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OnboardMe Zapier integrationAutomate OnboardMe with Zapier.

The OnboardMe Zapier integration gives you 2 triggers, 62 actions and 19 searches. Both triggers are instant, so an accepted proposal or a submitted eForm can start work in your other tools straight away, even on the free plan.

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Overview

What the OnboardMe Zapier integration actually does

The OnboardMe Zapier integration links your proposal and onboarding platform to the rest of your firm's tools. A Zap, the automation you build on Zapier, either starts in OnboardMe when a client accepts a proposal or submits an eForm, or starts in another app and then creates leads, proposals, onboardings or bills inside OnboardMe for you.

A signed proposal turns into a file. New Proposal Accepted hands its Proposal Key to Get a Proposal PDF, and the accepted version can travel to wherever your team keeps client documents.

A web enquiry turns into a lead. A form in another app starts the Zap, Create Lead files the person in your practice, and Add Note to Lead keeps the context of the first message.

An unpaid bill turns into a reminder. Find Outstanding Invoices picks unpaid and part-paid bills, most overdue first, and Send Payment Reminder sends the practice's reminder with its pay link by email or SMS.

What Zapier does not do here: only two OnboardMe events can start a Zap. There is no trigger for a new client, a new bill or a payment received, so those moments have to be looked up with a search inside a Zap that another app starts. And nothing that happened before the Zap was switched on is ever picked up.

Weighing other tools before you build? See n8n vs Zapier and Make vs Zapier.

Vocabulary

Zapier vocabulary in one minute

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

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event that starts the Zap, such as a client accepting a proposal. 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 OnboardMe or in another app for you.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and the count on your plan is a count of those.
Instant vs polling
An instant trigger is reported by the app the moment it happens. A polling trigger is checked by Zapier on a timer. Both OnboardMe triggers are instant.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it there otherwise.
Search step
A step that looks up something that already exists in OnboardMe, like a client or a bill, so the steps after it can use what it found.
Connection
Your OnboardMe account linked to Zapier once, then reused by every step of every Zap that touches OnboardMe.
Cost

What an OnboardMe Zap really costs

The trigger never costs a task, and looking for new events costs nothing either. Each action that succeeds costs one task, so a Zap with three successful actions eats three times what a one-action Zap does. An action that fails is not counted.

  • Trigger0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, 2-step Zaps
  • Paid plan required for OnboardMeNo

OnboardMe is not reserved for paid plans: it runs on the free plan, which gives 100 tasks a month, unlimited Zaps and two-step Zaps only (one trigger, one action). Add a second action, a filter or a search and the Zap becomes multi-step, which needs a paid plan. The polling grid below does not apply here, since both OnboardMe triggers are instant. A few apps and actions take more than one task when they complete.

Connect

Connect OnboardMe to Zapier in 3 steps

  1. 01

    Open Apps and add a connection

    In your Zapier account, open the Apps page and click + Add connection. Type OnboardMe in the dialog's search box and pick it. You need an OnboardMe account of your own before this step.

  2. 02

    Sign in to OnboardMe

    Click Add connection, then sign in to OnboardMe in the tab that opens. Use the account whose clients, proposals and bills the Zap should touch; anything owned by a colleague needs read or write access granted to you.

  3. 03

    Grant Zapier access

    Approve the access Zapier asks for. The connection is stored once, and every OnboardMe step in every Zap reuses it, so there is no sign-in to repeat per step.

First Zap

Your first OnboardMe Zap, step by step

GoalEach time a client accepts a proposal, pull its price lines and a PDF copy of it.

  1. 01

    Pick the trigger

    Build a new Zap: choose OnboardMe as the app that starts it, New Proposal Accepted as the event, and your OnboardMe connection.

  2. 02

    Test it on a real proposal

    Run the trigger test. Zapier brings back the three most recent items of the connected account, so the next steps are mapped on a real accepted proposal instead of a blank sample.

  3. 03

    Add the pricing search

    Add Find Proposal Pricing as the next step and map its Proposal Key from the trigger. This search makes the Zap multi-step, which needs a paid plan.

  4. 04

    Add the PDF action

    Add Get a Proposal PDF as the action and map the same Proposal Key from the trigger. Test each step once and read what came back before moving on.

  5. 05

    Publish

    Click Publish to switch the Zap on. Every proposal accepted from then on runs it; proposals accepted earlier stay where they are.

Triggers

OnboardMe triggers: what starts your Zap

2 events start a Zap when something happens in OnboardMe, and 2 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New eForm Submitted

Instant trigger

In Zapier“Triggers when an eForm submitted.”

