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Holded Store: integrations
Holded's integration with Zapier
Holded's integration with Zapier

Connect Holded with other applications through the API

Héctor Emperador avatar
Written by Héctor Emperador
Updated over a week ago

Integration with Zapier allows you to connect Holded to a wide variety of applications via the API, without having to implement code, allowing you to more effectively manage your time and access information what you need from one place.

Applications you can work with

You can use workflow templates or Zaps that we have created for you to transfer data from your third-party application to Holded, and vice versa. We have gathered a large number of apps frequently used by our clients, applying the necessary logic in each of them so that you can easily transfer information from one platform to another.

Although you will have to authenticate yourself in the applications that you are going to connect, you can review and modify the predefined workflows whenever you want.

Apart from templates, you can also create your own Zaps to connect to any other app available on Zapier.

Data you can transfer

Currently you can transfer information about: Contacts, Opportunities, Employees and Documents (sales invoice, purchase invoice, budget, sales order, and sales ticket).

The Triggers and Actions in the Zaps

Zaps need events called Triggers and Actions to work.

  • Trigger : This is an event that initiates a Zap. Once you've set up a Zap, Zapier will monitor that trigger event. For example, let's say you want to create a new contact in Holded every time a new contact is created in Hubspot. In this case, the trigger is the creation of a new contact in Hubspot, so we can say that the trigger is the condition that starts the whole process.

  • Actions : This is what happens after the trigger occurs. In the example above, the action is the new contact created in Holded. In a way, we can understand actions as consequences.

Zaps always require a Trigger that can be combined with one or more Actions. This last case is known as multi-step workflows (workflows of several steps).

Zapier users need a paid account to build multi-step workflow

continually introduce new Triggers and Actions to give you more ways to move information between Holded and other applications

Integrate Zapier with Holded

Follow these steps to connect any Zapier-supported app to Holded:

1. Create a Zapier account

In order to use Zapier, you need to create an account to start connecting apps:

  1. Visit Zapier to register

  2. After creating your Zapier account, go to Holded Store > Integrations

  3. Select Zapier, and click "Activate"

2. Set up your Zaps using Holded templates

  1. Go to Holded Store > Integrations

  2. Click on "Zapier", and press "Activate:

  3. Click on the "Zapier - Settings" icon that will have appeared on the left side, under Integrations:

  4. Click on "Settings" and, from the list, select the app you want to connect using the "Use this Zap" button:

  5. Sign in with your Google, Facebook, or Microsoft account, or enter your details and click "Get started free" to start the trial period

  6. Press the "Connect" button to connect your account in the third-party application

  7. Click "Next" in the next steps

  8. Test your Zap by clicking "Send Test"

  9. Click "Next"

  10. Activate your Zap by pressing the "Turn on Zap" button

💡 Whether you use the templates provided by Holded or create your own Zaps from scratch, you will need to authenticate yourself in all applications in the workflow, usually by entering the API key or API key

3. Build Zaps from scratch

You can build your own Zaps to connect any Zapier-supported third-party app to your Holded account. This allows you to integrate alternative applications that are not included in our templates, as well as the possibility to take full advantage of the triggers and actions of your choice.

  1. Access your account

  2. Click the "Create Zap" button

  3. Configure the triggers:

    When you create a Trigger in Zapier selecting Holded as the app means that when a certain action takes place in your Holded account another will take place in the third-party app you chose in the step Action :

    1. Name your Zap

    2. Under "1. Trigger > App Event", find and select Holded

    3. In "Trigger Event", choose the action that will trigger the Zap (check the triggers available for Holded explained below)

    4. Click "Continue"

    5. Log into Holded and connect your account

    💡 Use the link provided in the new window to generate your API key. Copy the API Key in the field provided and click Yes, Continue to connect your Holded account

    6. Back in Zapier, hit "Continue"

    7. Under Set up trigger , click "Continue"

    8. In the next step, select "Test trigger" to validate that the connection between Holded and Zapier is working correctly

    9. Click "Continue"

  4. Configure the actions:

    If you want something to happen in Holded after a certain action has taken place in the third-party app of your choice, you have to select Holded as the Action app in Zapier, and the third-party app like Trigger's:

    1. Under 2. Action > App Event , find and select Holded

    2. Choose the action to be executed on the Holded from the dropdown under "Action Event" (you can see a detailed explanation of each of these actions below)

    3. Click "Continue"

    4. Choose your Holded account if you have previously linked it

    If you don't have a linked account yet, from the link provided in the new window, generate your API Key. Copy the API Key in the enabled field and click Yes, Continue to connect your Holded account.

