 searches. This guide shows which ones fire instantly, what each one costs on your plan, how to connect your client portal, and where a Zap quietly stops working.

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Overview

What the Hubflo Zapier integration actually does for you

Hubflo is a client portal suite: workspaces, projects, tasks, proposals, invoices, forms and chat with your clients in one place. The Hubflo Zapier integration lets something that happens in that portal start an automation, or lets an automation write back into it, without you copying anything by hand.

Three outcomes stand out for agencies and consultants. A project that opens itself: New Proposal Accepted starts the Zap and Create Project sets up the delivery side, with Add Project Section dropping in a section built from one of your templates. A client who never waits on onboarding: Client Signed Up to Portal fires the moment someone finishes their invitation, and Send Form to a Client or Send Smartdoc to a Client puts the next document in front of them. Invoices that stay in sync with your books: Invoice Paid and Invoice Overdue tell you about money, while Add Accounting ID to Invoice and Mark Invoice as Paid keep Hubflo aligned with whatever you reconcile elsewhere.

What it does not do matters just as much. No action creates or issues an invoice: you can tag one, attach a payment link or mark it paid, nothing more. No action deletes a task, a contact, a company or a project. The single deletion on offer is Delete Workspace, and Hubflo labels it irreversible. Nine of the 32 triggers work by polling, so they are not instant (details below).

Building the same flows on another platform? The Hubflo Make integration page covers that side, and Make vs Zapier lays out the criteria to choose between them.

Vocabulary

Zapier vocabulary in one minute

Eight words you will meet in the editor. Each one is used from here on without a second explanation.

Zap
The automation itself: one trigger, then one or more actions that run every time that trigger event happens.
Trigger
The event in Hubflo that starts the Zap, such as an invoice getting paid. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that creates, sends or updates something in Hubflo or another app for you.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts how many you use.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is reported by Hubflo itself the moment the event happens.
Filter
A step that lets the Zap continue only when what arrived meets a condition you set, and stops it otherwise.
Search step
A step that looks up something already in Hubflo, like a workspace, so the following steps can use what it found.
Connection
Your Hubflo account linked to Zapier once, then reused by every step of every Zap that touches Hubflo.
Cost

What a Hubflo Zap really costs

Hubflo is not a premium app (one of the apps Zapier keeps for paid plans and the free trial), so it works on the free Zapier plan. The bill depends on actions, not on how often Zapier looks.

  • Premium appNo, Hubflo runs on the free plan
  • Free plan100 tasks per month, two-step Zaps only
  • TriggerNever billed
  • Filter or searchMakes the Zap multi-step, paid plan

The trigger never costs a task, and checking for new data costs nothing either. Every action that succeeds counts once, so a Zap with three actions eats three times what a one-action Zap does. An action that fails is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger, one action. Add a filter, a search step or a second action and you have a multi-step Zap, which needs a paid plan.

Connect

Connect Hubflo to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. You need a Hubflo account first, plus access to any workspace or project you do not own and want a Zap to touch.

  2. 02

    Pick Hubflo

    Type Hubflo in the search box of the dialog, select it, then click Add connection. A new tab opens on the Hubflo side so you can sign in with the account the Zaps should act as.

  3. 03

    Grant access

    Sign in to Hubflo in that tab and allow Zapier to reach the account. From then on every Hubflo step in every Zap reuses this connection, so pick an account whose rights match what your Zaps will write.

First Zap

Your first Hubflo Zap: a client form becomes a task

GoalWhen a client completes a form in the portal, create a follow-up task for the team, but only for the form you care about.

  1. 01

    Build: pick the trigger

    Start a new Zap, choose Hubflo as the app and Form Completed (By Client) as the event. Select your Hubflo connection. This trigger is instant, so the Zap reacts as soon as the client submits.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent completed forms from your account. Pick a real one: everything you map later comes from it.

  3. 03

    Add the filter

    Click the plus icon, add Filter and set the field to look at, the rule and the value, so only your intake form goes through. The filter makes this a multi-step Zap, so a paid plan is required.

  4. 04

    Add Create Task

    Add Hubflo as the action app with Create Task. The name is required; map details from the form into it so the task says which client answered.

  5. 05

    Test, then publish

    Test the action, then open Hubflo and look at the task it created. Happy with it? Publish the Zap to switch it on (forms completed before that moment are never picked up).

Triggers

Hubflo triggers: 32 events that can start a Zap

32 events start a Zap when something happens in Hubflo, and 23 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Client Invited to Portal

Instant trigger

In Zapier“Triggers when a new invitation to the portal is created.”

Your Zap is off as soon as someone on your team sends a client an invitation to the Hubflo portal, before that client has accepted anything.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Open a follow-up task with Create Task, so the account manager chases clients who received the invite but never logged in.
Watch out
An invitation is not a sign-up. If you only care about clients who are actually inside, use Client Signed Up to Portal instead.
2

Client Signed Up to Portal

Instant trigger

In Zapier“Triggers when a client complete invitation to the portal.”