This one starts your Zap each time a client completes and submits an eForm in OnboardMe. The eForm Key it carries is the one that Cancel eForm, Resend eForm and Send Draft eForm accept, so the same Zap can act on the form itself as well as feed another app.

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 intake questionnaire comes back and its answers should reach your practice tool or a team channel without anyone retyping them.
Watch out
forms submitted before you publish the Zap never come through.
2

New Proposal Accepted

Instant trigger

In Zapier“Triggers when a proposal is accepted.”

When a client accepts a proposal, this trigger wakes the Zap and passes the proposal along. Many proposal steps, from Find Proposal Pricing to Mark Proposal Completed, are built to map their Proposal Key straight from a proposal trigger like this one.

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 signature should set the engagement moving elsewhere: a welcome message, a project card, a line in the sales report.
Watch out
on the free plan the Zap can do one thing after it; a second step needs a paid plan.
Actions

OnboardMe actions: what your Zap can do

OnboardMe gives you 62 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create AML Check

Action

In Zapier“Creates a standalone AML screening for an existing client (no ID verification invite is sent). Uses AML requests from your subscription or wallet.”

Runs a standalone AML screening on an existing client, with no ID verification invite. It draws on the AML requests of your subscription or wallet.

When to use it
a client's ownership changes in your records and compliance wants a fresh screening.
Watch out
Enable Ongoing Monitoring uses 1 extra AML request.
2

Create Bill

Action

In Zapier“Creates a bill (invoice) for an active client.”

Raises a bill (an invoice) for an active client, with a description of up to 500 characters and an amount before tax.

When to use it
hours logged in a time tracker should become an invoice line.
Watch out
the client must be active, not a lead, and the due date uses yyyy-MM-dd and cannot fall before the bill date.
3

Get Bill PDF

Action

In Zapier“Gets the invoice PDF for a bill.”

Fetches the invoice PDF of a bill so a later step can store or attach it.

When to use it
your accountant wants every invoice copied to a shared folder.
Watch out
the Bill ID comes from Create Bill or Find Bill.
4

Send Bill to Client

Action

In Zapier“Emails a bill with its PDF to the client (sends or resends).”

Emails a bill with its PDF to the client, whether it is the first send or a resend.

When to use it
right after Create Bill, when the client should not wait for the next ledger sync.
Watch out
the Bill ID comes from a Create Bill or Find Bill step.
5

Add Contact to Client

Action

In Zapier“Adds a contact person to a client, creating the contact or linking an existing one.”

Attaches a contact person to a client, either creating that person or linking one that already exists. Set Primary Contact to Yes to make them the main one.

When to use it
a company client names a new finance manager in an email thread and the record should follow.
6

Update Client Contact

Action

In Zapier“Updates a client contact's details; fields left blank keep their current value.”

Edits a client contact's details. Fields left blank keep their current value, so you only map what changed.

When to use it
a contact updates their phone number in your CRM.
Watch out
you need both the Client Key and the Client Contact ID, the latter from Find Client Contact or Add Contact to Client.
7

Update Client External System ID

Action

In Zapier“Updates (or clears) the external system ID stored on a client, e.g. your CRM's record ID.”

Stores, changes or clears the external system ID on a client, for example your CRM's record ID.

When to use it
a Zap creates the matching record in your CRM and writes its ID back into OnboardMe so both stay linked.
Watch out
Clear External System ID set to Yes removes the value instead of setting one.
8

Create Deal

Action

In Zapier“Creates a new deal for a client or client group.”

Opens a deal for a client or a client group. Only the Deal Name is required, so it is easy to start one from any upstream app.

When to use it
a discovery call booked in your scheduling tool should show up as a deal to follow.
9

Add Note to Deal

Action

In Zapier“Adds a note to an existing deal.”

Writes a note on an existing deal, with a subject and a text, both required.

When to use it
a meeting summary from your notetaker should sit on the deal it concerns.
Watch out
the Deal field is required too, so put a Find Deal step in front when the Zap starts outside OnboardMe.
10

Update Deal

Action

In Zapier“Updates the name, status, source, value or client of an existing deal.”

Changes the name, status, source, value or client of an existing deal.

When to use it
your CRM moves an opportunity to a new stage and OnboardMe should show the same status.
Watch out
the deal must already exist; Find Deal gets it for you.
11

Update Debtor Collection Status

Action

In Zapier“Updates the collection status, promise-to-pay date or assignee of an unpaid bill.”

Sets the collection status, promise-to-pay date or assignee of an unpaid bill.

