What is Zapier?
Zapier is a tool that connects different apps together so they can work automatically without any coding. Think of it like setting up a rule: "When this happens in one app, do that in another app."
Each automation you set up in Zapier is called a Zap. Every Zap has two parts:
a trigger (the event that starts the automation); and
an action (the consequence of this automation).
For example: "When someone fills out the contact form on my website, automatically create a new project in Handoff."
What can you do with Zapier?
The Zapier integration lets you connect Handoff to thousands of other tools — your website forms, CRMs, field management software, and more. You define the workflow; Handoff and Zapier handle the automation.
Before you start
Make sure you have the following ready:
A Handoff account on the Pro plan
A Zapier account (free to create at zapier.com)
The account for whichever app or system you want to connect with Handoff.
Step 1: Accept the Handoff invite on Zapier
The Handoff integration is currently on beta, so it's invite-only. You'll need to accept an invite before you can use it.
Open this invite link
You'll be taken to Zapier. If you don't have an account yet, click Sign up and create one for free.
Once you're logged in, click Accept invite.
Handoff will now appear as an available app inside your Zapier account.
Tip: Keep this tab open. You'll need Zapier open for the next steps.
Step 2: Get your Handoff API key
Zapier needs an API key to connect to your Handoff account. This is a secure code that lets Zapier act on your behalf. You only need to do this once.
Log in to your Handoff account.
Click the gear icon (⚙️) in the top navigation to open Settings.
3. Scroll down and click Integrations & API Keys.
4. Click on “Create”, give it a name (e.g. "Zapier integration"), then click Generate key.
5. Copy the generated key — you'll paste it into Zapier in the next step.
Important: Treat your API key like a password. Don't share it publicly or with anyone outside your team.
Step 3: Connect Handoff to Zapier
In Zapier, click + Create in the top left to start a new Zap.
Click on the Action box and search for Handoff.
Select Handoff from the results. You'll see it marked as invite-only.
When prompted to connect your account, paste the API key you copied from Handoff and click Yes, continue.
Zapier will confirm the connection. You're now ready to build your first Zap.
Zap Creation Example: Automatically create a project from a website form
Here's one way contractors use the integration. When a potential client fills out a contact form on your lead generation website, Zapier creates a new project in Handoff automatically, including the client's information and any project details they provided.
To set this up:
In your Zap, set your website form as the trigger. Search for your platform (e.g. Wix, Squarespace, GoDaddy, Google Forms) and select New Form Submission.
Set Handoff as the action and choose Create Project + Document.
Map the form fields to Handoff fields — client name, email, phone, project description, and any photos or files.
Test the Zap to confirm a project appears in Handoff, then turn it on.
This is just one example. Once you're connected, you can build any workflow that fits how your business runs with our actions and triggers.
Troubleshooting
I can't find Handoff in Zapier.
The integration is currently invite-only. Make sure you've accepted the invite link shared above. If you've lost the link, contact your account manager and we'll resend it.
My API key isn't working.
Double-check that you copied the full key with no extra spaces. If it's still not working, go to Handoff → Settings → Integrations & API Keys and generate a new one.
Zapier can't find any test data.
Submit a real test entry through whatever trigger you're using (e.g., a form submission on your website), then click Test trigger again in Zapier.
A field in Handoff is showing up empty.
Check that you mapped all fields correctly when setting up the action step. If the field was blank in your test data, it will appear empty in Handoff, too.
If you need extra help, reach out to your Handoff account manager or contact our support team. We're happy to walk through the setup with you.