Zapier Integration

Zapier is a connector tool that will watch for events in one application – triggers – and make things happen in other applications. Currently, our integration with Zapier is listed as “Beta”, but that doesn’t mean that it’s not ready for you to take advantage of. Depending on the number of tasks that Zapier runs per month, it can be completely free. Our App is featured on Zapiers Integration list at https://zapier.com/. 

Firstly, you are going to need a Zapier account. You can sign up for a free account here

Zapier can watch Zahara for a whole host of different events or triggers: 

These include when a new purchase order is created, an invoice is approved, a supplier is updated, and much more.

Zapier can also watch for events or triggers from other applications. These could include when a new contact is added to Xero, a new PDF is added to OneDrive, and much more.

Zapier can then use data from these events or triggers to perform actions: 

These include updating rows in a Google Sheets or Excel spreadsheet, exporting a PDF copy of an invoice to a Dropbox or OneDrive folder, updating a supplier in Xero, and much more.

Zapier can also action changes in Zahara itself. These could include creating a new purchase order, uploading a new PDF to the invoices inbox, and much more.

From Zahara’s listing on Zapiers Integration list, you can access a number of Zapier templates that allows you to quickly create your own workflows

These currently include:

• Add new Zahara invoice PDF to Dropbox/OneDrive/Google Drive.
• Add new Zahara invoice data as row in Google Sheet or Microsoft Excel spreadsheet
• Add new Zahara invoice to FreshBooks Expense
• Add new Xero Contact as Zahara Supplier
• New Zahara invoice/purchase order sends Microsoft Teams notification
• Plus much more

Zapier can also action changes in Zahara itself. These could include creating a new purchase order, uploading a new PDF to the invoices inbox, and much more.

Zapier can also be used to create custom workflows. The general process is usually the same. The following example will explain how to Save Invoice PDFs in Dropbox:

1. Log in to you Zapier account and select “+ Create Zap“.
2. Find Zahara by using the “Search apps…” box.
3. Choose your trigger event. In this example, “new Invoice PDF Created”.
4. Select your Zahara account. If this is the first time you’ve connected Zahara and Zapier, you’ll be prompted to add your Zahara API key:
5. You can find this API key in Zahara. It’s available in Business>Settings>Integration>API Key:
6. You’ll need to separate Zap’s and connections for each business unit in Zahara.
7. Next, you’ll be prompted to test your Trigger. This will bring sample data from Zahara. In this case, it will be the last Invoice PDF added
8. Once you’ve configured your Trigger, you’ll be ready to select an Action. For this example we will use the “Search apps…” box to search for Dropbox.
9. We now need to choose our Action event. “Upload File” will be the one we need for this workflow
10. We will be prompted to add our Dropbox account. This will involve signing into Dropbox and giving Zapier permission to connect.
11. Next, we need to Set up the action. We will need to select the folder in which we would like the PDFs to be stored.
12. Under “File”, we need to add the URL to the PDF from Zahara. When you select the “File” box, use the “Search all available fields” box to find “PDF File URL” from your Trigger.
13. You can choose what filename you’d like Zapier to create for you using fields from Zahara. We recommend using the search section to add a filename like “Supplier Name-Document Number”
14. Next, you need to specify the filename extension. This should always be “.pdf”
15. Finally, you can test your Zap. Use the “Test & Continue button”; this will attempt to push the PDF that it retrieved when you tested your trigger into your Dropbox account.
16. If the test worked successfully, you just need to publish your Zap for it to be turned live. It will then automatically add any new invoice PDFs to Dropbox