This one waits for the other half of the onboarding: a client finishing their portal invitation and creating access. It marks the moment the relationship really moves into Hubflo.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Send the welcome questionnaire with Send Form to a Client right after the client gets in, while they are still paying attention.
Watch out
It never fires for invites left pending. Pair it with Client Invited to Portal if you want to track both ends.
3

Company Updated

Instant trigger

In Zapier“Triggers when a company is updated.”

Any change saved on a company record in Hubflo starts this Zap. It reacts to edits, not to creation, which has its own trigger.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
A consultancy that keeps billing details on the company can push those edits to its accounting tool the moment someone corrects them.
Watch out
Writing back to that same company from the Zap with Update Company would fire it again and create a loop.
4

Form Completed (By Client)

Instant trigger

In Zapier“Trigger when a form is completed by a client.”

When a client submits a form you sent through the portal, the Zap kicks off. Only answers coming from clients count, not forms you fill in yourself.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Turn an onboarding questionnaire into a task for the project lead, or log answers somewhere your team already reviews them.
Watch out
If you send several kinds of forms, add a filter so only the one you care about goes through. That makes the Zap multi-step.
5

Invoice Overdue

Instant trigger

In Zapier“Triggers when an invoice is overdue.”

Fires on an invoice the moment Hubflo flags it overdue, so a late payment reaches you without anyone checking the billing screen.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Post a reminder in the client's chatroom with Send Message in a Chatroom, or warn the account owner.
Watch out
The Zap only sees invoices that become overdue after it is published, not the ones already late.
6

Invoice Paid

Instant trigger

In Zapier“Triggers when an invoice is paid.”

Hubflo reports a paid invoice to Zapier straight away. It is a natural hook for finance flows, since it closes the loop on a piece of work.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Stamp the invoice with your bookkeeping reference using Add Accounting ID to Invoice, or tell the delivery team the client is cleared to start.
Watch out
Do not chain Mark Invoice as Paid on the same invoice here: it is already paid, and the action would only cost you a task.
7

Message Sent

Instant trigger

In Zapier“Triggers when a message is sent in a chatroom”

Every message posted in a Hubflo chatroom can start this Zap, whether a client or a teammate writes it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Copy client questions into your support inbox so nobody misses one, or alert the project lead when a quiet client finally writes.
Watch out
Busy chatrooms produce a lot of runs. If each one calls an action, the task count climbs quickly, so a filter is often worth it.
8

New Chatroom

Polling trigger

In Zapier“Triggers when a new chatroom is created.”

A newly created chatroom starts the Zap. Since Hubflo can open a chat room alongside a workspace, this often follows a new client setup.

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
Add the account manager to every new room automatically with Add a Participant to the Chatroom.
Watch out
This is a polling trigger, so a room created right after a check waits for the next one before the Zap moves.
9

New Comment on a Task

Instant trigger

In Zapier“Triggers when a new comment is created on a task.”

Anyone adding a comment to a task in Hubflo sets this off. It is the quickest way to hear about feedback buried in a task thread.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Forward client remarks on deliverables to the person who owns the task, instead of waiting for them to open Hubflo.
Watch out
A Zap that answers with Add Comment to a Task on the same task will fire itself again.
10

New Company

Instant trigger

In Zapier“Triggers when a new company is created.”

Creating a company record in Hubflo starts this Zap, whether someone types it in or another Zap creates it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Mirror each new client company into your CRM or accounting tool so the record exists before the first invoice.
Watch out
If another Zap feeds Hubflo with Create Company, check it does not watch the same place, or the two will bounce records between them.
11

New Contact

Instant trigger

In Zapier“Triggers when a new contact is created.”

Every person added as a contact in Hubflo starts the Zap, with Hubflo reporting it the moment the contact 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
Add the new contact to your newsletter tool, or invite them straight to the right workspace with Invite Contact to Workspace.
Watch out
A contact is not yet a portal user. Client Signed Up to Portal tells you when they actually log in.
12

New File Uploaded

Instant trigger

In Zapier“Triggers when a new file is uploaded.”

Any file uploaded to Hubflo starts this Zap, whoever uploaded it. It is the broadest of the three file triggers.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Back up every deliverable to a shared drive your team already uses, so nothing lives only inside the portal.
Watch out
Your own uploads fire it too. If you only want what clients send, New File Uploaded (By Client) is narrower and cheaper.
13

New File Added to Task

Instant trigger

In Zapier“Triggers when a new file is added to a task.”

This trigger narrows the file events to attachments on a task, which is where proofs and drafts often end 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
Notify a reviewer that a new version is attached to the task they own, without them refreshing Hubflo.
Watch out
Files uploaded to a workspace folder rather than a task will not start it; New File Uploaded covers those.
14

New File Uploaded (By Client)

Instant trigger

In Zapier“Triggers when a new file is uploaded by client.”

