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Kwixéo Zapier integrationAutomate Kwixéo with Zapier.

The Kwixéo Zapier integration gives you 1 trigger, 11 actions and 6 searches. Kwixéo can start a Zap the instant something happens in your account, and Zapier can create customers, quotes, orders, invoices and tasks in it from the other tools you run.

Beta app Zapier still marks this integration as beta.

See the 18 operations

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Overview

What the Kwixéo Zapier integration does

Kwixéo is a business management platform: customers, quotes, orders, invoices, files and team tasks in one place. Connected to Zapier, it works both ways. Events in Kwixéo can start a Zap in other apps, and other apps can create records in Kwixéo or look up what is already there. The integration is still marked as beta on Zapier.

Eighteen operations cover the whole sales cycle. Three results come up most. Paid orders that bill themselves: an order in your online shop runs Find Customer with its create option, then Create Invoice, so the invoice exists before anyone opens Kwixéo. Leads that land in the funnel: a form entry becomes a prospect with Create Prospect, then an opportunity with Create Opportunity. Follow-ups nobody forgets: an event in Kwixéo, picked up by New Webhook Event, fires a chat message or creates a Create Task reminder for the right colleague.

What Zapier does not do for Kwixéo matters just as much. There is no action to update or delete an existing customer, document or product: every action creates something new. Anything else goes through the two advanced operations, which call Kwixéo's own programming interface and expect you to know which operation to pick. And the document actions want IDs, not names: a customer ID, a stock location ID, the IDs of the team users on a task. That is why most useful Kwixéo Zaps chain a search before the action, which makes them multi-step and therefore paid.

The good news is the trigger. New Webhook Event is instant: Kwixéo calls Zapier as soon as the event happens, so even a free-plan Zap reacts without waiting for a timer.

Weighing your options? See Make vs Zapier, or, to have the setup done for you, a Zapier agency.

Vocabulary

Zapier vocabulary in one minute

Eight terms come back throughout this page. Each gets one plain line so the rest reads quickly.

Zap
An automation built on Zapier: one starting event, then one or more steps that run each time that event happens.
Trigger
The event that starts the Zap. Once the Zap is on, Zapier waits for it. Kwixéo has one: New Webhook Event.
Action
What the Zap does after it starts: the step that writes or sends something. Kwixéo offers eleven, almost all of them creating a record.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan counts these and nothing else.
Instant trigger
A trigger the app reports itself, through a webhook (a message sent the moment the event happens), so nothing waits. Kwixéo's is one.
Polling trigger
A trigger Zapier checks on a timer, asking the app for new items at fixed intervals. Kwixéo does not use one.
Search step
A step that looks up something that already exists, such as a customer, so the next steps can use what it found.
Filter
A step that lets the Zap go on only when the incoming data meets a condition you set, and stops it otherwise.
Cost

What a Kwixéo Zap really costs

The Kwixéo trigger never costs a task. You pay for actions that succeed: each invoice, customer or task created counts as one, and a failed action is not counted.

  • New Webhook Event0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Search or filter addedMulti-step, paid plan

The free plan gives you 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger, one action. Kwixéo is not a premium app, so it runs on that plan. The catch is the IDs: as soon as you put a search before Create Invoice to get the customer, or a filter to skip test orders, the Zap becomes multi-step and needs a paid plan. A three-action Zap spends three times what a one-action Zap does. The polling grid below never touches the Kwixéo trigger, which is instant.

Connect

Connect Kwixéo to Zapier in three steps

  1. 01

    Open your connections

    In your Zapier account, go to Apps and click + Add connection. Have your Kwixéo login ready, and make sure your user can read and write the customers and documents the Zap will touch.

  2. 02

    Choose Kwixéo

    Search for Kwixéo in the dialog, select it, then click Add connection. Zapier opens a new browser tab on the Kwixéo sign-in page so you can log in as usual.

