Zapier integration

The Tidyflow Zapier integration connects Tidyflow to thousands of other apps. Zaps can create Jobs, clients and contacts in Tidyflow, look up the right client for a record, and start when a client is added or a Job is completed.

The Zapier integration uses a Tidyflow API token, so it needs the Pro plan. See pricing for plan details.

Connect Tidyflow to Zapier

Connecting Tidyflow to Zapier takes an API token from Tidyflow and an invitation to the Tidyflow app in Zapier.

In Tidyflow, open Settings > Integrations and click Zapier. Accept the invitation to add the Tidyflow app to your Zapier account.
In Tidyflow, open Settings > API tokens and click New token. Name the token, for example Zapier, and copy it straight away. Tidyflow shows the token only once.
In Zapier, add a Tidyflow step to a Zap. When Zapier asks you to sign in to Tidyflow, paste the token into API Token.

The token acts as the Tidyflow user who created it. Jobs created without assignees are assigned to that user, and the Zap can only see the clients that user can see. Delete the token under Settings > API tokens to disconnect Zapier.

Tidyflow triggers, actions and searches in Zapier

Type	Name	What it does
Trigger	New Client	Starts a Zap when a client is added in Tidyflow.
Trigger	New Job	Starts a Zap when a Job is created. Optionally limit it to one client.
Trigger	Job Completed	Starts a Zap when a Job is marked complete. Optionally limit it to one client.
Action	Create Job	Creates a Job with a client, description, start and due dates, status, assignees, tags and estimated hours.
Action	Create Client	Creates a client, optionally with a primary contact.
Action	Create Contact	Creates a contact and links it to a client.
Search	Find Client	Finds a client by the email of one of its contacts, or by client name. Can create the client when none is found.
Search	Find Contact	Finds a contact by exact email and returns the client it belongs to.
Search	Find Job	Finds a Job by name, optionally on one client.

New Job and Job Completed skip subtasks and client requests.

Create a Job for the right client from a calendar booking

A booking made in Google Calendar, Outlook or a scheduling tool can create a Job on the matching client, so each meeting lands on the right client without a separate Zap per client.

Start the Zap with your calendar or booking app’s new event trigger.
Add the Tidyflow Find Client search. Map the attendee’s email into Contact Email. Tidyflow matches the client linked to a contact with that exact email.
Optionally turn on the Find Client option to create the client when none is found, so new clients are added as they book.
Add the Tidyflow Create Job action. Map Client to the Client ID from the Find Client step, and map Due Date to the event’s start time.
Add a Job name, description, status, assignees or tags as needed, then test the Zap.

Find Client by contact email only matches contacts already linked to a client in Tidyflow. If a client books from an email address Tidyflow doesn’t have, add that email to the client’s contact first, or map the client name into Client Name instead.

Job dates from Zapier use your Zap timezone

Tidyflow Job dates are days, not times. The Tidyflow Zapier integration takes the date part of the time Zapier sends, and Zapier converts times into the timezone set on the Zap. A Zap left on Zapier’s default timezone can put an early-morning meeting on the previous day. Set the Zap’s timezone setting to your firm’s timezone so dates land on the right day.

Fix Tidyflow errors in Zapier

Your Tidyflow API token is invalid or was revoked: the token was deleted or mistyped. Create a new token under Settings > API tokens and reconnect Tidyflow in Zapier.
This Tidyflow API token cannot do that: the token doesn’t have access to that action. Create a new token under Settings > API tokens.
The selected client is invalid or another field message: the mapped value doesn’t exist in your Tidyflow workspace. Check that the Client, status, assignee and tag fields come from the Tidyflow dropdowns or a Tidyflow search step.
This email address is already in use by an existing contact: Create Contact needs an email no other contact uses. Use Find Contact first to reuse the existing contact.

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