When to use it
a client promises payment during a call logged in your phone system.
Watch out
Remove Assignee set to Yes clears the assignee; do not combine it with Assign To.
12

Add Debtor Note to Bill

Action

In Zapier“Adds a follow-up (collection) note to an unpaid bill.”

Records a follow-up note on an unpaid bill, in plain text, where a blank line starts a new paragraph.

When to use it
collection calls logged in another tool should be visible on the bill itself.
Watch out
the Bill ID comes from Find Bill or Find Outstanding Invoices.
13

Send Payment Reminder

Action

In Zapier“Sends the practice's unpaid-invoice reminder (with a pay link) for a bill by email or SMS.”

Fires the practice's unpaid-invoice reminder, with its pay link, for one bill by email or SMS.

When to use it
a Find Outstanding Invoices step has picked the most overdue bill.
Watch out
reminders pause for disputed, on-hold, promise-to-pay and payment-plan bills, and one sent on the same channel in the last 24 hours blocks another unless you override it.
14

Cancel eForm

Action

In Zapier“Cancels an eForm and the unfinished forms after it in its stack.”

Withdraws an eForm along with the unfinished forms after it in its stack.

When to use it
a prospect is marked lost in your CRM and the pending forms should stop.
Watch out
the forms after it in the stack go too, not just the one you map.
15

Create EForm for Existing Client

Action

In Zapier“Create and send an eForm from a template for an existing client.”

Generates an eForm from a template for a client already in OnboardMe, and can email the access link. Template ID, Client Key and Send Email are required.

When to use it
a yearly questionnaire goes to existing clients when their file reaches a given stage elsewhere.
16

Create Draft eForm

Action

In Zapier“Creates an eForm (or stack of eForms) for a client as a draft, without sending it.”

Prepares an eForm, or a stack of eForms, for a client as a draft without sending anything. Pre-fill Merge Fields fills questions linked to practice, staff and client details.

When to use it
a staff member should review the form before it leaves.
Watch out
Also Send by SMS needs a mobile number and SMS is billed.
17

Create EForm for a New Client

Action

In Zapier“Create and send an eForm from a template for a New Client.”

Sends an eForm from a template to someone who is not a client yet: you give the template, a client name and a client email, and decide whether OnboardMe emails the link.

When to use it
a prospect fills a contact form and should receive the intake form right after.
18

Resend eForm

Action

In Zapier“Emails the invitation again for a sent or opened eForm (not billed again).”

Emails the invitation again for an eForm that was sent or opened, and it is not billed a second time.

When to use it
the client says the first email never arrived and your support desk logs it.
Watch out
map the eForm Key from Find eForm, an eForm create step or New eForm Submitted.
19

Send Draft eForm

Action

In Zapier“Sends a draft eForm (or the whole stack it belongs to) to the client.”

Releases a draft eForm, or the whole stack it belongs to, to the client. Skip Email set to Yes marks it sent without emailing, so you share the link yourself.

When to use it
a draft built earlier gets the green light in your task manager.
20

Create a New Client

Action

In Zapier“Creates a new Client.”

Puts a brand new client record in your practice. You choose the client type (Individual, Company, Trust or Partnership), the status Lead or Active, a first name or company name, and an email.

When to use it
a deal marked won in your CRM should exist in OnboardMe without retyping.
Watch out
the email field stops at 150 characters.
21

Send a Client an Identity Verification

Action

In Zapier“Create and send a client an Identity Verification and optionally run an AML check.”

Creates an identity verification for an existing client and sends it, with an optional AML check.

When to use it
a client moves to a service that requires a fresh ID check.
Watch out
with Skip Sending Verification Email on, OnboardMe sends nothing and returns the client link for you to pass on.
22

Send a New Client an Identity Verification

Action

In Zapier“Create and send a New Client an Identity Verification and optionally run an AML check.”

The same verification for someone not yet in OnboardMe: you supply a name, an email and a mobile number, all three required.

When to use it
a prospect books a first meeting and should be verified before it.
Watch out
without a mobile number the step cannot run.
23

Convert Lead to Client

Action

In Zapier“Converts a lead into an active client, keeping the same key.”

Turns an existing lead into an active client, and the lead key keeps identifying the same record afterwards, so nothing downstream breaks.

When to use it
the lead pays a first invoice or signs elsewhere, and OnboardMe should reflect it.
Watch out
map the Lead Key from a trigger, a Create Lead step or a Find Lead step.
24

Create Lead

Action

In Zapier“Creates a lead with contact details, addresses, status, source, value and an optional first note.”

The detailed way to open a lead: contact details, addresses, status, source, value and an optional first note in one go. Entity Type and a name are required.