Only files your clients upload start this Zap. Uploads by your own team are left out, which keeps the noise down.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
An accountant collecting receipts or a studio waiting for brand assets can alert the right person the moment the client delivers.
Watch out
It reacts to the upload only, not to later changes made to the file.
15

New Folder

Instant trigger

In Zapier“Triggers when a new folder is created.”

A new folder created in Hubflo starts the Zap. Folders are how workspaces get structured, so this tracks that structure as it grows.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Create a matching folder in your file storage so both sides keep the same tree.
Watch out
Creating folders from Zapier with Create Workspace Folder in the same Zap will set this trigger off again.
16

New Form

Polling trigger

In Zapier“Triggers when a new form is created.”

Creating a new form in Hubflo starts this Zap. It concerns the form itself, not the answers clients send back.

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
Keep an internal catalog of the questionnaires your team has built, or tell colleagues a new form is ready to send.
Watch out
This is a polling trigger, so expect a delay set by your plan. For answers, use Form Completed (By Client).
17

New Invoice

Instant trigger

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

The Zap starts whenever an invoice is created in Hubflo, drafts included. It is the earliest point in the billing cycle you can catch.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Give finance a heads-up that an invoice is being prepared so they can check amounts before it goes out.
Watch out
Drafts count here. If you only want invoices actually sent, New Issued Invoice skips them.
18

New Issued Invoice

Instant trigger

In Zapier“Triggers when a new invoice is issued (non draft).”

Only invoices that have left draft status start this Zap. In practice, the invoice is no longer a draft.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Record the issued invoice in your bookkeeping and attach your payment page with Add Payment URL to Invoice.
Watch out
Unlike New Invoice, editing a draft will not fire it; the invoice has to be issued.
19

New Issued Proposal

Polling trigger

In Zapier“Triggers when a new proposal is issued (non draft).”

Proposals that leave draft status start this Zap. It catches the moment a quote is actually in front of the client.

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
Remind the salesperson to follow up, or log the proposal in your pipeline report.
Watch out
This is a polling trigger, so the Zap runs after Zapier's next check rather than at the second the proposal goes out.
20

New Project

Polling trigger

In Zapier“Triggers when a new project is created.”

A project created in Hubflo starts the Zap. Projects carry the delivery work, so this is the natural entry point for kick-off steps.

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
Add a standard section with Add Project Section, or tell the delivery lead a new project has landed.
Watch out
This is a polling trigger. A Zap that uses Create Project somewhere else may feed it, so watch for loops.
21

New Proposal

Polling trigger

In Zapier“Triggers when a new proposal is created.”

Any new proposal, draft or not, starts this Zap. It sees work in progress, before anything reaches the client.

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
Give a manager the chance to review drafts as soon as a salesperson starts one.
Watch out
This is a polling trigger and it includes drafts. Use New Issued Proposal for sent ones only.
22

New Smartdoc

Polling trigger

In Zapier“Triggers when a new smartdoc is created.”

Here the event is a fresh smartdoc in Hubflo. Smartdocs are the documents you later send to clients to complete.

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
Keep your team aware of a new contract or brief template before anyone sends it out.
Watch out
This is a polling trigger, and it fires on creation, not on sending. Smartdoc Sent covers the second.
23

New Task

Instant trigger

In Zapier“Triggers when a new task is created.”

Every task created in Hubflo starts this Zap, whoever creates it. It is the widest net on the task side.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Copy each new task to the to-do tool your freelancers live in, so assignments reach them where they work.
Watch out
Your own Create Task actions fire it as well, which can loop a Zap that both watches and creates tasks.
24

New Task (By Client)

Instant trigger

In Zapier“Triggers when a new task is created by a client.”

Only tasks your clients create in the portal start this Zap. Requests from the client side stand out from internal work.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Treat a client-created task as a support request and alert whoever handles the account that day.
Watch out
Tasks your team creates are ignored. For all tasks, New Task is the one.
25

New Time Log

Polling trigger

In Zapier“Triggers when a new time log is created.”

A new time entry logged in Hubflo starts this Zap. It follows the hours your team records against client work.

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
Push billable time to your invoicing or payroll tool, so nobody re-types timesheets at the end of the month.
Watch out
This is a polling trigger. Creating entries with Create New Time Entry in the same Zap will feed it again.
26

New Workspace

Polling trigger

In Zapier“Triggers when a new workspace is created.”

A new workspace, the shared space for a client in Hubflo, starts this 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
Set the workspace up the same way every time: add a link to your booking page with Add Link to Workspace and a welcome note with Create Workspace Note.
Watch out
This is a polling trigger, so the setup lands after Zapier's next check, not the second the workspace appears.
27

Project Stage Updated

Instant trigger

In Zapier“Triggers when a project stage is updated.”

Moving a project to another stage in Hubflo starts this Zap. It follows the project as it walks through your pipeline.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Send the client a satisfaction form with Send Form to a Client when a project reaches its final stage.
Watch out
It fires on every stage change, so add a filter if only one stage matters to you.
28

New Proposal Accepted

Polling trigger

In Zapier“Triggers when a proposal is accepted”

A client clicking accept on a proposal starts this Zap. It is the moment a deal turns into work.

