You can build your own Zaps to connect any third-party application supported by Zapier with your Holded account. This allows you to integrate alternative apps which are not included among our templates, along with the possibility of leveraging triggers and actions of your choice.
Check this article to find out what Zapier’s Triggers and Actions are
- Log in to your Zapier account
- Click the Create Zap button
Build your own Zaps
1. Set up Triggers for Holded
When you create a Trigger in Zapier selecting Holded as the application, it means that when a given action takes place in your Holded account another one will take place in the third-party app of your choice in the Action step.
- Name your Zap
- Under 1. Trigger > App Event, find and select Holded
- Under Trigger Event, choose the action that will trigger the Zap (check the triggers available for Holded explained below)
- Click Continue
- Sign in to Holded and connect your account
Use the link provided in the new window to generate your API Key. Copy the API Key in the provided field and hit Yes, Continue to connect your Holded account.
- Back on Zapier, click Continue
- In Set up trigger, hit Continue
- In the next step, click Test trigger to validate that the connection between Holded and Zapier is working properly
- Click Continue
Triggers available for Holded
Bear in mind that these do not fire instantly. It may take ~15 minutes for the action to take place in the third-party app.
The workflow will start when a Contact is created in Holded.
- Custom fields are not transferred to the third-party app
The workflow will start when a new Deal is created in Holded.
- Keep in mind that this will return internal ID’s for some of the keys (Funnel ID, Stage ID, User ID)
2. Set up Actions for Holded
If what you want is something to happen in Holded after a given action has taken place in the third-party app of your choice, you need to select Holded as the Action app in Zapier, and the third-party app as the Trigger one.
- In 2. Action > App Event, search and select Holded
- Choose the action to be executed in Holded from the drop-down menu under Action Event (read the explanation below to check actions available)
- Click Continue
- Choose your Holded account if you have already linked it
If you have not linked your account yet, use the link provided in the new window to generate your API Key. Copy the API Key in the provided field and hit Yes, Continue to connect your Holded account.
- On Zapier, click Continue
- Configure the required fields in the Set Up action section. Use the information provided in the dropdowns in each field and hit Continue
- In the section Test action, click on Test & Continue button
- In the next step, hit Turn on Zap to activate it
Actions available for Holded
Create a Contact
A contact from the 3rd party app is created in Holded.
- This action does not check if the contact already exists in Holded before being created
- Most 3rd party apps do not transfer the contact code, which is the main field that Holded uses to identify contacts in the platform
Create an Employee
This action creates an employee in Holded. You can choose if the employees created through this Zap should receive an invite link to access Holded or not.
- Only the fields First Name, Last Name, Email are transferred
Create a Deal
This action will create a Deal in Holded. You need to select the Funnel you want to send it to when configuring the Zap.
- Deals will always be assigned to the first stage in the funnel
- The contact has to be assigned by contact ID. To get this ID, you’ll need to combine this action with another one such as Find Contact (explained below)
The Due date field needs to be entered as a unix timestamp. Visit this website to convert regular dates to this specific format.
Create a Document
This action will create a Document in Holded. These are the documents supported:
- Sales Invoice
- Purchase Invoice
- Sales Order
- Sales Receipt
If you want to assign a warehouse for related stock movements, it needs to be done when setting up the Zap. The same thing applies to sales channels.
In order for the document lines to be formatted correctly, they need to be input as line items. There are many apps that return the values in the correct format, but, in case you need it, there is a Zapier tool called Formatter to bring the values into the right format. Check this guide about line items to learn more about this subject.
- The contact needs to be matched by contact code. This is not passed by most applications which causes Holded to create a contact every time. That is why it could be useful to combine this action with Find Contact action (explained below)
The Due date field needs to be entered as a unix timestamp, while the Date field (invoice date) accepts formatted dates. Visit this website to convert regular dates to this specific format.
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 needs to be entered manually and matched to one of the types available within your account
The date field needs to be entered as a unix timestamp. Visit this website to convert regular dates to this specific format.
Find Contact is different from the previous ones in the sense that it performs a search-type action. This means that it takes a search parameter and returns to you a matching contact.
This action is very useful because it can be combined with other actions such as Create Invoice and it can help you prevent the duplication of contacts.
These are the three fields that can be added to their search:
- Contact name
- Contact email
- Contact code (this is the most accurate one)
- The search might not always 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 one. In the case 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 contact ID. For instance, if the user wants to combine the actions Create Invoice & Find or Create Contact, and Find Contact does not return any results, a new contact will be created but the response won’t contain the Contact Code so the invoice won’t be correctly related to the contact.
In an scenario like the one described above, we’d follow this logic when creating the Zap: Find or Create contact → Find contact → Create invoice