When to use it
your website form collects enough detail to fill a proper lead card.
Watch out
for individuals, the name field takes the first name only; the surname has its own box.
25

Create a New Lead

Action

In Zapier“Creates a new lead in the practice”

A lighter lead creator: it asks only for the person or company name and the entity type, then files the lead in the practice.

When to use it
a quick chatbot or calendar booking gives you little more than a name, and you still want the prospect logged.
26

Add Note to Lead

Action

In Zapier“Adds a note to an existing lead.”

Pins a note to an existing lead, identified by its Lead Key from a trigger, Create Lead or Find Lead.

When to use it
every new message from a prospect in your inbox should leave a trace on their lead.
27

Create Office

Action

In Zapier“Creates a new office in your practice.”

Adds an office to your practice. The Office Name must be unique within the practice.

When to use it
you open sites often and keep the list of locations in a spreadsheet that should drive OnboardMe.
Watch out
a duplicate name is refused, so check first with Find Office.
28

Update Office

Action

In Zapier“Updates an office’s name, code, address or contact details.”

Revises an office's name, code, address or contact details. Reactivate Office set to Yes brings an inactive office back. The Office field is the only required one.

When to use it
a branch moves and the new address is first recorded in your facilities sheet.
29

Approve Onboarding

Action

In Zapier“Approves an onboarding that is Ready for Approval and sends it to the first recipient.”

Signs off an onboarding that is Ready for Approval and sends it to the first recipient.

When to use it
approval happens in a chat tool and OnboardMe should follow.
Watch out
the Staff Member you map must be the approver of that onboarding.
30

Cancel Onboarding

Action

In Zapier“Cancels an onboarding, stops the recipient link and refunds unused charges.”

Stops an onboarding, kills the recipient link and refunds unused charges.

When to use it
a deal falls through after the onboarding was already sent.
Watch out
the link stops working for the recipient at once, so warn them separately.
31

Complete Onboarding

Action

In Zapier“Completes a sent or submitted onboarding, saving every client to the practice and pushing them to connected systems.”

Closes a sent or submitted onboarding: every client is saved to the practice and pushed to connected systems.

When to use it
your checklist app marks the file reviewed and the onboarding can be wrapped up.
Watch out
this ends the onboarding, so keep a filter in front of it.
32

Create Onboarding

Action

In Zapier“Creates a client onboarding for one recipient and one or more clients, and optionally sends it.”

Builds a client onboarding for one recipient and one or more clients, and can send it at once. Send Now set to Yes sends the invitation; No keeps a draft.

When to use it
a newly signed client should receive the onboarding pack without a staff member opening OnboardMe.
Watch out
sending now brings subscription, wallet, ID check, AML and SMS costs.
33

Update Onboarding Details

Action

In Zapier“Updates the invitation email subject, email content or client group of an onboarding.”

Rewrites the invitation email subject, the email content or the client group of an onboarding.

When to use it
a campaign tool holds seasonal wording that should replace the default invitation text.
Watch out
a Staff Member is required as the person making the change.
34

Get Onboarding Documents (ZIP)

Action

In Zapier“Creates a ZIP file of every document uploaded for one client on an onboarding.”

Bundles every document uploaded for one client of an onboarding into a ZIP file.

When to use it
the compliance archive wants one file per client.
Watch out
the bundle holds up to 200 files or 200 MB, and the Onboarding Client ID comes from Find Onboarding or Find Onboarding Document.
35

Add Note to Onboarding

Action

In Zapier“Adds a note to an onboarding, optionally emailing the current recipient about it.”

Leaves a note of up to 4000 characters on an onboarding. Notify Recipient set to Yes also emails the current recipient about it.

When to use it
a document request raised in your support desk should reach the person filling the onboarding.
36

Pause Onboarding Reminders

Action

In Zapier“Pauses or resumes automatic reminders on an onboarding.”

Holds or restarts the automatic reminders on an onboarding: Pause Reminders set to Yes pauses them, No resumes them.

When to use it
the client tells your team they are on leave and reminders would only annoy them.
Watch out
a Staff Member is required for this action.
37

Update Client From Onboarding

Action

In Zapier“Copies the details collected for one onboarding client into the linked practice client and syncs connected systems.”

Copies what one onboarding client filled in into the linked practice client, and syncs connected systems.

When to use it
the details gathered during onboarding should overwrite the stale client record.
Watch out
the onboarding client must already be linked to a practice client.
38

Send Onboarding to Recipient

Action

In Zapier“Sends (or resends) an onboarding to one specific recipient.”

Targets one specific recipient of an onboarding, to send or resend it to that person only. The Recipient Key comes from Find Onboarding or Create Onboarding.

