Connect AllQuote to Zapier

Set up the private AllQuote Zapier integration from the web or a phone browser, connect your business, map fields safely and turn on your own Zap.

Open Zapier setup in Settings Compare plans

Who can connect

Zapier access is included with the Team, Business and Enterprise plans while the subscription is active and the Connected apps and API feature is switched on in Business settings → Features.
Only the business owner can approve the AllQuote connection. Other team members, including administrators, are returned to Zapier with access declined; ask the owner to connect.
The owner’s AllQuote email address must be confirmed before Zapier can finish connecting.
On other plans you can read this guide and see the Zapier card in Settings, but no invitation or connection is offered and the API refuses requests. Reading the guide does not change your plan, features or permissions.
Your Zapier account, plan and task usage are separate from your AllQuote subscription.

Set up on the web

Open the Zapier setup in AllQuote. Sign in to AllQuote on the web as the business owner and open Settings → Business settings → Connections. Under Other integrations, open the Zapier & API tile and use Set up AllQuote on Zapier.
Always start from this Settings card. It holds the current invitation for your account. If it says the invitation is temporarily unavailable, contact AllQuote support rather than using a link from an old email, bookmark or forum post.
Accept the private invitation. The invitation opens Zapier in a new tab. Sign in to the Zapier account that will own your Zaps and accept access to the AllQuote app.
AllQuote is a private app, so it is not listed in Zapier’s public app directory. If AllQuote does not appear when you build a Zap, open the invitation again while signed in to that same Zapier account.
Choose the AllQuote version deliberately. Create a Zap and choose AllQuote as the trigger or action app. Check which AllQuote version the step uses. For new Zaps, select version 2.1; it adds optional regional currency and draft-tax fields. If 2.1 is not listed, reopen the current invitation from AllQuote Settings using the same Zapier account. Contact AllQuote support if it is still missing.
The invitation page may not show a version, so confirm it in the Zap editor before mapping fields. AllQuote never changes the version of a Zap you have already built.
Connect your existing AllQuote account. When Zapier asks you to connect AllQuote, sign in with the owner’s existing AllQuote login. Check the business name on the approval page, choose the items Zapier may read or change, then approve.
You do not need to copy an API key. Triggers need read access to that kind of record, and actions need write access. You can review or disconnect the connection later under Connected apps in the same Settings card.
Choose a trigger or action. Pick the AllQuote event that starts your Zap, such as Quote Accepted or Payment Received, or the AllQuote action your Zap should perform, such as Create Client or Record Payment.
Trigger test samples are current records from the connected business. They show what fields look like; they are not proof that a past notification was delivered. An empty business has no samples to show.
Map the fields. Map each field from the earlier step into the next app. When a later step needs an AllQuote record, map its Resource ID into the Client, Job, Quote or Invoice ID field. For Payment Received, the Resource ID is the invoice ID.
The trigger’s own ID identifies the notification, not the record. Do not map it into a lookup or update field.
Test with care: actions create real data. Testing an AllQuote create or update action writes a real record to the connected business. Use a clearly labelled example client or job, then check it in AllQuote.
Record Payment records money you have already received against an invoice. It never charges a card, sends a payment link or moves money. Testing it adds a payment record to that invoice, so only test with an amount that was actually received, or correct the test record in AllQuote afterwards where your permissions allow.
Review the results and turn on your Zap. Check the result in both apps and in Zapier’s Zap History. When you are happy, turn on (publish) the Zap yourself.
An enabled Zap runs automatically each time its trigger happens. AllQuote does not turn Zaps on or off for you.

Set up from a phone or tablet

The AllQuote mobile app does not configure Zapier. Set up Zapier in a phone or tablet web browser instead.
In the browser, sign in to the AllQuote website as the business owner and open Settings → Business settings → Connections, then the Zapier & API tile. Being signed in to the mobile app does not sign you in to the browser.
Use Set up AllQuote on Zapier. The invitation opens in a new browser tab; accept it while signed in to your Zapier account, then build the Zap in that tab.
Connect AllQuote from the Zap step and approve access on the AllQuote page that opens. If nothing opens, allow pop-ups for Zapier and start the connection again.
Mapping many fields is easier on a larger screen. You can accept the invitation on your phone and finish the Zap on a computer signed in to the same Zapier account.

Set up Zapier from a phone browser

Existing Zaps stay as they are

Zaps already built on version 2.0 keep running on 2.0. Nothing is migrated automatically, and the new version’s regional fields are optional, so existing mappings do not need to change.

Moving a Zap to a newer version is your choice. Edit or duplicate the Zap, select the version, review every mapping, test it and turn it on. If you build a replacement, turn off the original so the same change is not written twice.

Zaps from the older 1.x versions use a different field layout. Review their mappings and reconnect AllQuote before relying on them.

When a connection or sign-in expires

Zapier connections to AllQuote need to be reconnected from time to time, and an AllQuote sign-in or approval page left open for a long time may no longer work.

To reconnect, go back to AllQuote Settings → Connections → Zapier & API and start again from there, then use Zapier’s reconnect option for the AllQuote connection. A fresh AllQuote approval page opens each time.

Do not reuse an old approval tab, a link from your browser history or a link copied from another device. Those links belong to an earlier connection attempt and cannot be relied on.

If a trigger Zap stops receiving events after you reconnect, turn the Zap off and on again so Zapier registers it with AllQuote again.

Source Operation ID and payment references

Every AllQuote create or update action asks for a Source Operation ID. Map the other app’s unique ID for that particular change, such as its order or row ID.

If Zapier retries or replays the same step with the same ID and the same values, AllQuote returns the original result instead of writing the record twice. Reusing an ID with different values is refused. A genuinely new change needs a new ID.

Record Payment uses the payment reference for the same purpose. Map the bank, card processor or payment app’s transaction ID, not the customer or invoice number. To correct an amount, use the correction process in AllQuote rather than sending the same reference with a new amount.

Before retrying a failed step, check Zap History and the record in AllQuote.

Currency, draft taxes and sending

Create Quote or Estimate and Create Invoice make drafts. They do not finalise, issue, send or charge anything; you review and send the document in AllQuote.

Read the currency from the document’s currency field, which uses the three-letter code (for example NZD, USD, CAD or GBP). A missing currency means it is unknown; do not assume it from your website region or a dollar sign. No currency conversion happens.

In the United States and Canada, review the business tax settings and classify every line in AllQuote on the web before finalising or sending. Until then a draft can have a subtotal but a blank total. Treat a blank total as unknown, not zero.

A tax-ready flag means the tax review is complete. It is not permission to send the document or record a payment; the document still has to be issued in AllQuote by someone allowed to do so. Older documents may not include these fields at all.

Record Payment should use the invoice’s own currency.

How triggers are delivered

New Job, New Invoice, Quote Accepted, Payment Received and Invoice Paid are queued and retried after a temporary failure.

New Client, Client Updated, Job Updated, Job Completed, New Quote or Estimate, Quote or Estimate Sent and New Booking are sent on a best-effort basis. A notification can be missed during an outage. The change itself is still saved in AllQuote.

Where a missed notification matters, check AllQuote directly or use the Find Client, Find Job, Find Quote or Find Invoice searches in a Zap to look up the current record.

Using this guide in Canada

Set your business country in Business settings before entering customer addresses or preparing documents. The country selected on the public website does not change an existing business.
Check the business currency (CAD), time zone and document tax settings. Only enable tax collection if your business is registered and the settings match your requirements. Your customer invoice tax settings are separate from tax on your AllQuote subscription.
Screenshots use demonstration records. Their sample currency, addresses and tax amounts do not override your business settings.

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