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
Create the delivery project with Create Project, or warn the person who will run the kick-off.
Watch out
This is a polling trigger, so the project appears after Zapier's next check rather than the instant the client clicks.
29

Smartdoc Completed

Instant trigger

In Zapier“Triggers when a smartdoc is completed by a client.”

Fires when a client finishes filling in a smartdoc you sent, so a completed brief or contract reaches you straight away.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Move the project forward with Update Project, or tell the team the paperwork is done and the work can start.
Watch out
Creating or sending the smartdoc does not count; the client has to complete it.
30

Smartdoc Sent

Instant trigger

In Zapier“Triggers when a smartdoc is sent to a client.”

Sending a smartdoc to a client is what starts this Zap. It tracks what is waiting on the client's side.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Create a reminder task for the sender, so a document left unsigned gets chased.
Watch out
It fires when the document goes out, whether you send it in Hubflo or through Send Smartdoc to a Client.
31

Task Completed

Instant trigger

In Zapier“Triggers when a task is mark as completed.”

Ticking a task as done in Hubflo starts this Zap, whoever ticks it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Tell the client in their chatroom that a deliverable is finished, using Send Message in a Chatroom.
Watch out
Marking tasks complete through Update Task in the same Zap will set it off again.
32

Task Completed (By Client)

Instant trigger

In Zapier“Triggers when a task is mark as completed by a client.”

This version only reacts when a client marks a task as done, which usually means they have finished their part.

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 client closes the task asking for their logo files, tell the designer they can start.
Watch out
Tasks your team completes are ignored here; Task Completed catches everything.
Actions

Hubflo actions: what a Zap can write into the portal

Hubflo gives you 40 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Accounting ID to Invoice

Action

In Zapier“Adds a Accounting Id to a Invoice”

Stamps a Hubflo invoice with the reference it carries in your accounting tool. The invoice id is required.

When to use it
Keep Hubflo and your books matched after each invoice is recorded on the finance side.
Watch out
It edits an existing invoice; nothing in the integration creates one.
2

Add Comment to a Task

Action

In Zapier“Adds a Comment to a Task.”

Posts a comment on an existing task. You need the task id and the body of the comment.

When to use it
Write the outcome of an automated check, or a client's email, into the task thread.
Watch out
On a Zap triggered by New Comment on a Task, this would loop.
3

Add Embed to Workspace

Action

In Zapier“Adds embed to workspace”

Embeds content in a client workspace from a title and a URL, both required with the workspace id.

When to use it
Show a live report or dashboard inside the portal, so the client finds it inside their workspace.
Watch out
If the embed already exists, Update Embed in Workspace changes it instead of adding a duplicate.
5

Add a Participant to the Chatroom

Action

In Zapier“Add a participant to the Chatroom.”

Brings someone into an existing chatroom. You need the chat_room_id and the participant_type.

When to use it
Add the account manager to every new client room automatically.
Watch out
Retrieve Chatroom Participants shows who is already there, which avoids adding the same person twice.
6

Add Payment URL to Invoice

Action

In Zapier“Adds a payment URL to Invoice.”

Attaches a payment link to an existing invoice, identified by its invoice id.

When to use it
Add the checkout link generated by your payment provider so the client pays straight from the invoice.
Watch out
Use it after the invoice exists, typically on New Issued Invoice.
7

Create Company

Action

In Zapier“Creates a Company”

Adds a company record to Hubflo. The name and the owner on your team are both required.

When to use it
Register a client company the moment it signs up in your sales tool, so the account exists before any project.
Watch out
The owner must be one of your internal users; Retrieve Members lists them.
8

Create Contact

Action

In Zapier“Creates a Contact”

Puts a new person in your Hubflo contacts, with a full name and an owner id both required.

When to use it
Feed contacts from your website lead form, so a prospect is already in Hubflo when the proposal goes out.
Watch out
Without the owner id the step will not run. Find the right one with Retrieve Members.
9

Invite Contact to Workspace

Action

In Zapier“Invite contact to a workspace”

Invites an existing contact into a workspace, both the workspace and the contact being required.

When to use it
Give a new team member on the client side access as soon as they are added to your contacts.
Watch out
The contact has to exist in Hubflo first; pair it with Create Contact or Find Contact.
10

Create a File for a Task

Action

In Zapier“Create a File for a Task.”

Attaches a file to an existing task, using the task_id as the required anchor.

When to use it
Store the signed document on the task that asked for it, so the history stays in one place.
Watch out
This fires New File Added to Task, so do not build both into one Zap.
11

Create New Time Entry

Action

In Zapier“Creates a New Time Entry”

Logs time in Hubflo. You give the duration in minutes and say whether it is billable, both required.