When to use it
one director of a company client is lagging while the others are done.
39

Reset Onboarding Reminders

Action

In Zapier“Restarts the reminder schedule on a sent onboarding (uses one onboarding request).”

Restarts the reminder schedule on an onboarding that has been sent.

When to use it
a client resurfaces after going quiet and the reminders should start over, without a new onboarding being created.
Watch out
it uses one onboarding request.
40

Send Onboarding

Action

In Zapier“Sends a draft onboarding to its first recipient, or sends it again to the current recipient if already sent.”

Sends a draft onboarding to its first recipient, or sends it again to the current recipient if it already went out.

When to use it
drafts created by Create Onboarding wait for a go signal from another app.
Watch out
a Staff Member is required, as the person taking the action.
41

Send Onboarding for Approval

Action

In Zapier“Sends a draft onboarding to a staff member for approval.”

Routes a draft onboarding to a staff member for approval instead of to the client.

When to use it
your firm wants a partner to check every onboarding generated automatically.
Watch out
if a later Approve Onboarding step signs it off, its Staff Member must be the onboarding's approver, not just any colleague.
44

Approve Proposal

Action

In Zapier“Approves a proposal that is awaiting approval and sends it to the client.”

Gives the approval a proposal is waiting for, then sends it on to the client.

When to use it
partners approve from a shared board in another app, and the client should not wait for someone to log in.
Watch out
the mapped Staff Member must be the proposal's approver.
45

Cancel Proposal

Action

In Zapier“Cancels a proposal so the client's link stops working. Completed and renewed proposals cannot be cancelled.”

Voids a proposal so the client's link no longer works.

When to use it
a quote expires according to your own follow-up rules, and the link already sent to the client should stop working with it.
Watch out
completed and renewed proposals cannot be cancelled.
46

Create Proposal

Action

In Zapier“Creates a proposal for an existing client from a list of services, without a template.”

Assembles a proposal for an existing client from a list of services, with no template. Name, client, staff member and at least one service are required.

When to use it
your quoting sheet already knows which services a client wants.
Watch out
leave the client name out of Proposal Name, OnboardMe adds it; if sending fails, the proposal stays a draft.
47

Create Proposal From Template

Action

In Zapier“Creates a proposal for an existing client from one of your proposal templates.”

Starts a proposal from one of your saved templates for an existing client. OnboardMe names it after the template and the client.

When to use it
most of your engagements follow a few standard packages.
Watch out
the client needs an email address, and a failed send leaves the proposal as a draft.
48

Update Proposal Details

Action

In Zapier“Updates the settings of a draft or sent proposal (name, dates, terms, email, approval and so on); blank fields are left unchanged.”

Adjusts the settings of a draft or sent proposal (name, dates, terms, email, approval and more). Blank fields stay as they are.

When to use it
a start date agreed by email must be reflected before the client signs.
Watch out
accepted, completed and renewed proposals cannot be edited.
49

Duplicate Proposal

Action

In Zapier“Creates a new draft proposal copying the services, prices, billing, jobs and clients of an existing proposal.”

Copies the services, prices, billing, jobs and clients of an existing proposal into a new draft. Send Immediately set to Yes sends the copy once saved.

When to use it
a sister company of a client wants the same engagement.
50

Mark Proposal Accepted

Action

In Zapier“Records acceptance on the client's behalf (for example a signed paper copy) and runs the acceptance steps (billing, jobs, onboarding).”

Records acceptance on the client's behalf, for example after a signed paper copy, and runs the acceptance steps: billing, jobs and onboarding.

When to use it
signatures collected through another e-signature tool should count in OnboardMe.
Watch out
billing, jobs and onboarding all start from it, so map the right proposal.
51

Mark Proposal Completed

Action

In Zapier“Marks the work on a proposal complete and creates any bills set to be issued on completion.”

Flags the work on a proposal as done and creates any bills set to be issued on completion.

When to use it
the last task of the engagement closes in your project tool.
Watch out
completion can raise bills, so test it on a real proposal first.
52

Get a Proposal PDF

Action

In Zapier“Gets a PDF of a proposal”

Retrieves a PDF of a proposal from its Proposal Key, ready for the next step to file or share.

When to use it
after New Proposal Accepted, to archive exactly what the client signed.
Watch out
the PDF alone goes nowhere; the step that files it in another app makes the Zap multi-step.
53

Reactivate Proposal

Action

In Zapier“Turns a declined proposal back into a draft so it can be edited and sent again.”

Brings a declined proposal back to draft so it can be edited and sent again.

