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AdvicePay Zapier integrationAutomate AdvicePay with Zapier.

The AdvicePay Zapier integration gives you 4 triggers, 8 actions and 1 search. That covers a signed agreement, a paid invoice, a subscription that starts or stops, plus new clients, invoices and subscriptions created without retyping a thing.

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Overview

What the AdvicePay Zapier integration actually does

It connects AdvicePay, the tool financial planners use to bill their advice, take payments and keep compliance records, to the other apps your practice runs on. A Zap (one automation on Zapier) waits for something to happen in AdvicePay, then carries out the next step for you. No copy and paste between tabs.

A heads-up when a client walks away. Subscription Canceled starts a Zap that posts a note to your team chat. The adviser hears about it on the next check, not at the next billing run.

An invoice ready once the paperwork is signed. Agreement Completed fires when every required signer has finished the eSign agreement. The Zap then runs Create an Invoice for that client, so the office manager only checks the amount.

A welcome sequence that starts on its own. Subscription Activated hands the new client to your email tool the first time their plan goes live.

Now the limits. All four triggers are polling ones: none of them is instant, so nothing reaches Zapier faster than your plan allows. No action edits or deletes a client, an invoice or a subscription. The four Get actions only read data. They change nothing in AdvicePay.

Weighing Zapier against the other two? The n8n vs Zapier and Make vs Zapier comparisons lay out the criteria side by side.

Vocabulary

Zapier words in one minute

Seven terms come back on every line of this page. Here they are in plain English.

Zap
The automation you build: one trigger, then one or more actions that run every time that trigger event happens.
Trigger
The AdvicePay event that starts the Zap. Once the Zap is switched on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that creates, sends or moves something in your place.
Task
What Zapier bills you for. One task is one action the Zap finished without error, and your plan counts those.
Polling vs instant
Polling means Zapier checks the app on a timer for new items. Instant means the app calls Zapier itself. AdvicePay is polling only.
Filter
A step that lets the Zap continue only if the incoming item meets your condition, and stops it quietly otherwise.
Search step
A step that finds something already stored in an app, such as a client, so later steps can reuse what it found.
Cost

What it really costs

AdvicePay is not a premium app, so it works on the free plan. The bill comes from tasks, never from the trigger.

  • Free plan100 tasks a month, unlimited Zaps
  • Free plan Zap sizeOne trigger and one action
  • Premium appNo, AdvicePay works on the free plan
  • BilledEach action that succeeds

Checking AdvicePay for new items costs nothing, however often it happens. Each action that succeeds counts as one task, so a Zap with three actions eats three times as much. An action that fails is not counted. The catch on the free plan: two steps only, one trigger and one action. Add a filter or a search and the Zap becomes multi-step, which needs a paid plan. Plan the Zap at two steps if you want to stay free, or budget for the upgrade before you design it.

Connect

Connect AdvicePay to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. A connection is your AdvicePay account linked once, then reused by every step that touches AdvicePay.

  2. 02

    Pick AdvicePay

    Type AdvicePay in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the AdvicePay side, ready for your login.

  3. 03

    Sign in and allow access

    Log in to AdvicePay in that tab and grant Zapier access to the account. If the Zap must touch records you do not own, make sure your user can read or write them first.

First Zap

Your first Zap: a team alert on paid invoices

GoalEach time a large invoice is paid in AdvicePay, the adviser in charge gets a message in team chat.

  1. 01

    Create the Zap and set the trigger

    Start a new Zap, pick AdvicePay as the app and Invoice Paid as the event. Select the connection you made earlier, then continue.

  2. 02

    Test the trigger

    Run the test. Zapier pulls the three most recent paid invoices from your account, so you build the rest on a real one, not on dummy data.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then set the field to check, the rule and the value. Use a number rule on a number field, or the filter never lets anything through.

  4. 04

    Add the message

    Add your chat app as the action and map the details from the tested invoice into the message. Keep it short: who paid and which adviser should know.

  5. 05

    Test, then publish

    Test the action once and read what came back. When it looks right, click Publish. The filter makes this a multi-step Zap, so it needs a paid plan.

Triggers

The 4 AdvicePay triggers

4 events start a Zap when something happens in AdvicePay. Zapier checks for them at the interval your plan allows.

1

Agreement Completed

Polling trigger

In Zapier“Triggers when an eSign agreement is fully executed by all required signers.”

