Connect PortaPro to Zapier

4 min read

Updated November 4, 2026

ZapierAutomationIntegrationsApps & IntegrationsWebhooksAPI keyLeads

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What it does

Zapier connects PortaPro to thousands of other apps without code. A Zap has a trigger (something that happens) and one or more actions (what to do next).

PortaPro can start a Zap the moment one of these happens:

New customer: a customer is added. Customers brought in with Customers, Import are not sent.

New lead: a lead lands in Leads & Deals, from your website form, the app or another Zap. Leads brought in from a file are not sent.

New job: a delivery, pickup, service or other job is booked. Routine rate-card service stops PortaPro schedules on its own are not sent.

Job completed: a driver or the office marks a job complete.

Invoice issued: an invoice leaves draft (it is sent, marked mailed or paid). Opening balances from an import are not sent.

Payment received: a card, bank, check, cash or other payment is recorded. Applying account credit and write-offs are not payments and are not sent.

Quote accepted: a customer accepts a quote, online or in the office.

New customer request: a customer asks for equipment, service, a pickup or a dumpster, or reports a problem, from the customer portal.

And a Zap can do these in PortaPro:

Create lead: adds a lead to Leads & Deals, the same way your website form does.

Create customer: adds a customer, with a first job site when you give an address.

Find customer: looks a customer up by email, then phone, then name. Zapier's Find or create customer uses it to avoid duplicates.

PortaPro sends each record within about a minute. Each record includes a link that opens it in PortaPro.

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What a Zap can never do

A Zap can't change or delete anything in PortaPro, and it can't touch money: no invoices, payments, credits, prices, rate cards, jobs, team members or settings. It can only add a lead or a customer, and only with a key you made for that.

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Ideas

A Facebook Lead Ads, Google Ads, Typeform, Jotform or Webflow form adds a lead to PortaPro.

A new customer is added to Mailchimp, Constant Contact or HubSpot.

Every completed job is posted to a Slack or Microsoft Teams channel, or added as a row to a Google Sheet a municipality asked for.

A payment posts to a #payments channel, or is logged in a spreadsheet.

An accepted event quote creates a card in Trello, Asana or monday.com for the planning team.

An urgent portal request alerts the on-call dispatcher.

A completed job asks the customer for a review through Podium, Birdeye or NiceJob.

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Turning it on

Zapier is turned on for each company by the PortaPro team. Contact PortaPro Support and we will turn it on and send you the invite link to the PortaPro app in Zapier.

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Connect your Zapier account

In PortaPro, open Settings, Zapier and choose Create key.

Name the key (for example the Zapier account it's for) and choose whether it can create leads and customers. Leave that off if your Zaps only need to start from PortaPro or look customers up.

Copy the key. It's shown once. It starts with ppz_.

Open the invite link to the PortaPro app in Zapier and accept it.

In a Zap, pick PortaPro, choose Sign in, and paste the key.

Pick a trigger or an action and test it.

Owners and admins manage keys. Dispatchers, drivers and mechanics can't see or create them.

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Keeping it secure

A key is shown once. PortaPro keeps only a scrambled fingerprint of it, so not even PortaPro staff can read it back. If you lose it, revoke it and create a new one.

A key belongs to the person who created it. It works only while that person is still an owner or admin of your company. Remove someone, or change their role, and every Zap they connected stops.

Read only by default. A key can create leads and customers only if you turned that on when you made it.

Revoke any time. Revoke key in a key's menu stops every Zap that uses it at once. Stop sending in a Zap's menu stops PortaPro sending to that one Zap.

Only to Zapier. PortaPro sends records only to Zapier's own address, so a key can't be used to send your data anywhere else.

Recent activity lists what Zapier and your team did: keys created and revoked, Zaps turned on and off, leads and customers created.

The PortaPro team can turn Zapier off for a company at any time, which stops every key and every Zap right away.

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Troubleshooting

"Zapier is off for this company": contact PortaPro Support.

"This connection key isn't valid or was revoked": create a new key in Settings, Zapier and reconnect PortaPro in Zapier.

"The person who created this connection key no longer has owner or admin access": an owner or admin creates a new key and reconnects.

"This connection key can read but not create records": create a key with Allow creating leads and customers turned on and reconnect.

A Zap shows "Not reaching Zapier": PortaPro couldn't deliver to it a few times in a row. Check the Zap is on in Zapier. If you deleted the Zap, Zapier tells PortaPro and it's removed by itself.

Nothing arrives for an import: imports are left out on purpose so a file of 500 customers doesn't start 500 Zaps.

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Connect PortaPro to Claude or ChatGPT

Contacting PortaPro Support

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Connect PortaPro to Zapier

Need more help?

Win and serve customers

Run the field

Control the business

Learn & Discover

Support & Training

GPS Asset & Vehicle Tracking

Solutions

Connect PortaPro to Zapier

What it does

What a Zap can never do

Ideas

Turning it on

Connect your Zapier account

Keeping it secure

Troubleshooting

Was this article helpful?

Related Articles

Need more help?

What it does

What a Zap can never do

Ideas

Turning it on

Connect your Zapier account

Keeping it secure

Troubleshooting

Was this article helpful?

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