OfficeHQ Zapier integrationAutomate OfficeHQ with Zapier.
The OfficeHQ Zapier integration gives you 2 triggers, 0 actions and 0 searches. Each time a receptionist wraps up a call or a message for you, Zapier can hand it to the rest of your tools. It only flows one way: Zapier reads OfficeHQ, it never writes back.
Beta app Zapier still marks this integration as beta.
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What the OfficeHQ Zapier integration actually does
OfficeHQ is a live answering service: trained receptionists pick up your line, note what the caller wants and keep their details. The integration is the bridge that carries each finished call or message out of OfficeHQ and into the apps where your team already works, without anyone copying it by hand.
Three things people usually get out of it. First, a message that lands where you read it: Completed Message starts a Zap the moment a receptionist closes a message, so it reaches your team chat or your inbox instead of waiting in a portal. Second, a call log you never type: Completed Call fires at the end of every call to your reception number, so each one can become a row in a spreadsheet. Third, a follow-up nobody forgets: the same message can open a task or a deal in the tool your sales person checks every morning.
Now the part the app page does not spell out. Zapier has no action and no search for OfficeHQ. It cannot create a contact there, change a call or look up an old message. Everything starts inside OfficeHQ and leaves it, nothing comes back in. And a Zap only sees calls and messages completed after you switch it on; the history stays where it is.
If you are weighing other tools for the same job, the n8n vs Zapier comparison sets the criteria side by side.
Zapier vocabulary in one minute
Eight words you will meet in the editor. Each one is explained once here, then used as is on the rest of the page.
- Zap
- The automation you build: one trigger, then one or more actions that run every time that event happens.
- Trigger
- The event that starts the Zap. With OfficeHQ, it is a call or a message a receptionist has just finished.
- Action
- What the Zap does once started: the step that writes, sends or moves something for you in another app.
- Task
- The unit Zapier bills: one action the Zap completes successfully. Your plan allowance counts those, nothing else.
- Polling vs instant
- A polling trigger is checked on a timer. An instant trigger is reported by the app itself the moment the event happens.
- Filter
- A step that lets the Zap go on only when what arrived meets your condition, and stops it quietly otherwise.
- Search step
- A step that looks up something already stored in an app so later steps can use it. OfficeHQ offers none.
- Connection
- Your OfficeHQ account linked to Zapier once, then reused by every Zap and every step that needs it.
What it really costs you
OfficeHQ is not a premium app, so it works from the free plan. Its two triggers never cost a task: only the actions that follow do, and only when they succeed.
- Trigger cost0 tasks, whatever the volume
- Each successful action1 task (an action that fails is not counted)
- Free plan100 tasks a month, two-step Zaps only
- Premium appNo, available from the free plan
On the free plan you get 100 tasks a month and Zaps of two steps, one trigger and one action. Add a filter or a second action and the Zap turns multi-step (more than one trigger and one action), which needs a paid plan. The interval grid below is for polling triggers; both OfficeHQ triggers are instant, so it does not touch them.
So the bill follows your call volume, not the number of Zaps: a quiet week costs almost nothing, a busy one adds up fast.
Connect OfficeHQ to Zapier in three steps
- 01
Open your connections
In Zapier, open the Apps page of your account and click + Add connection. You need an OfficeHQ account of your own before you start, Zapier cannot create one for you.
- 02
Pick OfficeHQ
Type OfficeHQ in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the OfficeHQ side, where the rest happens.
- 03
Sign in and allow access
Log in to OfficeHQ in that tab and grant Zapier access to the account. The connection then shows up in your list, ready for every Zap that uses a call or a message.
Your first Zap: every finished message posted to the team
GoalSend each completed OfficeHQ message to a team channel, but only the ones that match a condition you choose.
- 01
Build the trigger
Create a Zap, pick OfficeHQ as the app and
Completed Messageas the event, then choose the connection you made earlier. A lightning bolt in the editor confirms the trigger is instant. - 02
Test with real data
Run the test. Zapier brings back the three most recent messages from your account, so you map the next steps on a real one instead of guessing what the fields hold.
- 03
Add the filter
Click the plus icon, choose Filter, then set the field to look at, the rule and the value. Pick a text rule for text, a number rule for numbers, otherwise it never passes.
- 04
Add the action
Add the step in your chat tool and drop the message fields from the test into the text. This Zap now has three steps, so it needs a paid plan.
- 05
Test, then publish
Run each step once and read what came back. When it looks right, click Publish: from then on, each message a receptionist closes goes straight to the channel.
OfficeHQ triggers
2 events start a Zap when something happens in OfficeHQ, and 2 of them are instant: the app calls Zapier straight away, whatever your plan.
Completed Call
Instant triggerIn Zapier“Triggers when a call to your reception number is completed.”
Starts your Zap each time a call to your reception number ends, so the call can be logged, counted or announced in another app without anyone opening OfficeHQ.
Completed Message
Instant triggerIn Zapier“Triggers when a message is completed for your account.”
Fires once a receptionist has finished taking down a message for your account, which makes it the natural start for anything that needs a follow-up from you or your team.
When it breaks
Zapier links no help article to OfficeHQ, so the cases below are the general limits of Zapier as they apply to these two triggers.
None of them throws an error you would notice. They show up as a message that never arrived or a task count that drops faster than expected. When a Zap misbehaves for a reason you cannot pin down, our Zapier troubleshooting page walks through the checks.
Old calls never show up
A Zap only sees what is completed after you publish it. Messages taken last week stay in OfficeHQ; moving them is a separate job.A surge gets held back
If a huge batch arrives at once, Zapier's flood protection can hold it back instead of starting your Zap for every single item.The filter blocks everything
A text rule on a number, or the reverse, never passes. The Zap then stops at the filter on every single call without complaining.The free plan refuses the step
The free plan stops at one trigger and one action. Adding a filter or a second action asks for a paid plan before you can publish.
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