This one waits until the last required signer has finished an eSign agreement in AdvicePay. Half-signed paperwork never starts the Zap, which is exactly what you want before billing anyone.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a client signs the engagement letter and you want the first invoice drafted without anyone remembering to do it.
Watch out
agreements signed before you publish the Zap are ignored, so handle older ones by hand.
2

Invoice Paid

Polling trigger

In Zapier“Triggers when an invoice is paid.”

Built for the money side of the practice. Each invoice that switches to paid in AdvicePay becomes one run, carrying that invoice's details to the next step.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
your bookkeeper logs every incoming payment in a spreadsheet and is tired of reconciling by eye.
Watch out
Zapier remembers what it has already seen, so an invoice that was paid once will not start the Zap a second time.
3

Subscription Activated

Polling trigger

In Zapier“Triggers when a subscription is initially activated.”

Fires on the first activation of a subscription, the moment a recurring fee arrangement goes live for a client. Renewals and later billing cycles do not set it off again.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a new ongoing-advice client should receive a welcome email and land in the onboarding checklist of the team.
Watch out
if the Zap itself creates subscriptions, check it does not feed its own trigger and loop.
4

Subscription Canceled

Polling trigger

In Zapier“Triggers when a subscription is canceled.”

Picks up any subscription that has been canceled in AdvicePay and passes it along. It is the signal a client relationship is ending, or at least changing shape.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
the lead adviser wants a personal call booked before the client is fully gone.
Watch out
a mass cleanup of old subscriptions can trip Zapier's flood protection, which holds the batch back instead of running it.
Actions

The 8 AdvicePay actions

AdvicePay gives you 8 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Client

Action

In Zapier“Creates a new client.”

Adds a person to your AdvicePay client list from data another app already holds. It wants an email, a first name, a last name and the adviser who owns the relationship.

When to use it
a prospect books a discovery meeting and should exist in AdvicePay before the agreement goes out.
Watch out
the Advisor field is required, so map it or the action stops.
2

Create an Invoice

Action

In Zapier“Creates a new invoice.”

Raises a one-off invoice for an existing client. You set the amount in cents, a due date in the future, the service description, and whether it bills in advance or in arrears.

When to use it
a signed planning agreement should turn into its first bill straight away.
Watch out
the amount must be above 50 cents, and the payment-link email only goes out if you switch Send Email on.
3

Create a Subscription

Action

In Zapier“Creates a new subscription.”

Sets up recurring billing for a client already in AdvicePay. Frequency is monthly, quarterly or semi-annual, and the first invoice date has to sit in the future.

When to use it
a client moves from a one-time plan to ongoing advice and you want the fee schedule in place the same day.
Watch out
Send Email is off by default, so the client gets no payment link unless you turn it on.
4

Get an Invoice by ID

Action

In Zapier“Gets an invoice by its unique ID.”

Fetches a single invoice when you already know its AdvicePay ID. Nothing is changed, the Zap simply gets the record to work with.

When to use it
an earlier step stored the invoice ID and your accountant needs the full details pushed elsewhere.
Watch out
it needs the exact ID, not a client name or an amount.
5

Get a Subscription by ID

Action

In Zapier“Gets a subscription by its unique ID.”

Reads one subscription from its AdvicePay ID and hands it to the steps that follow. Like its invoice twin, it leaves the record untouched.

When to use it
a support ticket mentions a subscription ID and the agent wants its details posted in the ticket.
Watch out
the Subscription ID field is required, so the ID must come from a previous step or be typed in.
6

Get Invoices

Action

In Zapier“Gets a list of invoices.”

Returns a list of invoices from your account rather than one record. Handy when a later step needs to go through several at once.

When to use it
a compliance review wants the invoice list copied into a working document.
Watch out
it reads only, so pair it with another app if you want something done with the list.
7

Get Subscriptions

Action

In Zapier“Gets a list of subscriptions.”

Pulls the subscriptions on your account as a list, so a single run can see the recurring side of the practice in one go.

When to use it
the partners want a snapshot of active fee arrangements dropped into a shared sheet.
Watch out
each successful run counts as a task, even when the list it brings back is short.
8

Get Advisors

Action

In Zapier“Gets a list of advisors.”

Lists the advisers on your AdvicePay account. An optional Verified setting narrows it to those who confirmed their email and set a password.

When to use it
operations wants to spot new advisers who never finished setting up their login.
Watch out
it returns people, not clients, so it will not help you look up a household.
Searches

The AdvicePay search

1 search step looks for data that already exists in AdvicePay, so a later step can use it.