When to use it
a client who said no comes back through your contact form.
Watch out
it only applies to declined proposals; edit the draft with Update Proposal Details before sending it again.
54

Renew Proposal

Action

In Zapier“Creates a renewal of an existing proposal (same services, billing and jobs) and marks the original as Renewed.”

Creates a renewal with the same services, billing and jobs, and marks the original proposal as Renewed.

When to use it
a date in your planning tool says an annual engagement is up for renewal.
Watch out
the original, now marked Renewed, can no longer be cancelled or edited.
55

Reset Proposal Reminders

Action

In Zapier“Restarts the automatic reminder schedule so the client receives the reminders again.”

Puts a proposal's automatic reminder schedule back to the start, so the client receives the reminders again.

When to use it
a proposal was updated and the client deserves a fresh round of nudges.
Watch out
a Staff Member is required, as the person taking the action.
56

Send Proposal

Action

In Zapier“Sends a new proposal to the client (or to its approver when approval is required), or resends a proposal already sent.”

Delivers a new proposal to the client, or to its approver when approval is required, and can also resend one already sent.

When to use it
proposals prepared as drafts go out once a manager ticks a box in your project tool.
57

Update Proposal Services

Action

In Zapier“Changes, removes or adds service lines on a proposal; lines you do not mention are left unchanged.”

Changes, removes or adds service lines on a proposal; lines you do not mention stay untouched. Remove Line set to Yes drops the line and its sub-services.

When to use it
a client asks to add bookkeeping to a tax proposal still awaiting signature.
Watch out
it does not work on accepted, completed or renewed proposals.
58

Get Statement PDF

Action

In Zapier“Gets the PDF of a client statement (the emailed copy for sent statements).”

Pulls the PDF of a client statement; for a sent statement, it is the emailed copy.

When to use it
statements you send should land in the client's folder in your document tool.
Watch out
the Statement ID comes from Find Statement.
59

Add User

Action

In Zapier“Adds a staff user to your practice and sends them an invite email.”

Invites a staff member to your practice by email, from a first name, last name and email address.

When to use it
your HR tool records a new hire and their OnboardMe seat should follow.
Watch out
if that email already has an OnboardMe account, it joins your practice with its own name, mobile and 2FA settings.
60

Deactivate User

Action

In Zapier“Deactivates a staff user in your practice (they can be reactivated with Update User).”

Switches off a staff user in your practice; Update User can reactivate them later.

When to use it
a departure recorded in your HR tool should close the OnboardMe seat the same day.
Watch out
owners, users above your role and your own account cannot be deactivated.
61

Assign Users to Office

Action

In Zapier“Adds one or more staff users to an office, or removes them from their office.”

Places one or more staff users in an office, or takes them out of their current one when Remove From Office is Yes.

When to use it
a team moves to a new branch together.
Watch out
one step handles up to 100 users.
62

Update User

Action

In Zapier“Updates a staff user’s name, mobile, role, office, meeting link or active status.”

Modifies a staff user's name, mobile, role, office, meeting link or active status. Deactivated set to No reactivates someone; blank keeps things as they are.

When to use it
a promotion recorded in your HR tool should change the role in OnboardMe too.
Searches

OnboardMe searches: find before you act

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

A search step looks up something already in OnboardMe and hands it to the next steps. In the editor, the searches sit at the bottom of the Action event list under SEARCH, and some fields offer + Add search step to insert one just before. Whether a search wants the exact value or something close is decided by OnboardMe, not by Zapier.

1

Find Bill

Search

In Zapier“Finds a bill (invoice) by ID, or by search text and status within a bill-date range.”

Locates one bill, either by its ID or by search text and status inside a bill-date range, and passes it on.

When to use it
a payment shows up in your bank app and the Zap must find the matching invoice before adding a note or resending it.
2

List Clients

Search

In Zapier“Gets a list of clients.”

Returns a list of your practice's clients. Several client actions name it as the place to map a Client Key from.

When to use it
the Zap starts outside OnboardMe and needs a client key before a proposal or an AML check.
Watch out
with several matches, the multiple-results setting decides what goes on.
3

Find Client by Key

Search

In Zapier“Finds a client by its client key and returns full details, including addresses, custom fields and ID verification.”

Reads one client in full from its client key: addresses, custom fields and ID verification come back too.

When to use it
you already hold the key and need the postal address for a letter generated in another app.
Watch out
the Client Key is required for this search.
4

Find Client Integration Links

Search

In Zapier“Finds the IDs a client is linked to in connected systems such as XPM, FYI, Karbon, GreatSoft, QuickBooks, FreeAgent and BGL.”

Reveals the IDs a client is linked to in connected systems such as XPM, FYI, Karbon, GreatSoft, QuickBooks, FreeAgent and BGL.

