Zapier

Submit invoices, report payments and react to case events with the paywise Zapier app

paywise Zapier Integration

The paywise Zapier app connects the Case Management API to your Zapier workflows. Hand overdue invoices to paywise from your accounting or CRM tool, report payments you receive directly, and react instantly when paywise accepts an order, publishes a status update or a statement — without writing code.

Access to the Integration

The paywise Zapier app is currently private. To gain access:

1. Contact our team at [e-mail]
2. Provide your Zapier account email
3. We will invite you to use the integration

Connect your paywise account

1. In paywise, open Für Entwickler and create an API key.
2. In Zapier, add a paywise step or open App connections and connect paywise.
3. Paste the API key. Zapier checks it and names the connection after the key and its environment, for example Zapier (production).

The key decides the environment: a key starting with pw_sbx_ connects to the sandbox, every other key to your live account. Build and test new Zaps with a sandbox key first, then connect a production key.

Triggers

All triggers are instant: turning a Zap on registers a webhook in paywise, turning it off removes it again. Each Zap uses one webhook; a company can have up to 20.

Trigger	Fires when
Order Accepted	paywise accepts an order. Includes the new case and its reference number.
Order Rejected	paywise rejects an order, with the reason.
Order Withdrawn	An order is withdrawn.
Draft Order Expired	A draft order expires without being submitted.
Case Status Changed	The legal stage, processing or payment state of a case changes.
New Case Status Update	paywise publishes a status update on a case.
Case Balance Updated	The open balance of a case changes, for example after a payment.
Payment Reported	A payment is reported on a claim or case.
New Request to You	paywise asks you a question about an order or case.
New Message	paywise posts a message on an order or case.
New Statement	paywise publishes a collective statement (Sammelabrechnung).
New Case Statement	paywise publishes the statement of a single case (Einzelabrechnung).

Actions and searches

Step	What it does
Submit Claim	Submits one invoice as its own order in a single step: finds or creates the debtor, creates the order and submits it.
Create Draft Order	Starts a new invoice order for one debtor.
Add Invoice to Order	Adds one invoice as its own claim to a draft order, with its documents.
Submit Order	Submits a draft order with all its invoices for review.
Find or Create Debtor	Reuses the debtor with exactly this customer number, or creates it.
Update Debtor	Adds a new address, e-mail, phone number or bank account, or corrects the name. Debtors of orders under review cannot be changed until paywise has decided.
Report Payment	Reports a payment the debtor made directly to you, by invoice number or paywise case reference.
Withdraw Order	Withdraws an order before paywise accepts it, for example because it was paid in full.
Send Message	Sends a message with attachments about a submitted invoice or a case.
Answer Request	Answers a question from the “New Request to You” trigger.
Download Statement	Gets the PDF or Excel file of a statement for later steps, for example to save it to a folder.
Find Claim by Invoice Number, Find Case, Find Debtor	Look up claims, cases and debtors.

Every invoice becomes its own claim. An invoice needs a number, its amount, and a default date (Verzugsdatum) or a first reminder date. Documents can be PDF, JPEG or PNG files of up to 10 MiB. Fees (reminder fees, bank charges, address research costs) need the date they arose; it defaults to the first reminder date. See Orders and Claims for what paywise checks before it accepts an order.

Duplicates and retries

• An invoice number that is already submitted to paywise is not submitted again. Submit Claim and Add Invoice to Order then return the existing claim with skipped_as_duplicate: true.
• Replaying a step in Zapier returns the original result instead of creating a second order, claim or payment. A repeated payment report returns the existing payment with duplicate: true.
• Error messages name the field that needs attention, for example claims[0].delay_date.

Usage examples

Hand over an overdue invoice

1. Trigger: your accounting app’s “Invoice overdue” event
2. Action: paywise Submit Claim — map customer number, name, address, invoice number, amount, dates and the invoice PDF

Hand over several invoices of one customer as one order

The order is created, filled and submitted in one Zap run. Do not fill the same draft order from several Zaps or runs.

1. Trigger: an event that carries the customer’s open invoices as line items, or a Digest by Zapier step that collects invoices and releases them once a day
2. Action: paywise Find or Create Debtor
3. Action: paywise Create Draft Order
4. Looping by Zapier over the invoices → paywise Add Invoice to Order
5. Action: paywise Submit Order

Report a payment the debtor made to you

1. Trigger: your bank or payment provider’s “New payment received” event
2. Action: paywise Report Payment — map the invoice number, amount and payment date

Keep your CRM up to date

1. Trigger: paywise Order Accepted or Case Status Changed
2. Action: update the customer record in your CRM with the paywise case reference and state

File statements automatically

1. Trigger: paywise New Statement
2. Action: paywise Download Statement
3. Action: save the file to your document storage or send it to your accountant

Moving from version 1.x

Version 2.0 of the app replaces 1.x. Existing Zaps keep running on 1.x and are not moved automatically, because several fields changed. Rebuild each Zap on 2.0, test it with a sandbox key, then turn the 1.x Zap off.

1.x	2.0
Create Claim	Submit Claim, or Create Draft Order → Add Invoice to Order → Submit Order
Create Payment	Report Payment (by invoice number or case reference instead of claim ID)
Find Mandates	Find Case

Field changes to watch for:

• Document Reference is now Invoice Number and is required; Occurrence Date is Contract Date, next to the new Legal Basis and Legal Basis Description.
• Main Claim Amount is Invoice Amount; total and charge sums are calculated by paywise. Amounts are in EUR only.
• Delay Date is Default Date; a default date or a first reminder date is required.
• Salutations are Mr / Ms / Mx and optional; addresses use Postal Code instead of Zip; businesses get a Legal Form.
• Only three fee types remain: reminder fees, bank charges and address research costs. Line items are no longer part of the claim.
• Steps that mapped 1.x output need remapping, for example status instead of submission_state and created_at instead of created.
• Version 1.x test keys do not work in 2.0; use a sandbox key instead.

Support

If you encounter any issues or have questions about the paywise Zapier integration, please contact our support team at [e-mail].

For more information about our APIs, please refer to:

• Case Management API Documentation
• Webhooks
• Sandbox