A search step does not change anything: it looks up a client that already exists and hands the result to later steps. In the editor, it sits at the bottom of the Action event list, under SEARCH. Three settings decide what happens next.

1

Find Client

SearchFind or create

In Zapier“Finds a client by email.”

Looks a client up by email address and returns the record, so the next step can bill the right person. Ticking the create box gives you Find or Create Client: same search, plus a new client when no one matches.

When to use it
run it just before Create an Invoice, which refuses a client missing from AdvicePay.
Watch out
without the create box, an unknown email stops the Zap at this step.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds no one stops the Zap and skips the steps that depended on it. Switched on, the Zap carries on empty-handed.
  2. Create Client if it doesn't exist yet?
    Ticking this turns the search into Find or Create Client. The previous setting disappears and the step asks for the fields needed to create the missing client.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or pass every match on at once.
When it breaks

When it breaks

Zapier links no help article to AdvicePay, so the known failure points are the general ones. They still bite.

Most broken AdvicePay Zaps fall into one of these four cases. If yours is something else, the Zapier troubleshooting guide walks through the rest.

  • Older records are never picked up

    A Zap only reacts to what happens after you switch it on. Invoices paid last week stay where they are; moving that backlog is a separate job.

  • The Zap keeps setting itself off

    If a Zap creates subscriptions and its own trigger watches subscriptions, it can restart itself again and again and burn through your tasks fast.

  • A big batch is held back

    After a bulk import or a migration, a trigger that suddenly finds a large pile of items can be paused by Zapier's flood protection.

  • The same item never runs twice

    On a polling trigger Zapier remembers what it has seen. Re-saving an old record will not start the Zap again, which is by design.
Need help

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FAQ

AdvicePay and Zapier: common questions

01Is the AdvicePay Zapier integration free?
Yes, on the free plan, because AdvicePay is not a premium app. The free plan gives you 100 tasks a month and as many Zaps as you like. The limit people miss is size: each Zap is two steps, one trigger and one action. A paid-invoice alert that goes straight to email fits. The moment you add a filter, a search such as Find Client or a second action, the Zap becomes multi-step and Zapier asks for a paid plan.
02How many tasks does an AdvicePay Zap use?
One per action that finishes successfully, and nothing for the trigger. If Agreement Completed starts a Zap that runs Create Client and then Create a Subscription, that is two tasks per signed agreement. Zapier checking AdvicePay for new items is free no matter how often it looks. A failed action, say an invoice rejected because the amount was under 50 cents, is not counted against your plan. Keep that in mind before chaining extra steps.
03Do AdvicePay triggers work in real time?
No. All four AdvicePay triggers are polling ones, so Zapier checks your account on a timer rather than being told the instant something happens. On the free plan that check runs every 15 minutes. Professional brings it down to 2 minutes, and Team and Enterprise to 1 minute. Paid plans also let you change the interval or run a check by hand from the editor. You will not see the lightning bolt that marks instant triggers.
04What does it take to connect AdvicePay?
An AdvicePay account you can log in to, and read or write access on any records you do not own but want the Zap to touch. The connection happens from the Apps page of your Zapier account: click + Add connection, pick AdvicePay, sign in in the tab that opens and grant access. Once linked, every Zap that uses AdvicePay reuses that same connection without repeating the sign-in. If Create Client then fails, look at the Advisor field first: it is required.
05Why does Create a Subscription fail on a new client?
Because the client has to exist in AdvicePay before a subscription can be attached to them. Create a Subscription, like Create an Invoice, does not create the person on the fly. Put Find Client in front of it with the create box ticked, which turns it into Find or Create Client, and the Zap makes the record when the email is unknown. Also check the first due date sits in the future, since the action rejects a date in the past.
06What if the AdvicePay operation you need is missing?
Then Zapier simply does not offer it for AdvicePay today. The list is four triggers, eight actions and one search, and none of the actions edits or deletes a client, an invoice or a subscription. A workaround sometimes exists, for instance reading a record with Get an Invoice by ID and handling the change in another app. If the gap is central to the workflow, it is worth comparing what other automation tools expose for AdvicePay before building around it.
07Zapier, Make or n8n for AdvicePay?
It depends on the criterion. If AdvicePay is not on the other platform, Zapier wins by default because it is the one that ships the connector. If cost per run matters most, compare how each tool counts an execution against the tasks Zapier bills per action. If you need instant triggers, none of the four AdvicePay triggers on Zapier offers one, so check whether another tool can receive events directly. Pick on these points rather than on a ranking.
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