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AgencyPro Zapier integrationAutomate AgencyPro with Zapier.

The AgencyPro Zapier integration gives you 22 triggers, 9 actions and 2 searches. Every one of the 22 triggers is instant, so a new request, ticket or invoice in your client portal starts a Zap straight away, even on the free plan.

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Overview

What the AgencyPro Zapier integration actually does

AgencyPro is a client portal and project tool built for agencies: requests, tickets, invoices and client messages live in one place. Zapier connects it to your other apps without code. The integration listens to what happens in AgencyPro, then writes back into it: new clients, comments, tickets, tags, statuses and assignees.

Picture a small design studio. Three results come up again and again.

No request without an owner. Request Created starts the Zap, and Update Request Assignee hands the request to the right designer before anyone has to ask who is on it.

Reviews you can find later. Review Created fires when a client leaves a review on a request, and Add Tag marks that request so the account manager can pull every reviewed job in one view.

A heads-up when a retainer ends. Service Subscription Cancelled fires the moment a client stops a recurring service, and Create Ticket opens a follow-up ticket for the person who owns the account.

What Zapier does not do here: it cannot edit an invoice, a ticket or a payment. Those records start Zaps, but the only things the integration writes are clients, requests, comments, tickets, messages and tags. Ticket and invoice changes stay a job for AgencyPro itself.

This site has no n8n or Make page for AgencyPro yet. If you are weighing platforms, Make vs Zapier sets out the criteria, and the Zapier review covers the tool as a whole.

Vocabulary

Zapier vocabulary in one minute

Eight words carry the rest of this page. Each one is explained once here, then used as is.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier sits and waits for that event to show up.
Action
What the Zap does after it starts: the step that writes, sends or changes something in an app on your behalf.
Task
The unit Zapier bills. One action completed successfully is one task, and your plan allowance counts those.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is reported by the app the moment the event happens.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already in an app, such as a client, so later steps can reuse what it found.
Connection
Your AgencyPro account linked to Zapier once, then reused by every step in every Zap that touches AgencyPro.
Cost

What an AgencyPro Zap really costs

Zapier bills completed actions, never triggers. AgencyPro is not a premium app, so it works on the free plan.

  • Free plan tasks100 per month
  • Free plan Zap size2 steps: one trigger, one action
  • Premium appNo
  • Instant triggers22 out of 22

Each action that succeeds costs one task, so a Zap with three actions uses three times what a one-action Zap uses. A failed action costs nothing, and neither does watching for new events. The free plan gives 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger, one action. Adding a filter, a search or a second action turns it into a multi-step Zap, which needs a paid plan. The interval grid below only concerns polling triggers; AgencyPro has none, so every plan gets its events immediately.

Connect

Connect AgencyPro to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. You need an AgencyPro account first, plus read or write access to any client or request you do not own yourself.

  2. 02

    Pick AgencyPro

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

  3. 03

    Sign in and allow access

    Log in to AgencyPro in that tab and grant Zapier access to the account. The tab closes, and the connection now shows on your Apps page, ready for every Zap you build with AgencyPro.

First Zap

Build your first AgencyPro Zap

GoalEvery new request from a client gets an assignee and a tag, but only when it matches the condition you set.

  1. 01

    Create the Zap

    Start a new Zap and choose AgencyPro as the app that starts it, with Request Created as the event. Pick the connection you added earlier.

  2. 02

    Test the trigger

    Run the test. Zapier pulls the three most recent requests from your account, so map the next steps on a real one rather than on dummy data.

  3. 03

    Add the filter

    From the plus icon add Filter, then fill the three boxes: the field to check, the rule, the value. Pick a text rule for text, or the filter never passes.

  4. 04

    Assign and tag

    Add Update Request Assignee, map the request from the trigger and choose who takes it. Then add Add Tag on the same request with the tags you want.

  5. 05

    Test and publish

    Test each action once and read what came back. Then click Publish. This Zap has four steps, so it runs on a paid plan only.