    5. In Zapier, click "Continue"

    6. Set the required fields in the Set Up action section. Use the information provided in the dropdowns in each field and click "Continue"

    7. In the Test action section, click the "Test & Continue" button

    8. In the next step, press "Turn on Zap" to activate it

4. Disable Zaps

To change the status of your Zaps:

  1. Access your Zapier account

  2. Go to the Zaps section from your control panel

  3. Use the selector to enable or disable a specific Zap

Remember that you can only connect Holded with applications that support Zapier

📚 If you still need some extra help getting your bearings in Zapier you can check out this quick start guide

Triggers available for Holded

  • New Contact : The workflow will start when a contact is created in Holded.

    • Custom fields are not passed to the third-party application

  • New Deal : The workflow will be triggered when a new opportunity is generated in Holded.

    • Note that this will return internal IDs for some of the keys (Funnel ID, Stage ID, User ID)

  • New Sales Invoice : The workflow will start when a new sales invoice is created in Holded.

    • Custom fields are not passed to the third-party application

  • New Sales Receipt – The workflow will occur when a sales ticket is prepared in Holded.

    • Custom fields are not passed to the third-party application

  • New Sales Order : The workflow will occur when a new sales order is generated in Holded.

    • Custom fields are not passed to the third-party application

Note that these don't happen instantly. The action may take up to 15 minutes to occur in the third-party application

Actions available for Holded

  • Create a Contact – When a contact is created in the third-party application, the contact is also created in Holded.

    • This action does not check if the contact already exists in Holded before it was created

    • Most third-party applications do not pass the contact code, which is the main field Holded uses to identify contacts on the platform

  • Create an Employee – This action creates an employee in Holded. You can choose whether employees created through this Zap should receive an invite link to access Holded or not.

    • Only the First Name, Last Name, Email fields are transferred

  • Create a Deal – This action will create a deal on Holded. You must select the funnel you want to send it to when you set up the Zap.

    • Opportunities will always be assigned to the first stage of the funnel

    • The contact has to be mapped by the contact ID. To get this ID, you'll need to combine this action with another like Find Contact (explained below)

      The Expiration Date field must be entered as a unix timestamp. Visit this web to convert dates to this specific format

  • Create a Document – This action will create a document in Holded. These are the supported documents: sales invoice, purchase invoice, estimate, sales order, sales receipt

    If you want to allocate a warehouse for related stock movements, you need to do so when configuring the Zap. The same goes for sales channels

    💡 In order for the lines of the document to be formatted correctly, it is necessary to enter them as headings. There are many apps that return the values in the correct format, but if you need it, there is a Zapier tool called Formatter to pass the values in the correct format. Check out this guide on games to find out more on this topic

    • The contact has to match the contact code. Most applications don't pass it, causing Holded to create one contact at a time. Therefore, it might be useful to combine this action with the Find Contact action (explained below)

      The Due Date field works with a unix timestamp, while the Date (invoice date) field accepts formatted dates. Visit this page to convert dates to this specific format

  • Create Event - This action creates a CRM event (activity) in Holded:

    • The duration of the event cannot be specified. The default value is 1 hour

    • The activity type has to be entered manually and must match one of the types available in your account

      The date field must be entered as a unix timestamp. Visit this web to convert dates to this specific format

  • Find Contact – Finding a contact is a different type of action from the above in that it performs a search. This means that it takes a search parameter and returns a matching contact.

    This action is very useful because it can be combined with other actions like Create Invoice and can help you avoid duplicating contacts.

    These are the three fields that can be added to your search: contact name, contact email, contact code (this is the most accurate):

    • The search may not be completely accurate: If you have multiple contacts with the same name or email address, the search action will only return the first one

  • Find or Create Contact : This action combines the Find Contact action with the Create Contact action. In the event that Find Contact does not find any matching results, the action will create a new contact using the available parameters.

    • The create action will only return the ID of the contact. For example, if the user wants to combine the Create Invoice and Search or Create Contact actions, and Search Contact does not return any results, a new contact will be created but the response will not contain the Contact Code so the invoice will not be correctly related to the contact.

    💡 In a scenario like the one described above, we would follow this logic when creating the Zap: Find or Create Contact → Find Contact → Create Invoice

📖 Keep reading

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