Magic Heidi Zapier integrationAutomate Magic Heidi with Zapier.
The Magic Heidi Zapier integration gives you 0 triggers, 3 actions and 0 searches. Another app always starts the Zap, then Magic Heidi books an expense or creates an invoice. It works on the free plan; here is what it costs and what trips people up.
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What the Magic Heidi Zapier integration actually does
The Magic Heidi Zapier integration lets your other tools write into Magic Heidi, the invoicing and bookkeeping tool built in Switzerland for freelancers. It works in one direction only: something happens elsewhere, then Magic Heidi records an expense, saves an invoice in your account, or produces a one-off invoice PDF.
Three results you can get. Sales that turn into invoices: Create Invoice saves an invoice in your account for each sale made on your online store, and can mark it as paid straight away. Expenses that book themselves: Create Expense adds a cost to your books from the tool where you logged it, with a description and an amount in CHF. A quick invoice to send: Create Temporary Invoice (Not Saved to Your Account) builds an invoice and hands back a link to its PDF, which the next step can email.
Now what Zapier does not do here. Magic Heidi has no trigger, so nothing that happens in Magic Heidi can start a Zap: a paid invoice or a new client stays inside the app. There is no search step either, so a Zap cannot look up an invoice or a client that already exists. And Create Expense takes its amount in CHF: an expense in another currency has to be converted before it gets there.
If you are weighing other platforms, see our Make vs Zapier and n8n vs Zapier comparisons.
Zapier words in one minute
Seven words come back all over this page. Here they are once, in plain English.
- Zap
- The automation you build on Zapier: one trigger, then one or more actions that run each time that trigger event happens.
- Trigger
- The event that starts the Zap. With Magic Heidi, it always comes from another app, such as a new sale in your store.
- Action
- What the Zap does once it has started: here, the step that creates an invoice or books an expense for you.
- Task
- The unit Zapier bills: one action your Zap completes successfully. Your plan's count is a count of those.
- Polling vs instant
- A polling trigger is checked on a timer for new items. An instant one is reported by its app the moment it happens.
- Filter
- A step that lets the Zap carry on only when the incoming data meets your condition, and stops it otherwise.
- Search step
- A step that looks up something already in an app for the next steps. Magic Heidi offers none.
What a Magic Heidi Zap really costs
Magic Heidi is not a premium app: it runs on the free plan, within that plan's limits.
- Free plan100 tasks a month, unlimited Zaps, two steps per Zap
- This appNot premium: available on the free plan
- BilledEach successful Magic Heidi action; the trigger costs nothing
The trigger never costs a task, and that is true whichever app provides it. Each Magic Heidi action that succeeds counts as one task; a failed one is not billed. A Zap that builds a temporary invoice and then emails its PDF uses two tasks per run. The free plan only builds two-step Zaps, so that second action, or a filter, makes the Zap multi-step and needs a paid plan. Magic Heidi has no trigger of its own: the interval grid below only concerns the app that starts your Zap, when its trigger is a polling one.
Connect Magic Heidi to Zapier
- 01
Open your apps
In your Zapier account, open the Apps page and click + Add connection. A connection is your Magic Heidi account linked once, then reused by every Magic Heidi step.
- 02
Pick Magic Heidi
Search for Magic Heidi in the dialog, select it, then click Add connection. A new tab opens on the Magic Heidi side, so have the login of an existing account ready.
- 03
Sign in and allow access
Sign in to Magic Heidi in that tab and grant Zapier access. If the Zap should write into an account you do not own, you need write rights on it first.
Your first Magic Heidi Zap, step by step
GoalEvery store order that passes your condition becomes an invoice in Magic Heidi, already marked as paid.
- 01
Create the Zap
Start a new Zap and pick your online store as the app that starts it, with its new order event. Magic Heidi cannot open a Zap, since it has no trigger.
- 02
Test the trigger
Run the test. Zapier brings back the three most recent orders of your store, so you map fields on a real sale rather than a blank template.
- 03
Add a filter
From the + in the editor, add Filter and fill its three boxes: the field to look at, the rule, and the value to compare with. A text rule only works on text.
- 04
Add Create Invoice
Add Magic Heidi with Create Invoice. Fill Item, Units, Price and Client Name, all required, from the order, set Invoice Is Paid? to yes, and test the step once.
- 05
Publish
Click Publish to switch the Zap on. With the filter it has three steps, so it needs a paid plan even though Magic Heidi itself runs on the free one.
Magic Heidi actions
Magic Heidi gives you 3 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Expense
ActionIn Zapier“Add an Expense to your Magic Heidi account.”
Adds an expense to your Magic Heidi account from a description and an amount, both required.
Create Temporary Invoice (Not Saved to Your Account)
ActionIn Zapier“Creates an Invoice and returns the PDF as a link”
Builds an invoice and hands back a link to its PDF, without saving anything in your account. Item description, Unit Price, User Name and Customer Name are required.
Create Invoice
ActionIn Zapier“Create an invoice in your account. Ideal for importing sales from Shopify or other platforms.”
Saves a real invoice in your Magic Heidi account, built from an item, a number of units, a unit price and a client name, all required.
When a Magic Heidi Zap breaks
Zapier links no help article to Magic Heidi and documents no app-specific limit. What goes wrong comes from the fields themselves and from the app that starts the Zap.
The six cases below are the ones to check first. Otherwise, see our Zapier troubleshooting page.
Expenses not in CHF
Create Expense expects its amount in CHF. A cost recorded in another currency has to be converted before it reaches that field, as the field itself says.The invoice is not in your account
Create Temporary Invoice (Not Saved to Your Account) only returns a PDF link. To keep the invoice in Magic Heidi, use Create Invoice instead.VAT switched on, details missing
On the temporary invoice, VAT Enabled defaults to false. Setting it to True means the other VAT parameters must be filled as well.Past sales never arrive
A Zap only reacts to what happens after it is switched on. Orders or costs from before stay out; importing that backlog is a separate job.A bulk import gets held back
If the app that starts the Zap suddenly returns a huge batch after an import or a migration, Zapier's flood protection may hold it back.No duplicate runs
On a polling trigger, Zapier remembers what it has already seen, so the same sale never creates two invoices through the same Zap.
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