Triggers

AgencyPro triggers: 22 events, all instant

22 events start a Zap when something happens in AgencyPro, and 22 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Client Created

Instant trigger

In Zapier“Triggers when a new client is created.”

Fires as soon as someone adds a client to AgencyPro, whether a teammate typed it in or another Zap created it. The new client becomes the starting point for whatever comes next.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
send a welcome message or open an onboarding request the minute a client lands in the portal.
Watch out
clients that already existed before you published the Zap never fire it, so older accounts need a separate pass.
2

Client Deleted

Instant trigger

In Zapier“Triggers when a client is deleted.”

Removing a client in AgencyPro sets this one off. It lets the rest of your tools learn that the relationship is over without anyone retyping the news.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
warn the account manager or close the loop in a CRM when a client disappears from the portal.
Watch out
the client is gone from AgencyPro by the time the Zap runs, so a later step that searches for it there will come back empty.
3

Client Updated

Instant trigger

In Zapier“Triggers when a client is updated.”

Any edit to an existing client record starts the Zap: a new email, a renamed contact, a different organization. It keeps your other tools in step with the portal.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
push corrected contact details to the mailing tool your studio uses for project updates.
Watch out
pairing it with Update Client on the same records creates a loop, because every update fires the trigger again.
4

Comment Created

Instant trigger

In Zapier“Triggers when a new comment is created against a request.”

Every new comment posted on a request kicks off this trigger. Comments are where most client back-and-forth happens, so this is the event that tells you a conversation moved.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
ping the project lead in a chat tool when a client replies on an open request.
Watch out
a Zap that answers with Create Comment fires itself again, so add a filter that ignores comments written by the Zap.
5

Comment Deleted

Instant trigger

In Zapier“Triggers when a comment is deleted.”

When a comment on a request is removed, Zapier hears about it here. It is a quiet event, but useful for anyone who needs a record of what was said and later withdrawn.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
log deletions in a spreadsheet when your agency keeps an audit trail of client exchanges.
Watch out
the comment no longer exists in AgencyPro, so do not plan a later step that tries to read it back from there.
6

Invoice Created

Instant trigger

In Zapier“Triggers when a new invoice is created.”

A fresh invoice in AgencyPro starts this Zap. It is the hook for anything your finance side does outside the portal, from bookkeeping to a reminder in the team channel.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
copy each new invoice into the accounting tool your bookkeeper actually works in.
Watch out
the integration has no action that edits invoices, so corrections still happen by hand in AgencyPro.
7

Invoice Deleted

Instant trigger

In Zapier“Triggers when an invoice is deleted.”

Deleting an invoice inside AgencyPro fires this trigger. If the same invoice was copied elsewhere, this is the signal to clean up the copy.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
flag the matching entry in a finance sheet so nobody chases a bill that was cancelled.
Watch out
invoices removed before the Zap was published are not reported, so an existing copy elsewhere may still hold stale lines.
8

Invoice Updated

Instant trigger

In Zapier“Triggers when an invoice is updated.”

Changes to an invoice that already exists set this one off. Whatever changed on it, the Zap gets the invoice as it stands after the edit.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keep an external revenue tracker aligned with the invoice as it evolves.
Watch out
several quick edits mean several runs, and each run spends tasks on every action that follows, so check the volume on a busy month.
9

Request Created

Instant trigger

In Zapier“Triggers when a new request is created.”

This is the heart of most AgencyPro Zaps: a client or a teammate opens a new request, and Zapier gets it right then. The client portal starts most of its work here.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
route each request to an owner, tag it, or post it in the channel your designers watch.
Watch out
on the free plan the Zap can do only one thing with it, since a second action makes it multi-step.
10

Order Form Submitted

Instant trigger

In Zapier“Triggers when a order form is submitted.”

Fires when someone fills in and sends one of your AgencyPro order forms. For agencies that sell packaged services, it marks the moment a prospect says yes.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
create the client record and alert sales the second an order arrives.
Watch out
test it with a real form submission, because the trigger test brings back the three latest ones and an untouched form gives nothing to map.
11

Organization Created

Instant trigger

In Zapier“Triggers when a new organisation is created.”