When to use it
Import hours tracked in your timer app, so billing in Hubflo reflects real work.
Watch out
Duration is in minutes. A tool that counts in hours needs converting before this step.
12

Create Note

Action

In Zapier“Creates a Note”

Creates a standalone note with a title and content, outside any specific workspace.

When to use it
Store meeting notes captured elsewhere so the team finds them in Hubflo.
Watch out
If the note belongs to a client, Create Workspace Note puts it in their space instead.
13

Create Project

Action

In Zapier“Create a Project”

Opens a project in Hubflo. It needs a name, an owner and a project type, all three required.

When to use it
Start a delivery project automatically when a client accepts a proposal.
Watch out
The project type has to exist in your Hubflo account before the Zap can pick it.
14

Add Project Section

Action

In Zapier“Add a section with tasks to a project”

Adds a section full of tasks to an existing project, built from one of your section templates.

When to use it
Drop the same onboarding checklist into every new project. The Make task visible in workspace setting decides whether the client sees those tasks.
Watch out
Both the project and the section template are required, so build the template in Hubflo first.
15

Create Proposal

Action

In Zapier“Creates a proposal”

Drafts a proposal in Hubflo with a title, an author (the internal user who sends it) and a project, all required.

When to use it
Prepare a renewal proposal when a project reaches its final stage.
Watch out
The proposal hangs off a project, so create or find that project before this step.
16

Create Task

Action

In Zapier“Creates a Task”

Creates a task, and the name is required. You can mark it completed at creation or make it visible to the contact when it sits in a workspace project.

When to use it
Turn a client email or a completed form into a to-do for your team.
Watch out
Keep Visible by contact off for internal tasks you do not want the client to read.
17

Create Workspace

Action

In Zapier“Creates a Workspace”

Builds a new client workspace from just a title. A setting can also open a new chat room alongside it.

When to use it
Spin up the portal space for a client as soon as the contract is signed.
Watch out
Running it twice on the same client gives two workspaces. A find-or-create on Find Workspace avoids that.
18

Create Workspace Folder

Action

In Zapier“Add a new folder to a workspace.”

Adds a folder inside a workspace. The workspace ID and the folder name are required, and the folder can be locked.

When to use it
Prepare the same folder tree for every client: briefs, deliverables, invoices.
Watch out
Get the workspace ID first, from the trigger or from Find Workspace.
19

Create Workspace Note

Action

In Zapier“Creates a Note in a Workspace”

Writes a note inside a given workspace, with a title and content both required.

When to use it
Leave a welcome note in each new client workspace explaining how to use the portal.
Watch out
Do not confuse it with Create Note, which is not tied to a workspace.
20

Delete Workspace

Action

In Zapier“Deletes a workspace - Irreversible”

Deletes a workspace from its Workspace Id, which is required. Hubflo itself marks this action as irreversible.

When to use it
Clean up the test workspaces created while you were building and testing your other Zaps.
Watch out
Test it on a throwaway workspace first: there is no undo.
21

Edit Time Entry

Action

In Zapier“Edits a Particular Time Entry”

Corrects an existing time log. The time log id and the duration in minutes are required, and the billable flag can change too.

When to use it
Fix hours when someone edits their timer entry after the fact.
Watch out
You need the id of the entry, so this usually follows New Time Log.
22

Find an Form Assignment

Action

In Zapier“Finds an Assignment of a Form.”

Finds an assignment of a form, meaning a form sent to someone, from the form_id.

When to use it
Check whether a given form was assigned before sending a reminder.
Watch out
For all assignments of a form, the search Find the Form Assignments returns more than one.
23

Find a Company

Action

In Zapier“Retrieves a Company.”

Fetches one company from its company id, for steps that need its details.

When to use it
Pull a company's details before writing them into an invoice in another tool.
Watch out
You need the exact company id. To search more broadly, use Get Companies.
24

Find a Form

Action

In Zapier“Finds a Desired Form”

Retrieves one form from its id, which is required.

When to use it
Load the form's details and check it is the right one before sending it with Send Form to a Client.
Watch out
It finds the form itself, not the client's answers.
25

Get a Form Answer

Action

In Zapier“Get a Answer of a Particular Form”

Reads an answer submitted on a given form, from its form id, which is required.

When to use it
Copy a client's onboarding answers into the project brief so the team starts with the full picture.
Watch out
Get Form Answers, the search, returns all answers rather than one.
26

Mark Invoice as Paid

Action

In Zapier“Marks Invoice as Paid.”

Marks an invoice paid. It needs the invoice id, the payment date, the payment method and the amount paid, all four required.

When to use it
Close the invoice in Hubflo when your bank or payment tool confirms the money arrived.
Watch out
Missing any of the four fields stops the step, so check that your source gives all of them.
27

Remove Contact From Workspace

Action

In Zapier“Removes a contact from a workspace”

Takes a contact out of a workspace, with workspace_id and contact_id both required.

When to use it
Remove a client's former employee from the portal when they leave.
Watch out
It removes the access, it does not delete the contact from Hubflo.
28

Retrieve a Comment of Task

Action

In Zapier“Retrieves a Comment of Task.”

