Zapier Integration: Connect Billed to Your Other Apps

Zapier connects apps that don't connect to each other directly. In Zapier's words, a Zap "is a workflow that connects your apps to automate repetitive tasks. It consists of a trigger, which starts the Zap, and one or more actions, which are the events that the Zap performs after it's triggered."

Billed has its own app on Zapier, listed under Accounting with billed.app as its website. That means Billed can be the trigger app (something happens in Billed and the Zap starts) or the action app (a Zap creates, updates or deletes something in Billed). Zapier says it connects 9,000+ apps, so the other side of the Zap can be any app Zapier supports.

Zapier's Billed page also lists ready-made Zap templates: create new Billed clients from new Stripe payments, create expenses in Billed from new rows in Google Sheets, and add new MailerLite Classic subscribers from webforms as clients in Billed.

Zapier lists 28 Billed triggers, and marks each one Instant, meaning the event starts the Zap as soon as it happens. They follow the same pattern for each kind of record.

Invoices: New Invoice (an invoice is created), Edit Invoice and Delete Invoice.

Payments: New Payment (a payment is created), Edit Payment (a payment is updated) and Delete Payment.

Clients: New Client, Edit Client and Delete Client. Estimates: New Estimate, Edit Estimate and Delete Estimate.

Expenses: New Expense, Edit Expense, Delete Expense and New Expense Category. Items: New Item, Edit Item and Delete Item.

Projects, tasks and time: New Project, Edit Project and Delete Project; New Task, Edit Task and Delete Task; New Timelog, Edit Timelog and Delete Timelog.

There's no trigger for an invoice being sent, paid in full or going overdue. To react to money coming in, use New Payment, and remember it fires for each payment, so an invoice paid in two parts starts the Zap twice.

Zapier lists 28 Billed actions, the things a Zap can do in Billed.

Invoices: Create an Invoice, Update an Invoice and Delete an Invoice. Payments: Create a Payment (a payment record), Update a Payment and Delete a Payment.

Clients: Create a Client, Update a Client and Delete a Client. Estimates: Create an Estimate, Update an Estimate and Delete an Estimate.

Expenses: Create an Expense, Update an Expense and Delete an Expense. Items: Create an Item, Update an Item and Delete an Item.

Projects and tasks: Create a Project, Update a Project and Delete a Project; Create a Task, Update a Task and Delete a Task.

Time: Start Timer, Stop a Timer, Update Timer and Delete a Timelog.

Zapier lists no action that sends an invoice and no search actions for Billed. A Zap can create an invoice in Billed, but sending it is still done in Billed.

A bookkeeper wants every payment recorded in Billed to appear as a row in a spreadsheet. The Zap is Billed's New Payment trigger, followed by a spreadsheet app's action that adds a row with the payment date, client and amount. The figures below are made up.

In one week, Billed records four payments: 700.00 by card toward a 1,200.00 invoice, 450.00 by check, 830.00 through PayPal, and the remaining 500.00 on the 1,200.00 invoice. The Zap adds four rows, and the sheet's total is 700.00 + 450.00 + 830.00 + 500.00 = 2,480.00.

Two things show up in this example. The 1,200.00 invoice produces two rows, because New Payment fires for each payment, not when an invoice is paid in full. And because the 450.00 check is a payment you record yourself, test the Zap with each way your clients pay, such as a card payment, a PayPal payment and a recorded check, before you rely on the sheet.

Zapier's Billed page lists no trigger for an invoice being sent, paid in full or going overdue, no action that sends an invoice, and no search actions for finding an existing Billed record.

A Zap only works with new data. Zapier says your Zap "will only process new data created after it's published", so it won't copy over invoices or payments you already have.

Testing an action is live. Zapier says "Testing is live and may result in changes made in your app", so test Billed actions on a record you are happy to edit or delete.

Zapier is a separate service with its own plans; its Billed page says a free tier is available, and Zapier's pricing page has the current limits. Billed's pricing page doesn't say which Billed plans include Zapier access, so ask Billed support if that matters for your plan.