Zapier
Last updated 26 October 2026.
Zapier connects apps to each other without code: when something happens in one, it does something in another. The Kwikbill app for Zapier gives you triggers for the things that happen to your invoices and actions that create clients, invoices and payments, so Google Sheets, Slack, your CRM or your calendar can react to “invoice paid” without anyone writing a script.
Availability: the Kwikbill app is in Zapier's review queue and is a private beta until it is listed. Until then you need an invitation link to add it to your Zapier account; email [email protected] and we will send one. Everything on this page also works today through Zapier's built-in Webhooks by Zapier step and the Kwikbill API.
Connecting
- In Kwikbill, open Settings → API & integrations and create an API key. Give it read and write permission, and the send permission only if your Zaps will email documents.
- In Zapier, add a Kwikbill step and paste the key when it asks you to connect your account. Zapier checks it and shows your business name.
- Build the Zap. Each Kwikbill business is a separate connection, so a bookkeeper with several clients connects each one.
The key can be revoked at any time from the same settings page, which stops every Zap that uses it.
Triggers
Triggers are instant: Kwikbill tells Zapier the moment the event happens, through a webhook it manages for you. Each one hands over the full invoice or client with its number, totals, status, client details and links.
| Trigger | Fires when |
|---|---|
| New client | A client is added, in the app, by an assistant or through the API. |
| New invoice | An invoice is created (as a draft or sent). |
| Invoice sent | An invoice is emailed, shared on WhatsApp or marked as sent. |
| Invoice viewed | The client opens the invoice link. Fires on every view, with the running count. |
| Invoice paid | The invoice is paid in full, by card, by bank or by a payment you record. |
| Invoice overdue | The due date has passed with a balance outstanding. |
| Payment recorded | Any payment lands on an invoice, including part payments. |
| Estimate approved | The client approves an estimate from its page. |
Actions
| Action | What it does |
|---|---|
| Create client | Name, email, phone and addresses. Matches on email so the same client is not created twice. |
| Create invoice | Client, line items, dates, discount and notes; saved as a draft unless you also use Send document. |
| Create estimate | The same, as an estimate. |
| Send document | Emails an invoice or estimate to the client using your templates. Needs an API key with the send permission. |
| Record payment | Adds a payment to an invoice with an amount, date, method and reference. |
Actions are safe to retry: if Zapier replays a step, Kwikbill recognises it and does not create a second invoice or payment.
Searches
| Search | Looks up |
|---|---|
| Find client | By email address, then by name. |
| Find invoice | By invoice number. |
Searches pair with actions as “find or create”, so a form submission can find the existing client by email and only create one when there is none.
Example: a Google Sheets row for every paid invoice
- Create a Zap. For the trigger choose Kwikbill → Invoice paid and connect your business with an API key. Zapier pulls a recent paid invoice as the sample.
- For the action choose Google Sheets → Create spreadsheet row and pick a sheet with headings such as Date, Invoice, Client, Total, Method.
- Map the columns: the paid date, the invoice number, the client's name, the total and the payment method from the Kwikbill sample.
- Test it, turn it on, and every paid invoice from now on adds a row within a few seconds.
Other common Zaps: a Slack message when an invoice is viewed; a Trello or Asana card when an estimate is approved; a Kwikbill client created from a Typeform or website enquiry; a text message through your SMS app when an invoice goes overdue.
Accounting
You do not need Zapier to get invoices into Xero or QuickBooks: Kwikbill syncs them directly. See the Xero and QuickBooks guide.
Questions
Email [email protected].