Gets a comment from a task, using the task_id, which is required.

When to use it
Read the client's feedback on a deliverable before passing it to the teammate who owns it.
Watch out
List Task Comments returns the whole thread if you need more than one.
29

Retrieve a Task

Action

In Zapier“Retrieves a Particular Task.”

Fetches a single task from its id, so later steps can use its details.

When to use it
Read the task before writing a summary for the client.
Watch out
It reads only; Update Task is what changes the task.
30

Send Form to a Client

Action

In Zapier“Sends form to a client.”

Sends one of your Hubflo forms to a client. It needs the form id and the contact id.

When to use it
Send the onboarding questionnaire automatically when a client signs up to the portal.
Watch out
Find a Form helps you get the form id if your trigger does not carry it.
31

Send Message in a Chatroom

Action

In Zapier“Sends a Message in a Chatroom.”

Posts a message in a chatroom from the chatroom id and the body. A private option also exists.

When to use it
Tell a client in their chat that their invoice is overdue, or that a deliverable is ready.
Watch out
Watch for loops: Message Sent would fire on the message this action posts.
32

Send Smartdoc to a Client

Action

In Zapier“Sends a smartdoc to a client.”

Sends a smartdoc to a client, with the smartdoc id and the contact id both required.

When to use it
Send the contract to sign as soon as a proposal is accepted.
Watch out
This fires Smartdoc Sent, so do not watch that trigger in the same Zap.
33

Update Workspace

Action

In Zapier“Updates a workspace.”

Renames or edits a workspace. The workspace id and the title are both required.

When to use it
Keep the workspace title in step with the client's name when it changes in your CRM.
Watch out
The title is required even if you only meant to change something else.
34

Update Company

Action

In Zapier“Updates a Company”

Changes an existing company record; the company_id is required.

When to use it
Keep a company's details aligned when they change in your CRM, without anyone editing Hubflo by hand.
Watch out
Company Updated will fire on this change, so keep those two apart.
35

Update Contact

Action

In Zapier“Updates a Contact”

Edits a contact already in Hubflo from its contact_id.

When to use it
Update a phone number or role when the person changes it in your mailing tool.
Watch out
Find Contact gets you the contact_id from an email address.
36

Update Embed in Workspace

Action

In Zapier“Updates embed in workspace”

Changes an embed already placed in a workspace, with workspace id, title and URL required.

When to use it
Point the client's dashboard embed to the new report each period.
Watch out
It replaces the embed's settings; it does not add a second one.
37

Update Project

Action

In Zapier“Updates a Project”

Edits an existing project, identified by its project_id, which is required.

When to use it
Move the project forward when the client completes the kick-off smartdoc you sent them.
Watch out
Find Project locates the project_id when your trigger does not give it.
38

Update Task

Action

In Zapier“Updates a Task”

Edits a task through its task_id, and can tick it as completed.

When to use it
Close a task automatically when the matching ticket is solved in your helpdesk.
Watch out
Ticking it completed fires Task Completed, so watch that trigger elsewhere.
39

Update Workspace File

Action

In Zapier“Updates a File in a workspace.”

Updates a file stored in a workspace, from the workspace_id.

When to use it
Replace an outdated deliverable with the latest version without opening the portal.
Watch out
Pick the right workspace first with Find Workspace if the trigger does not carry it.
40

Update Workspace Folder

Action

In Zapier“Updates a Workspace folder.”

Changes a workspace folder, including whether it is locked. The workspace id is required.

When to use it
Lock the deliverables folder once the project is closed.
Watch out
Find Workspace Folder finds the folder by title if you need it.
Searches

Hubflo searches: find what already exists

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

A search step runs in the middle of a Zap to fetch something Hubflo already holds, such as the workspace of a client, so the next action knows where to write. In the editor the searches sit at the bottom of the Action event list, under SEARCH. Some action fields also offer + Add search step, which inserts one right before and wires the result in for you.

1

Find Chatroom

Search

In Zapier“Find chatroom from contacts.”

Locates a chatroom starting from contacts, so the Zap knows which client room to post in without you looking up its id.

When to use it
Run it right before Send Message in a Chatroom when your trigger tells you about a contact but not about their room.
Watch out
A contact can sit in more than one room; decide what the step does with several matches.
2

Find Contact

SearchFind or create

In Zapier“Finds a Contact by Email”

Looks a contact up by email address. Tick Create Contact if it doesn't exist yet? and this becomes the Find or Create Contacts variant, which creates the person when nobody matches.

When to use it
Make sure a lead coming from your website ends up in Hubflo exactly once, whatever the number of forms they fill in.
Watch out
A spelling difference in the email means a miss, and with find-or-create, a duplicate contact.
3

Find Content Items

Search

In Zapier“Finds Content Items in a Organization.”

Searches the content items of your whole organization, with the library as an optional setting to narrow things down.