  3. 03

    Sign in and grant access

    Log in to Kwixéo in that tab and allow Zapier to access the account. From then on, every Kwixéo step and every Zap reuses that connection, so you only do this once.

First Zap

Your first Kwixéo Zap

GoalTurn a Kwixéo event you choose into a follow-up task, assigned to the right colleague.

  1. 01

    Create the Zap

    Start a new Zap, choose Kwixéo as the app that starts it and pick New Webhook Event. Select your connection, then tick only the event you want to follow.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent matching events from your account, so you map fields on a real event rather than a blank sample.

  3. 03

    Find the salesperson

    Add Kwixéo again and pick Find User. Search by the email of the colleague who should follow up, so the next step gets their user ID.

  4. 04

    Create the follow-up

    Add Create Task, give it a clear title such as a reminder to call back, and map the user ID from the search into the assigned team users.

  5. 05

    Test and publish

    Run each step once and open the task in Kwixéo. When it is right, click Publish. With a search inside, this Zap has three steps and needs a paid plan.

Triggers

The Kwixéo trigger

1 event starts a Zap when something happens in Kwixéo, and one of them is instant: the app calls Zapier straight away, whatever your plan.

1

New Webhook Event

Instant trigger

In Zapier“Triggers when one of the selected webhook events is sent.”

Starts the Zap whenever one of the Kwixéo events you picked is sent, so a change in your business account can kick off work in any other app you use.

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 something that happens in Kwixéo should notify a team, update a spreadsheet or open a ticket elsewhere without delay.
Watch out
you must choose at least one event to subscribe to; an empty selection means nothing will ever arrive.
Actions

Kwixéo actions

Kwixéo gives you 11 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Customer

Action

In Zapier“Creates a customer.”

Adds a new customer record to Kwixéo, ready to receive quotes, orders and invoices later on.

When to use it
when a signed contract or a first purchase in another tool means the person is now a real client.
Watch out
a customer type is required, so the types must exist in Kwixéo beforehand.
2

Create Delivery Note

Action

In Zapier“Creates a delivery note.”

Produces the delivery note that goes with a shipment, and records the stock movement against the location you choose.

When to use it
when a shipping tool marks a parcel as sent and the paperwork should exist in Kwixéo at the same time.
Watch out
a stock location ID is required on top of the customer ID.
3

Create Invoice

Action

In Zapier“Creates an invoice.”

Creates an invoice for a customer, with its lines and billing address, and can switch off automatic payment reminders for it.

When to use it
when a payment, a closed order or a finished job in another app should be billed without manual entry.
Watch out
city, postal code and country of the billing address are all mandatory.
4

Create Opportunity

Action

In Zapier“Creates an opportunity.”

Opens a deal on an existing customer and places it at a stage of your sales funnel, so the pipeline view stays complete.

When to use it
when a demo booking or a quote request signals that a known contact is ready to talk business.
Watch out
it needs both the customer ID and the funnel step ID.
5

Create Product

Action

In Zapier“Creates a product.”

Adds a product to your Kwixéo catalog, with its own reference and, if you want, stock tracking turned on.

When to use it
when new items appear in your online shop or supplier sheet and the catalog should follow without retyping.
Watch out
both a name and a reference are required; to avoid a second copy, use Find or Create Product instead.
6

Create Prospect

Action

In Zapier“Creates a prospect.”

Records someone who is not buying yet but could, so sales can follow them up from Kwixéo instead of a separate list.

When to use it
when a contact form, a webinar sign-up or a trade-show scan brings in a new lead.
Watch out
like customers, prospects need a customer type chosen at creation.
7

Create Quote

Action

In Zapier“Creates a quote.”

Drafts or issues a quote for a customer, with its lines and date, without anyone opening the quoting screen.

When to use it
when a configurator or a detailed request form already holds everything a quote needs.
Watch out
the document lines must be sent as a structured list, which usually takes a formatting step before it.
8

Create Sales Order

Action

In Zapier“Creates a sales order.”