A new organization in AgencyPro, the company that groups several client contacts, starts this Zap. It works one level above a single client.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
set up a shared folder or a CRM company record for each new account your studio signs.
Watch out
Create Client creates the organization itself when the name it receives matches none, so a typo in that field gives you an extra company record.
12

Organization Deleted

Instant trigger

In Zapier“Triggers when an organization is deleted.”

Removing an organization from AgencyPro is reported here. It usually means a whole account is closed, not just one contact.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
archive the matching company in your CRM so the sales team stops treating it as active.
Watch out
anything a later step would look up inside that organization is gone too, so keep the downstream steps outside AgencyPro.
13

Organization Updated

Instant trigger

In Zapier“Triggers when an organisation is updated.”

Edits to an existing organization fire this one: a new name, a change in details, a reshuffle of the account. It mirrors Client Updated one level up.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keep the company name identical in AgencyPro, the CRM and the invoicing tool after a rebrand.
Watch out
a minor edit counts as an update too, so add a filter if only some changes should go further.
14

Payment Created

Instant trigger

In Zapier“Triggers when a payment record is created.”

Once a payment record exists in AgencyPro, this trigger starts the Zap. It is the closest thing to a paid signal the integration offers.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
thank the client with Send Message, or post the news in the channel your finance people watch.
Watch out
a payment record is not the same as money on the bank account, so keep reconciliation where your finance team already does it.
15

Request Deleted

Instant trigger

In Zapier“Triggers when a request is deleted.”

Here Zapier learns that a request was removed from AgencyPro. Teams that mirror requests in another tracker need this to avoid ghost tasks.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
close the twin card on a project board the developers use day to day.
Watch out
Find Request will not find a deleted request, so do not chain it after this trigger.
16

Request Updated

Instant trigger

In Zapier“Triggers when a request is updated.”

Any change on an existing request starts this Zap, from a new status to a new assignee. On an active account, expect it to fire often.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
tell the client by message when the work moves forward, or update a dashboard.
Watch out
writing to the same request with Update Request Status, Update Request Assignee or Add Tag can loop and burn through tasks.
17

Review Created

Instant trigger

In Zapier“Triggers when a new review is added against a request.”

A client leaves a review on a request, and this trigger fires. It turns feedback into something the rest of the team can act on.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
collect every review in a sheet the team reads together, or tag the request as reviewed.
Watch out
only reviews posted after publication count, so earlier feedback has to be exported another way.
18

Service Subscription Cancelled

Instant trigger

In Zapier“Triggers when a service subscription is cancelled.”

Fires when a client stops a recurring service in AgencyPro. For agencies on retainers, this is the earliest churn signal the integration gives.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
open a follow-up ticket for the account owner so someone calls before the client is fully gone.
Watch out
the follow-up step decides how useful this is, so pick an assignee who actually owns retention.
19

Service Subscription Created

Instant trigger

In Zapier“Triggers when a new service subscription is created.”

A client signing up to one of your recurring services starts this Zap. It is the mirror image of the cancellation trigger.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
kick off the onboarding: a first request, an assignee, a welcome note.
Watch out
doing all three needs several actions, which means a multi-step Zap and a paid plan.
20

Ticket Created

Instant trigger

In Zapier“Triggers when a new ticket is created.”

New support tickets land here first. However the ticket got there, the Zap sees it immediately.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
alert the on-call person in a chat tool for urgent tickets, behind a filter on priority.
Watch out
a Zap that answers with Create Ticket would fire itself, so never write tickets back from this trigger.
21

Ticket Deleted

Instant trigger

In Zapier“Triggers when a ticket is deleted.”

When a ticket is removed from AgencyPro, Zapier is told here. It keeps outside copies of the support queue honest.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
clear the matching row from the support report your manager reads.
Watch out
the integration cannot recreate or edit tickets other than through Create Ticket, so a deletion is final from Zapier's side.
22

Ticket Updated

Instant trigger

In Zapier“Triggers when a ticket is updated.”