When to use it
Pick a guide or template from your library so a later step can share it in a new client workspace.
Watch out
Leave the library empty and the search covers everything, which can return more than one item.
4

Find Workspace Folder

Search

In Zapier“Finds a Folder by Title in a Workspace”

Spots a folder by its title inside one workspace. The workspace is required, so the search never looks across clients.

When to use it
Grab the deliverables folder before locking it with Update Workspace Folder at the end of a project.
Watch out
Two folders with the same title in one workspace make the result ambiguous; keep titles unique.
5

Find Project

SearchFind or create

In Zapier“Finds a Project by Owner Id, Owner Email, Contact Id, Contact Email or Project Id”

Gets you a project through one of five keys: the owner, the owner's email, a contact, a contact's email or the project id itself. You pick the key in the required find project by field. Ticking the create box turns it into Find or Create Projects.

When to use it
Reach the project of the client who just completed a smartdoc, starting from their email.
Watch out
Choose the lookup key first: a contact id and a contact email are not the same search.
6

Find Sections of a Project

Search

In Zapier“Finds Sections of a Projects.”

Returns the sections already inside a project, starting from its project_id, which is required.

When to use it
Check whether the onboarding section is there before Add Project Section drops in a second copy.
Watch out
A project usually holds several sections, so set what happens with multiple results.
7

Find the Form Assignments

Search

In Zapier“Finds Assignments of a Form.”

Brings back every assignment of a form, meaning each time it was sent to someone, from the required form_id.

When to use it
See all the clients a questionnaire went to before chasing those who never answered.
Watch out
The search returns several items; keep the first one only if that really is what you want.
8

Find the Tasks

Search

In Zapier“FindsTasks or Subtasks.”

Looks for tasks or subtasks, with overdue and completed available as optional filters on the search.

When to use it
Pull every overdue task so a later step can nudge the people they belong to.
Watch out
Results are often several tasks, so set the multiple results option before relying on it.
9

Find Workspace

SearchFind or create

In Zapier“Finds a Workspace by Contact Id, Project Id, Workspace Id or Title”

Pins down a workspace using one of four keys: a contact, a project, the workspace id or its title, chosen in the required Find workspace by field. Ticked as find-or-create, it becomes Find or Create Workspaces.

When to use it
Fetch the client's workspace before adding a folder, a link or a note into it.
Watch out
Searching by title is fragile when two clients have similar names; an id is safer.
10

Get Companies

Search

In Zapier“Finds filtered companies”

Returns the companies that match the filters you set in the step, so a Zap can check what already exists.

When to use it
Confirm a company is not already in Hubflo before Create Company adds a duplicate.
Watch out
A loose filter can bring back many companies, so decide what the step does with several matches.
11

Get Contacts

Search

In Zapier“Get all your contacts”

Pulls a set of contacts according to the required Retrieve contacts by setting, which decides how the search looks.

When to use it
Gather the people tied to a company before sending each of them a form.
Watch out
Several contacts usually come back, so choose how the step handles multiple results.
12

Get Form Answers

Search

In Zapier“Gets all Form Answers”

Collects all the answers submitted on a form, from its form id, which is required.

When to use it
Build a recap of every reply to your end-of-project satisfaction form.
Watch out
To read one answer only, the Get a Form Answer action is the lighter option.
13

Retrieve Proposal Line Items

Search

In Zapier“Retrieve line items of a proposal”

Reads the line items of a proposal, from the required proposal id, so later steps can reuse each line.

When to use it
Turn the lines of an accepted proposal into tasks of the new project.
Watch out
Without a proposal id from the trigger or an earlier step, this search has nothing to work with.
14

Get Smartdoc

Search

In Zapier“Get a Smartdoc (using its ID)”

Fetches one smartdoc from its ID, which the step asks for in a required field called Template ID.

When to use it
Load the right contract before Send Smartdoc to a Client sends it to the new client.
Watch out
The field reads Template ID: give it the smartdoc's id, not a template name.
15

List Line-Items of Invoice

Search

In Zapier“Lists Line-Items of a Invoice.”

Lists every line of an invoice from its invoice id, which is required.

When to use it
Send the detail of a paid invoice to your accounting tool, line by line.
Watch out
It reads the lines only; nothing in the integration edits them.
16

List Task Comments

Search

In Zapier“Lists all Comments of a Task.”

Gathers the full thread of comments on a task, from the required task_id.

When to use it
Compile the discussion around a deliverable into a summary for the client or the team.
Watch out
Retrieve a Comment of Task returns a single comment if that is all you need.
17

Retrieve Messages of a Chatroom

Search

In Zapier“Retrieves messages from a given Chatroom.”

Reads back the messages of a chatroom, from its chat_room_id, which is required.

When to use it
Archive a client conversation somewhere safe when the project closes.
Watch out
Long conversations return many messages; set how the step handles multiple results.
18

Retrieve Members

Search

In Zapier“Retrieve members of an organization”

Lists the members of your Hubflo organization, the internal users of your team.

