How to connect AIDA to thousands of apps with Zapier

With the new Zapier integration, AIDA connects your documents to thousands of applications in both directions: it sends the data from every approved document to tools like Google Sheets, Slack, or your CRM, and receives files from Gmail, Google Drive, and other apps to process them automatically. Everything is set up without writing a single line of code.

Zapier joins AIDA's native integrations, such as Google Drive, Dropbox, Microsoft SharePoint and OneDrive, and SAP. Native destinations are used to store documents; Zapier takes the extracted data wherever it's needed within business processes.

What is AIDA's Zapier integration?

It is a connection between AIDA and Zapier, the no-code platform that automates work across different applications. In Zapier, every automation is called a Zap: an initial event, the trigger, kicks off one or more actions in other apps.

The integration works in two directions:

• From AIDA to other apps: with the Zapier destination, every document approved in AIDA triggers a Zap via the "Document Approved" trigger, carrying the extracted data and the PDF along with it.
• From other apps to AIDA: with the Zapier input, the "Upload Document" action uploads files arriving from elsewhere into AIDA, where they are processed just like those from any other input.

Why connect AIDA to Zapier?

Because the data contained in documents is almost always needed in another tool: a spreadsheet, a management system, a team chat. Without automation, someone has to read and manually re-enter that data, leading to delays and transcription errors.

With AIDA and Zapier, the work is divided naturally. AIDA reads the document using OCR, even when it is a scan or contains handwritten text, and extracts fields using Intelligent Document Processing (IDP): just a single example is enough to teach it a new field. Zapier then delivers that data to the applications your team already uses.

There is also a quality guarantee: only approved documents reach Zapier. Anomalous values are flagged in AIDA before approval, so only verified data — not mere transcriptions — ends up in other applications.

Which applications can AIDA connect to via Zapier?

All of those available on Zapier — thousands of them — including many that AIDA does not integrate with natively. Accounting software such as Sage, QuickBooks, and Xero, or Microsoft Dynamics, are among the connections our customers request most often: with Zapier, they are now possible.

Here are some of the connectable applications, grouped by category:

The available operations depend on how each application is connected to Zapier: typically creating or updating a record, adding a row, or sending a message with the data extracted by AIDA.

What data does Zapier receive from AIDA?

For every approved document, the Zap receives all extracted data and references to the original document:

How do you connect AIDA to Zapier?

Just a few steps, between AIDA and Zapier, with no programming required:

1. In AIDA, open the document type, add the Zapier destination, save, and copy the connection key.
2. In Zapier, create a Zap, choose AIDA with the Document Approved trigger, and paste the key when prompted.
3. Test the trigger: Zapier shows the last three processed documents of that type as examples, so make sure at least one has been approved before running the test.
4. Add the actions you need, map AIDA's fields to those of the destination app, and publish the Zap.

From that point on, every approved document of that type is sent to the Zap. From the destination in AIDA, the "Open your Zaps" button takes you directly to your Zaps in Zapier.

How do you upload documents arriving in other apps into AIDA?

The process is symmetrical. In AIDA, you enable the Zapier input on the document type and copy its key, which is different from the destination key. In Zapier, you create a Zap with the trigger you need — for example "Gmail → New Attachment" or "Google Drive → New File in Folder" — and add the AIDA → Upload Document action.

Within the action, you can also pre-fill the value of certain document properties, such as the source channel or customer code, so AIDA has them ready before it even begins analysing the file.

What can you automate with AIDA and Zapier?

Any workflow in which data from a document needs to reach another application. Here are four concrete examples.

Supplier invoices in Google Sheets

Every invoice approved in AIDA adds a row to a Google Sheets spreadsheet shared with the finance team:

The spreadsheet updates itself, and every row links back to the original document with a single click.

Slack alerts for contracts

When a contract is approved, the Zap posts a message in the legal team's channel with the counterparty, expiry date, and a link to the document. Those responsible for renewals no longer need to check the archive at regular intervals. For other use cases in this sector, read the article on legal innovation with AIDA.

Email attachments processed automatically

Attachments arriving in a Gmail inbox — such as customer orders — are uploaded into AIDA via the Upload Document action. AIDA reads them, extracts the data, and archives them in the chosen destination, such as Google Drive or Dropbox: you can find out how these work in the articles on the Google Drive integration and the Dropbox integration.

Data in your CRM or management system

If your CRM or management system is connected to Zapier — such as Salesforce or HubSpot — the data from orders, quotes, or contracts approved in AIDA can create or update the corresponding records, with no manual data entry required.

Frequently asked questions about the Zapier integration

Do I need to know how to code to use AIDA with Zapier?

No. In AIDA you add the Zapier destination or input and copy a key; in Zapier you choose triggers and actions from guided menus and map the fields. Both AIDA and Zapier are designed to be used without writing any code.

Can I connect AIDA to Sage, QuickBooks, Xero, or Microsoft Dynamics?

Yes, via Zapier. Add the Zapier destination to the document type and create a Zap with the accounting software or management system you use: the data from documents approved in AIDA flows there without any manual re-entry.

Which documents are sent to Zapier?

Only approved documents belonging to the document types to which you have added the Zapier destination. This ensures that other applications receive verified data, not drafts in need of correction.

Can I connect multiple Zaps to the same document type?

Yes. Each Zapier destination feeds a single Zap: to trigger multiple Zaps with the same documents — for example, one for Google Sheets and one for Slack — simply add multiple Zapier destinations to the document type.

What happens if I turn off or delete the Zap?

The Zapier destination disconnects and newly approved documents are no longer sent. To resume, simply connect a new Zap to the destination.

I can't find the Zapier input in my document type — what should I do?

Contact the AIDA team: we will help you enable it on the document type you need.

Try AIDA's Zapier integration

With AIDA and Zapier, the data from your documents arrives automatically in the applications you use every day, already read and verified. Explore all of AIDA's integrations or book a personalised demo to build your first Zap together with us.