Each edit on an existing ticket triggers the Zap, whatever changed on it. On a busy support desk, expect it to fire often.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
notify the client by message when someone on the team touches their ticket.
Watch out
every update starts a run, and each action after it costs a task, so filter down to the changes that matter.
Actions

AgencyPro actions: what the Zap can write

AgencyPro gives you 9 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Tag

Action

In Zapier“Adds a tag to a request or organisation in the system.”

Attaches one or more tags to a request so it can be sorted and filtered later.

When to use it
mark requests that came from a given form or a given campaign.
Watch out
pick tags that already exist in your account, since the field asks you to choose from them.
2

Create Client

Action

In Zapier“Creates a client in the system.”

Adds a new client to AgencyPro with a name, an email and an organization, all three required.

When to use it
turn a signed proposal in another tool into a portal account without retyping.
Watch out
if the organization name does not exist yet, AgencyPro creates it, so a typo gives you a duplicate company.
3

Create Comment

Action

In Zapier“Creates a comment in the system against a request.”

Posts a comment on a request, with the text and a yes or no on whether it stays internal.

When to use it
leave the team a private note when something happens elsewhere, such as a payment.
Watch out
get the internal setting wrong and the client reads a note meant only for staff.
4

Create Request

Action

In Zapier“Creates a request in the system.”

Opens a new request in the portal from data that arrives in another app.

When to use it
a brief sent through a website form becomes a request your team can pick up.
Watch out
if Request Created starts another Zap of yours, this action will set that one off too.
5

Create Ticket

Action

In Zapier“Creates a ticket in the system.”

Logs a support ticket in AgencyPro. It is the most demanding action: client, title, description, priority, ticket type and assignees are all mandatory.

When to use it
a bug reported by email becomes a ticket with the right owner.
Watch out
the priority, type and assignee lists come from your account, so set them up first.
6

Send Message

Action

In Zapier“Send and creates a message record.”

Sends a message to a recipient in AgencyPro and keeps a record of it, using a recipient and some content, both required.

When to use it
confirm to a client that their order was received.
Watch out
both fields are required, so the Zap must carry a recipient and some text to put in them.
7

Update Client

Action

In Zapier“Updates a client in the system.”

Changes an existing client. Name, email and organization are required on every run, not only the field you meant to change.

When to use it
sync a corrected email from your CRM.
Watch out
leave a required box blank and the step fails; map all three even when only one moves.
8

Update Request Assignee

Action

In Zapier“Updates a request's Assignee in the system. Request can be unassigned as well.”

Sets who works on a request, and can also leave it with nobody assigned.

When to use it
hand each new request to the person who owns that kind of work.
Watch out
the assignees field is required, so to clear an owner check how the step expresses an empty choice before publishing.
9

Update Request Status

Action

In Zapier“Updates a request's status in the system.”

Moves a request to another status from the list your account uses.

When to use it
a client review on a request moves it to the next stage of your workflow.
Watch out
do not combine it with Request Updated as the trigger on the same request, or the Zap restarts itself.
Searches

AgencyPro searches: find before you write

2 search steps look for data that already exists in AgencyPro, so a later step can use it.

A search step looks for a client or a request that already exists, so the next step can use it. AgencyPro searches sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the lookup goes wrong.

1

Find Client

SearchFind or create

In Zapier“Finds a client in the system.”

Looks up a client already in AgencyPro so a later step can attach work to the right person.

When to use it
before Create Ticket, to fill the client field from an email address.
Watch out
the editor also lists a Find or Create entry for it. That is the same search with the create box ticked, not a separate operation, and it creates the client when none matches.
2

Find Request

Search

In Zapier“Finds a request in the system.”

Finds an existing request so actions like Add Tag or Update Request Status know which one to change.

