Zapier
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Zapier connects through the Portico REST API, so it needs a plan with API access. Free, Starter, Lifetime Solo, and AppSumo Solo do not include it.
Connect Portico to Zapier to trigger workflows in other apps when onboarding events happen. Use Zapier to send notifications, create records, update spreadsheets, and more — without writing code.
Available triggers
Zapier triggers fire when these events happen in Portico:
Trigger | Fires when |
|---|---|
Onboarding Completed | A client submits the final step and the onboarding is complete. |
Onboarding Sent | You send or resend an onboarding to a client. |
Onboarding Started | A client opens a sent onboarding for the first time. |
Onboarding Overdue | An onboarding passes its due date without being completed. |
Form Response Submitted | A client submits answers. One trigger covers every answer in that submission. |
Document Signed | A client signs a signature field, or a team member countersigns one. |
Payment Received | A one-time Stripe payment succeeds, or a recurring Stripe subscription becomes active. |
File Uploaded | A client uploads a file. The trigger passes the file name and size, not the file itself. |
Available actions
Action | What it does |
|---|---|
Create Client | Add a client with a name, an email, and an optional company and phone. If the email already exists, Portico returns the existing client. |
Create Onboarding | Create a draft onboarding from one of your templates for a client, with an optional due date. |
Send Onboarding | Send or resend a draft, sent, or in-progress onboarding. Set Force Resend to resend while the client is actively working. |
Send Onboarding fails when a signature field in the onboarding still has the sample agreement text from a gallery template. Add your agreement text to the template in the template builder. Then create a new onboarding from it and send that one.
Create Onboarding fails when its template is a gallery template that still has the sample agreement text. Copy it with Use this template in Portico, replace the text, and use your copy.
Available searches
Search | What it does |
|---|---|
Find Client | Look up a client by email. |
Find Onboarding | Look up onboardings by client and status. |
Common workflows
Here are popular ways teams use Portico with Zapier:
Onboarding Completed — create a project in Asana, Notion, or Monday.com.
Form Response Submitted — post a notification to a Slack channel.
Payment Received — add a row to a Google Sheet or create a record in QuickBooks.
Document Signed — send a confirmation email through Gmail or Mailchimp.
File Uploaded — log the file name and size in a Google Sheet.
New client in CRM — run Create Client, then Create Onboarding, then Send Onboarding.
Setup
In Portico, go to Settings > Integrations and create an API key in the REST API section. See Create API keys.
Give the API key these Permissions: Read clients, Create clients, Read forms, Create and update forms, Read templates, Read events, and Manage webhook subscriptions.
Log in to Zapier and create a new Zap.
Search for Portico as the trigger app.
Connect your Portico account and paste the API key.
Select a trigger event and configure the Zap.
Connecting checks only that the API key works. An API key with fewer permissions still connects, but any trigger, action, or search that needs a missing permission fails. The Zapier connection screen points to Settings > API. In Portico, that section is REST API on the Integrations tab.
Zapier manages the webhook subscription automatically. You do not need to configure a webhook URL manually.
Payload format
Zapier triggers receive the same payload format as webhooks. Each event includes the event type, timestamp, and a data object with event-specific fields. The Portico app turns these into output fields you can map in your Zap.
Zapier and direct webhooks
You can use Zapier and direct webhooks at the same time. They operate independently — enabling one does not affect the other. Zapier subscriptions support all 8 trigger events. Direct webhooks receive 9 events, including response.approval_revoked, which Zapier does not offer (see Webhooks for the full list).
Frequently asked questions
What can I trigger from Portico in Zapier?
8 triggers: Onboarding Completed, Onboarding Sent, Onboarding Started, Onboarding Overdue, Form Response Submitted, Document Signed, Payment Received, and File Uploaded.
What actions can Zapier perform in Portico?
3 actions: Create Client, Create Onboarding, and Send Onboarding. Two searches, Find Client and Find Onboarding, look up existing records.
Do I need a paid Zapier plan?
Portico does not require one. Zapier decides which features need a paid Zapier plan, so check Zapier's pricing for multi-step Zaps and filters.