When to use it
the next step must update the same client in your accounting software and needs its ID there.
5

Find Client Contact

Search

In Zapier“Finds a contact person on a client, optionally matching by email or name (primary contacts first).”

Finds a contact person on a client, optionally matched by email or name, with primary contacts first.

When to use it
before Update Client Contact, to get the Client Contact ID.
Watch out
deleted contacts stay out unless Include Deleted Contacts is on; Primary Contact Only narrows to the main one.
6

Find Deal

Search

In Zapier“Finds a deal by ID, name, client, group, status or source.”

Tracks down a deal by ID, name, client, group, status or source.

When to use it
your CRM changes a stage and Update Deal needs the matching OnboardMe deal.
Watch out
lost deals are left out unless Include Lost Deals is Yes.
7

Find eForm

Search

In Zapier“Finds an eForm by key, or the newest eForm matching a client, search text or status.”

Fetches an eForm by key, or the newest one matching a client, search text or status.

When to use it
a client asks for the form again and Resend eForm needs its key.
Watch out
cancelled eForms are skipped unless you switch on Include Cancelled.
8

Find Client Group

Search

In Zapier“Finds a client group by name or group code.”

Spots a client group by name or group code. Include Members also returns the clients in it, with key, name and email.

When to use it
a family or holding group should receive the same deal.
Watch out
inactive groups need Include Inactive Groups.
9

Find Lead

Search

In Zapier“Finds a lead by lead key, or by name, email, status or source.”

Searches leads by lead key, or by name, email, status or source.

When to use it
a returning prospect writes in, and the Zap should add a note to their lead instead of opening a duplicate.
Watch out
leads with status Lost are excluded unless Include Lost Leads is Yes.
10

Find Office

Search

In Zapier“Finds an office in your practice by ID, name or code.”

Identifies an office of your practice by ID, name or code.

When to use it
before Create Office, to avoid a duplicate name, or before Assign Users to Office.
Watch out
inactive offices appear only with Include Inactive Offices switched on.
11

Find Onboarding Document

Search

In Zapier“Finds a requested or uploaded document on an onboarding, with its upload status.”

Checks a requested or uploaded document on an onboarding and tells you its upload status. Uploaded Only keeps documents that actually have a file.

When to use it
your team wants a message only once the proof of address is in.
12

Find Onboarding

Search

In Zapier“Finds an onboarding by key, or the first match for search text, status or assigned user.”

Pulls up an onboarding by key, or the first match for search text, status or assigned user.

When to use it
most onboarding actions need an Onboarding Key, and this is the usual place to get it.
Watch out
Exclude Completed hides finished onboardings.
13

Find Outstanding Invoices

Search

In Zapier“Finds unpaid and part-paid bills, most overdue first (needs a finance-role API key).”

Lists unpaid and part-paid bills, most overdue first. Overdue Only keeps those past their due date.

When to use it
as the step before Send Payment Reminder or Add Debtor Note to Bill.
Watch out
it only answers for a connection made with a finance role.
14

Find Payment

Search

In Zapier“Finds a payment received against a bill, by ID or by client, search text and date range.”

Looks for a payment received against a bill, by ID or by client, search text and date range.

When to use it
a client claims they paid and your support tool should show the receipt.
Watch out
narrow the date range, or the multiple-results setting decides which payment goes on.
15

Find Proposal

Search

In Zapier“Finds a proposal by key, or by client, status, text or last-updated date.”

Retrieves a proposal by key, or by client, status, text or last-updated date.

When to use it
a Zap started by another app has to send, approve or update a proposal and needs its key first.
Watch out
Exclude Completed leaves finished proposals out.
16

Find Proposal Pricing

Search

In Zapier“Finds a proposal's service lines and prices, invoices, recurring billing and XPM/FYI jobs.”

Exposes a proposal's service lines and prices, its invoices, recurring billing and XPM or FYI jobs.

When to use it
right after New Proposal Accepted, to push the agreed fees into a reporting sheet.
Watch out
the Proposal Key comes from Find Proposal or a proposal trigger.
17

Find Recurring Billing Schedule

Search

In Zapier“Finds a recurring billing schedule by ID or search text.”

Reaches a recurring billing schedule by its ID or by search text.

When to use it
a contract change in another tool should be checked against the schedule that bills the client.
Watch out
only the ID or search text can find it, so keep one of them in the upstream app.
18

Find Statement

Search

In Zapier“Finds a sent client statement by ID, or the client's most recent sent statement.”

Gets a sent client statement by ID, or the client's most recent sent statement.