Registers a confirmed order in Kwixéo, the step between an accepted quote and the delivery or the invoice.

When to use it
when orders are taken in an e-commerce tool or a booking system and must be followed up in Kwixéo.
Watch out
it needs the customer ID and a date; keeping it as a draft lets you review it first.
9

Create Service

Action

In Zapier“Creates a service.”

Adds a service, as opposed to a physical product, to the catalog, so it can be picked on quotes and invoices.

When to use it
when your offer list lives in a spreadsheet or a project tool and new services should reach Kwixéo automatically.
Watch out
it requires a name and a reference; when the service may already exist, Find or Create Service is the safer route.
10

Create Task

Action

In Zapier“Creates a task.”

Puts a to-do in Kwixéo for one or several team members, with a title that says what has to happen.

When to use it
when an unpaid invoice, a support email or a missed call should turn into a follow-up someone owns.
Watch out
the assigned team users are given by ID, which Find User can supply.
11

Run Kwixeo API Operation

Action

In Zapier“Call any operation from the OpenAPI specification.”

Calls any operation Kwixéo publishes in its programming interface, which covers what the ten ready-made actions above do not.

When to use it
when you need an update or a less common operation and someone on the team knows which one to choose.
Watch out
this is the technical route; a wrong operation fails, and a failed run costs no task.
Searches

Kwixéo searches

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

A search step looks up something that already exists in Kwixéo and hands it to the next steps. In the action list of the editor, the Kwixéo searches sit at the bottom, under SEARCH. Three settings decide what happens when the result is not a clean single match. For Kwixéo, the find-or-create entries you see in the editor (customer, product, service) are not extra operations: they are the same searches with the create box ticked.

1

Find Customer

SearchFind or create

In Zapier“Finds a customer.”

Looks up a customer by name, email, phone, reference or town and returns its ID for the steps that follow. Its find-or-create variant, Find or Create Customer, creates the customer when none matches.

When to use it
before any quote, order or invoice action that needs the customer ID.
Watch out
wildcards control partial matching, so test with a real email first.
2

Find Customer Type

Search

In Zapier“Finds a customer type.”

Retrieves one of the customer types defined in your Kwixéo account, so you can pass its ID instead of typing it.

When to use it
before Create Customer or Create Prospect, when the type depends on what came in, such as a business or an individual buyer.
Watch out
it only finds types that already exist; it creates none.
3

Find/List Kwixeo API Result

Search

In Zapier“Call a read, list, search, or download operation from the OpenAPI specification.”

Runs a read, list, search or download operation from Kwixéo's programming interface and returns the result to the Zap.

When to use it
when the five ready-made searches do not reach the data you need, for example a document list.
Watch out
like its action twin, it expects you to pick the right operation by name.
4

Find Product

SearchFind or create

In Zapier“Finds a product.”

Finds a product in the catalog by reference, name, price or stock data. Its variant, Find or Create Product, adds the product when the search comes back empty.

When to use it
when an order line from your shop must be matched to a Kwixéo product before building a document.
Watch out
searching by reference avoids several items matching at once.
5

Find Service

SearchFind or create

In Zapier“Finds a service.”

Searches the catalog for a service by name, reference or price. Find or Create Service, its variant, creates the service if it is not there yet.

When to use it
when a booking or a timesheet entry should map to the right billable service in Kwixéo.
Watch out
two services with similar names can both match; check the multiple-results setting.
6

Find User

Search

In Zapier“Finds a team user.”

Retrieves a member of your Kwixéo team by ID, name or email and gives the Zap their user ID.

When to use it
right before Create Task, so a follow-up is assigned to the person named in the incoming data.
Watch out
searching by email is the safest match when two colleagues share a name.

