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Invoice PDF saving with Zapier

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Invoice PDF saving with Zapier

Using Zapier you can have the PDF of the invoice saved into an application of your choice. Our recommendation is to save to DropBox, OneDrive, or Google Drive.



Pre Requisites

You will need an account at Zapier – Depending on the number of tasks that you need to run per month, it could be completely free. Create an account if you don’t already have one.


Available Storage Apps

Now you are ready to create a link between Zahara and a cloud-based storage platform. These currently include: 

  • Google Drive 
  • DropBox
  • OneDrive 
  • Box
  • Amazon S3
  • Many more

How it Works

Zapier is event-driven integration. It’s a really versatile “glue” that can join apps together. Very much “if this, then that”. So in our case, we can say “when an invoice is created in Zahara, make the PDF available to this app”. 

We use Zapier (and Microsoft Flow which is similar) to join up many different types of applications. As you submit a form on our website, we will message the sales crew using Microsoft Teams. If someone signs a proposal we will update our stats module in our CRM and then make a mention in Teams. We love Zapier!


Creating the Link

In Zapier, you can create this via two methods

  • By using one of our Zapier templates
  • By creating the Zap manually

To use one of our templates, simply head to Zahara’s listing on Zapiers integration list, which is available here and choose from the templates section.

To create this manually, log into your Zapier account and click to create a Zap – “Make a Zap”

Search for Zahara as your starting app as shown below: 


Click Zahara
Now, we need to choose the Event Trigger – you can see what we offer here – but let’s choose “New Invoice PDF Created”



Now click Continue – You will be prompted to connect to add your Zahara API Key.

Zapier Api

This API key can be found within Zahara. Head to Business>Settings>Integrations. You will need to create multiple Zaps and connections for each Business Unit in Zahara

Once you have a connection, you will need to Test Trigger – this should fetch the very last invoice PDF you created (as part of creating an invoice – so the very last invoice you created)

You should see something like this: 

Now we have a source to test against, we can go on to set where we want to save the PDF.



We will choose OneDrive and the event – “Upload a File”

Zahara Screen Shot

You will need to add your OneDrive credentials etc

Next, you will need to specify under ‘File’ the value from Zahara – that will be available when you click to show more or you search for pdf. 

Zahara Screen Shot

You can then make up the filename with the values you have available – in my example, I am using the ‘supplier name’ – ‘Document Number’ – this is in fact the invoice number. Now you can test your file transfer from Zahara to OneDrive (or DropBox etc)

With DropBox, you can specify the file type – PDF – which is preferable.

N.B – With OneDrive – a file extension isn’t provided. Adding one manually in the destination folder or using ‘Open With’ and say, Acrobat – will show a PDF has actually been saved. We will see if this can be changed asap. 



The specific setup for DropBox (that works for us at Zahara) is …

Zahara Screen Shot

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