When to use it
a payment arrives in another tool and you need the request it belongs to.
Watch out
whether it wants an exact value or something close is AgencyPro's call, so test with real data.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap and skips the steps that relied on it. Switched on, the Zap carries on without a result.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into find-or-create: the setting above disappears and the step asks for what it needs to create the missing item.
  3. If multiple search results are found?
    Three choices: keep the first match (the default), stop the Zap, or pass every match on at once.
When it breaks

When an AgencyPro Zap breaks

Zapier links no help article to AgencyPro, and no limit specific to the app is documented. What goes wrong comes from how Zaps work in general.

Four cases cover most surprises on this app. Two of them are loops, because AgencyPro has update triggers and update actions on the same records. Read them before you publish, and the Zapier troubleshooting page covers what to do once a Zap misbehaves.

  • The past is not picked up

    A Zap only sees events that happen after you publish it. Requests, tickets and invoices that already existed stay where they are; moving them is a separate job.

  • Request status loop

    Request Updated as the trigger and Update Request Status on the same request: each update fires the Zap again, and the task count drains quickly.

  • Client record loop

    Same trap one level over: Client Updated starting a Zap that runs Update Client on that client. Add a filter or point the action at another record.

  • Bulk import held back

    Importing many clients or requests at once can make a trigger send a huge batch. Zapier's flood protection may hold those runs back for review.
Need help

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FAQ

AgencyPro and Zapier: your questions

01Is the AgencyPro Zapier integration free?
Yes, AgencyPro is not a premium app, so it runs on Zapier's free plan. That plan includes 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps, one trigger and one action. A Zap that assigns a new request and then tags it has two actions, so it needs a paid plan. Picking the single action that matters most is the way to stay free.
02How many tasks does an AgencyPro Zap use?
One task per action that succeeds, and nothing for the trigger. A Zap where Request Created leads to Create Comment uses one task per request. If the same Zap also sends a message, each request costs two tasks. Failed actions are not billed, and Zapier watching AgencyPro for events costs nothing either. On a busy portal with many new requests each month, count requests times actions to see where the monthly allowance goes.
03Does AgencyPro trigger Zaps in real time?
Yes, all 22 AgencyPro triggers are instant. AgencyPro tells Zapier about each event the moment it happens, so the Zap starts immediately on every plan, the free one included. The polling interval grid, from 15 minutes on Free to 1 minute on Team and Enterprise, does not apply to this app. In the editor, a Zap built on one of these triggers shows a lightning bolt. Nothing needs tuning on your side.
04What does it take to connect AgencyPro to Zapier?
An AgencyPro account, plus read or write access to the clients and requests the Zap will touch if you do not own them. The connection is made once from the Apps page with + Add connection, after which you sign in to AgencyPro and grant access. Every Zap reuses that same connection. When you first test a trigger, Zapier brings back the three most recent items of that account, a quick way to check it is the right one.
05Why does an AgencyPro Zap keep running over and over?
Because it writes to the records its own trigger watches. Request Updated combined with Update Request Status, Update Request Assignee or Add Tag on the same request restarts the Zap after every write. The same happens with Client Updated and Update Client. Each loop spends tasks, so a busy account drains its allowance fast. A filter that lets only some changes through, or an action aimed at another record, stops it.
06What if the AgencyPro action you need is not in Zapier?
Then the integration does not offer it today, and no setting will add it. The 9 actions write clients, requests, comments, tickets, messages, tags, statuses and assignees; nothing edits an invoice, a payment or an existing ticket. Combining a search with an action often covers more ground than it seems, for instance Find Request followed by Update Request Status. For the rest, the change stays manual in AgencyPro. Check the list before you design the Zap.
07Zapier, Make or n8n for AgencyPro?
It depends on three criteria rather than on a winner. Zapier offers a ready AgencyPro app with 22 instant triggers and works on the free plan for two-step Zaps. The cost criterion favors comparing task billing with how each platform counts runs. The flexibility criterion matters when you need an operation the AgencyPro app lacks. Check that AgencyPro is available on the other platform before comparing anything else. Start from what the Zap must do.
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