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 after it are skipped. Switch it on and the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create: the setting above disappears and the step asks for the fields needed to create the missing item.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When a Kwixéo Zap breaks

Zapier links no help article to Kwixéo and lists no limit specific to it, so the cases below come from Zapier's general rules, applied to an app that both triggers and receives data.

Most failures are predictable once you know them. If a run fails and the reason is unclear, see our Zapier troubleshooting guide.

  • The Zap keeps triggering itself

    If New Webhook Event follows an event that the same Zap's Kwixéo action produces, it sets itself off again and again and burns through tasks fast.

  • The search found nothing

    By default, a search that finds no customer stops the Zap and the invoice is never created. Tick the create option or let the search succeed when empty.

  • The Zap will not save on Free

    A search before Create Invoice, or a filter, turns the Zap multi-step. On the free plan only one trigger and one action fit.

  • Older events never arrive

    A Zap reacts only to what happens after it is switched on. Documents created before publishing are not picked up; moving that backlog is a separate job.

  • A bulk import gets held back

    When a trigger suddenly sends a huge batch, after an import or a migration, Zapier's flood protection can hold it back.

  • Beta behavior can change

    Zapier lists the Kwixéo integration as beta. Recheck your Zaps after updates, especially the advanced operations that follow Kwixéo's interface.
Need help

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FAQ

Kwixéo Zapier integration: common questions

01Is the Kwixéo Zapier integration free?
Yes, Kwixéo is not a premium app, so it works on the free 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. Many Kwixéo Zaps need more than that, because document actions expect a customer ID that a search usually provides. A search, a filter or a second action makes the Zap multi-step, and that requires a paid plan.
02How many tasks does a Kwixéo Zap use?
One per action that succeeds. The New Webhook Event trigger never costs a task, and a failed action is not counted either. A Zap that only creates an invoice spends one task per run; a Zap that creates a customer, then a quote, then a task spends three. A few apps and actions take more than one task when they complete, so check the other apps in your Zap before estimating your monthly use.
03Is the Kwixéo trigger real time?
Yes. New Webhook Event is an instant trigger: Kwixéo sends the event to Zapier the moment it happens, so the Zap starts straight away. The polling grid, which can make free-plan Zaps wait up to 15 minutes, does not apply to it. You get the same speed on the free plan as on a paid one. The type is set by the app and cannot be changed in the editor.
04What does it take to connect Kwixéo to Zapier?
A Kwixéo account you can sign in to and a Zapier account. In Zapier, open Apps, click + Add connection, search for Kwixéo and click Add connection, then sign in to Kwixéo in the tab that opens and grant access. Your Kwixéo user also needs read or write access to the customers and documents the Zap will touch. Once connected, every Kwixéo step and Zap reuses the same connection, so there is nothing to redo when you build the next one.
05Why does Kwixéo ask for a customer ID instead of a name?
Because the quote, order, delivery note and invoice actions identify the customer by ID, not by name or email. The simplest fix is to put Find Customer before the document action and map the ID it returns. Ticking its create option turns it into Find or Create Customer, so a new buyer gets a record on the spot. That extra search step makes the Zap multi-step, so it needs a paid plan.
06What if the Kwixéo operation required is not listed?
Look at the two advanced operations first. Run Kwixeo API Operation calls any operation Kwixéo publishes, and Find/List Kwixeo API Result does the same for reading and listing data. They cover updates and less common records that the ready-made actions skip, but they expect someone who knows which operation to choose. If even those fall short, handle that step in another app of the same Zap, or check whether another platform covers Kwixéo differently.
07Zapier, Make or n8n for Kwixéo?
It depends on your criteria rather than on one winner. Zapier is quick to set up and its instant Kwixéo trigger works on the free plan. Most Kwixéo Zaps, however, chain a search and an action, which needs a paid Zapier plan, so compare how Make and n8n price a three-step flow. Also compare coverage: check which Kwixéo operations each platform exposes before you commit your billing to one of them.
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