When to use it
Find the owner id that Create Contact, Create Company or Create Project needs, and the author Create Proposal asks for.
Watch out
These are your team members, not your clients; Get Contacts covers the latter.
19

Retrieve Chatroom Participants

Search

In Zapier“Retrieve chatroom participants”

Shows who is inside a given chatroom. The chatroom is required.

When to use it
Check who is already in a client room before Add a Participant to the Chatroom adds someone.
Watch out
Participants can be clients or teammates, so look at the type before acting.

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 there and the steps relying on it are skipped. Switch it on and the Zap carries on with nothing found.
  2. Create X if it doesn't exist yet?
    Only on Find Contact, Find Project and Find Workspace. Ticking it turns the search into a find-or-create: the setting above disappears and the step asks for what it needs to create the missing item.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one (the default), stop the Zap, or pass all of them on to the next steps.
When it breaks

When a Hubflo Zap breaks

Zapier does not attach any help article to Hubflo, and no rate limit is documented for it. What goes wrong comes from how Zapier itself works.

Four cases account for the surprises. Read them before you switch on a Zap that writes into the same portal it watches. For deeper digging, the Zapier troubleshooting page is the next stop.

  • Nothing from before the Zap was on

    A Zap only reacts to events after you publish it. Proposals accepted or invoices paid last month stay where they are; moving that backlog is a separate job.

  • A Zap that keeps setting itself off

    Trigger on New Task and run Create Task in the same Zap, and each new task starts the Zap again. The loop burns through your task count fast.

  • A bulk import gets held back

    Import a pile of contacts or projects at once and the trigger suddenly returns a huge batch. Zapier's flood protection can hold it back instead of running every item.

  • An old item never fires twice

    On the nine polling triggers, Zapier remembers what it has already seen. Edit an old proposal or workspace and it will not count as new again.
Need help

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FAQ

Hubflo Zapier integration: frequent questions

01Is the Hubflo Zapier integration free?
Yes. Hubflo is not a premium app, so it runs on the free Zapier plan. That plan gives you 100 tasks a month and unlimited Zaps, with one catch: each Zap is limited to two steps, one trigger and one action. The moment you add a filter, a search step such as Find Workspace, or a second action, the Zap becomes multi-step and needs a paid plan. Many useful Hubflo flows need a search to locate the right workspace or project, so check that before counting on the free plan.
02How many tasks does a Hubflo Zap use?
One task per action that succeeds, and nothing for the trigger. A Zap that waits for Invoice Paid and then runs Add Accounting ID to Invoice costs one task each time it runs. Add Send Message in a Chatroom as a second action and the same run costs two. Checking Hubflo for new items is free however often Zapier looks, and an action that fails is not counted. The free plan's 100 tasks a month go further than they sound if each Zap does one useful thing.
03Does Hubflo trigger Zaps in real time?
For 23 of the 32 triggers, yes: Hubflo tells Zapier the moment the event happens, whatever your plan. The nine others are polling triggers: New Chatroom, New Form, New Issued Proposal, New Project, New Proposal, New Smartdoc, New Time Log, New Workspace and New Proposal Accepted. Zapier checks those on a timer that depends on your plan, every 15 minutes on Free, 2 on Professional and 1 on Team or Enterprise. If speed matters, build on an instant trigger.
04What does connecting Hubflo to Zapier require?
A Hubflo account, and access to any workspace or project you do not own but want a Zap to touch. In Zapier you open the Apps page, click Add connection, pick Hubflo, sign in in the tab that opens and grant access. That connection is then reused by every Hubflo step. Several create actions ask for an owner or an author, which is an internal user, so the account you connect should be able to see your team members.
05Why is there no action to create an invoice in Hubflo?
Because the integration simply does not offer one. On the invoice side, Zapier can react to New Invoice, New Issued Invoice, Invoice Paid and Invoice Overdue, and it can act on an existing invoice with Add Accounting ID to Invoice, Add Payment URL to Invoice and Mark Invoice as Paid. List Line-Items of Invoice reads its lines. Invoices themselves are still created in Hubflo, and the Zap picks up from there.
06What if the Hubflo action you need does not exist?
Look for a combination of existing steps first. There is no action to delete a task, for example, but Update Task can mark one as completed. There is no way to move a contact between workspaces in one step, yet Remove Contact From Workspace followed by Invite Contact to Workspace does it in two. A search such as Find the Tasks or Find Project can locate the item an update needs. Each extra step makes the Zap multi-step, so plan for a paid plan.
07Zapier, Make or n8n for Hubflo?
Choose by criterion rather than by reputation. First, check that the exact Hubflo operation your flow needs exists on the platform you consider: on Zapier that is 32 triggers, 40 actions and 19 searches. Second, count your steps, since Zapier's free plan stops at two and billing follows successful actions. Third, look at who will maintain the flow: a visual editor with named events suits a team without developers. Run the same checks on the other platforms before deciding.
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