When to use it
as the step before Get Statement PDF, which needs the Statement ID, or to check what the client last received.
Watch out
only statements already sent come back.
19

Find User

Search

In Zapier“Finds a staff user in your practice by user key, email or name.”

Matches a staff user in your practice by user key, email or name.

When to use it
before Update User or Deactivate User, when your HR tool only knows the person's email.
Watch out
when two colleagues share a name, the multiple-results setting picks which one goes on.

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 relied on it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. No OnboardMe search offers that variant, so a missing item has to be created by a separate action.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one (the default), stop the Zap, or hand all of them on at once.
When it breaks

When an OnboardMe Zap breaks

Most broken Zaps fail for reasons that have nothing to do with OnboardMe itself.

Zapier attaches no help article to OnboardMe and no rate limit is documented for it, so the cases below are the general ones that hit any OnboardMe Zap. For a Zap that already misbehaves, see Zapier troubleshooting.

  • Old records never come through

    A Zap only reacts to what happens after you switch it on. Proposals accepted or eForms submitted before that are never picked up; moving that backlog is a separate job.

  • The Zap that sets itself off

    A Zap that writes into the very place its own trigger watches starts itself again and again, and burns through your task count fast.

  • A big batch held back

    After a bulk import or a migration, a trigger can suddenly return a huge batch, and Zapier's flood protection can hold it back.

  • A filter that never passes

    Filter rules are typed: a text rule only works on text, a number rule only on numbers. Pick the wrong one and nothing ever gets through.
Need help

Need help automating OnboardMe with Zapier?

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FAQ

OnboardMe and Zapier: frequent questions

01Is the OnboardMe Zapier integration free?
Yes, OnboardMe works on the free Zapier plan, because Zapier does not reserve it for paid plans. The free plan gives 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. So New Proposal Accepted followed by Get a Proposal PDF fits. Add a search such as Find Proposal Pricing, a filter or a second action, and the Zap becomes multi-step, which requires a paid plan. No price is quoted here because Zapier's grids change too often.
02How many tasks does an OnboardMe Zap use?
One task per action that completes successfully, and nothing for the trigger. When a client accepts a proposal and your Zap then fetches the PDF and sends a note, that is two tasks if both actions work. An action that fails is not counted against your plan, and Zapier looking for new events costs nothing either. Keep in mind that a few apps and actions take more than one task when they complete, so count the actions of a Zap before you publish it and multiply by the number of proposals or eForms you expect.
03Is the OnboardMe Zapier integration real time?
Yes for both triggers. New eForm Submitted and New Proposal Accepted are instant triggers: OnboardMe tells Zapier the moment the event happens, and the Zap starts at once whatever your plan. The polling intervals of the plan grid, 15 minutes on Free, do not apply to them. A Zap built on an instant trigger shows a lightning bolt in the editor. A Zap started by another app follows that app's own trigger type.
04What does connecting OnboardMe to Zapier require?
An OnboardMe account, and read or write access on anything you do not own yourself but want the Zap to touch. Then open the Apps page of your Zapier account, click + Add connection, search for OnboardMe, click Add connection, sign in to OnboardMe in the tab that opens and grant Zapier access. The connection is stored once and reused by every OnboardMe step. If you plan to use the payment portal actions, your practice must also run Pinch, Stripe or Apxium payments.
05Why does Approve Proposal or Approve Onboarding not go through?
Usually because of the Staff Member field. Both actions require it, and the staff member you map must be the approver of that proposal or onboarding, not just any colleague. Approve Onboarding also only works on an onboarding that is Ready for Approval, and Approve Proposal on a proposal awaiting approval. Map the key from Find Proposal, Find Onboarding or the matching create step, then map the approver, and test the step on a real record before you publish.
06What if the OnboardMe operation you need is not in the list?
Check the search section first: Zapier lists searches at the bottom of the Action event list under SEARCH, and many needs are covered by pairing a search with an action, for example Find Lead then Add Note to Lead. If nothing fits among the 62 actions and 19 searches, Zapier cannot do it for OnboardMe today, and the step stays manual or moves to another tool. Only two events can start a Zap from OnboardMe: a submitted eForm and an accepted proposal.
07Zapier, Make or n8n for OnboardMe?
Decide on your own criteria rather than on a ranking. On Zapier, OnboardMe offers 2 instant triggers, 62 actions and 19 searches, and works on the free plan as long as each Zap stays at one trigger and one action. If your flows chain searches, filters and several actions, you will be on a paid plan, so compare what each tool charges for multi-step flows. Also check that the tool you consider can start on an accepted proposal or a submitted eForm, since those are the events that matter here.
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