Resources · Zapier integration

BookingKoala Zapier integrationAutomate BookingKoala with Zapier.

The BookingKoala Zapier integration gives you 19 triggers and 1 action, and every trigger is instant: bookings, invoices, payments, customers, providers and ratings reach Zapier as they happen. Here is what each one does, what it costs and where it trips.

See the 20 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the BookingKoala Zapier integration actually does

It connects your BookingKoala account, the booking platform built for service businesses like cleaning, dog walking, spas or tutoring, to Zapier. Each event in BookingKoala (a booking, a payment, a new provider, a rating) can then start an automation, and Zapier can add leads back into BookingKoala.

The big news first: all 19 triggers are instant. BookingKoala tells Zapier the moment something happens, so even on the free plan nothing waits for a 15-minute check. It is the main reason to use this integration.

Three results people build with it. Payment problems handled at once: Booking Charge Declined fires as soon as a card is refused, so the next step can alert whoever chases payments. A team roster that stays current: New Provider, Provider Updated and Provider Deleted follow your cleaners or walkers from hiring to departure. Lost bookings turned into leads: Booking Cancelled plus Create Lead keeps the customer in your follow-up list.

What Zapier does not do here matters as much. There is a single action, so a Zap cannot create a booking, issue an invoice or edit a customer in BookingKoala. There is no search step either. Most of the work goes outward: BookingKoala starts the Zap, another app does the action. For the same app on the other platform, see the BookingKoala Make integration.

Vocabulary

Zapier words, in plain English

Six words come back throughout this page. Here they are once.

Zap
The automation you build in Zapier: one starting event, then one or more steps that run every time that event happens.
Trigger
The event that starts the Zap, like a new booking in BookingKoala. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or saves something for you in an app.
Task
What Zapier bills: one action your Zap completes successfully. Your plan counts tasks and nothing else.
Instant vs polling
Instant means the app calls Zapier itself when the event happens. Polling means Zapier checks on a timer. BookingKoala is all instant.
Filter
A step that lets the Zap carry on only when what arrived meets your condition, and stops it quietly otherwise.
Cost

What a BookingKoala Zap really costs

BookingKoala is not a premium app: it runs on the free plan. You pay in tasks, and the trigger never costs one.

  • Free plan100 tasks a month, unlimited Zaps
  • Free plan Zap size2 steps: one trigger, one action
  • BookingKoala triggers19 instant, never wait for a check
  • Premium appNo, BookingKoala works on Free

Every successful action counts as one task, each on its own. A Zap that creates a lead for each quote spends one task per quote. A failed action is not counted, and a few apps or actions take more than one task. The free plan's real limit is the Zap's size: one trigger, one action, nothing more. A filter or a second action makes it multi-step, and that needs a paid plan. The interval grid below only applies to polling triggers, so none of it slows BookingKoala down.

Connect

Connect BookingKoala to Zapier in three steps

  1. 01

    Open the Apps page

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

  2. 02

    Pick BookingKoala

    Type BookingKoala in the search box of the dialog, select it, then click Add connection. You need an existing BookingKoala account first: Zapier does not create one for you.

  3. 03

    Sign in and grant access

    Sign in to BookingKoala in the tab that opens and let Zapier into the account. If the Zap touches data you do not own yourself, check first that your account has read or write rights on it.

First Zap

Your first Zap: turn cancellations into leads

GoalWhen a booking is cancelled in BookingKoala, keep the customer as a lead, but only for the cancellations you choose.

  1. 01

    Build: pick the trigger

    In the editor, choose BookingKoala as the app and Booking Cancelled as the event, then select your connection. The lightning bolt shows the trigger is instant.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent cancellations of the account. Pick a real one so the next steps map real values.

  3. 03

    Add the filter

    Add a Filter step. Pick one of the fields the test record shows, a rule, and the value to compare with. Use a text rule on text and a number rule on numbers.

  4. 04

    Add the action

    Add Create Lead. In the test record, find the field that holds the customer's email address and map it into Email, the only required field. If the record has no such field, this Zap cannot work as built.

  5. 05

    Test, then Publish

    Test each step and read what came back, then click Publish. With a filter, this is a multi-step Zap, so it needs a paid plan.

Triggers

The 19 BookingKoala triggers

19 events start a Zap when something happens in BookingKoala, and 19 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Booking Card Hold

Instant trigger

In Zapier“Triggered when booking's card put on hold.”

Fires when BookingKoala puts a hold on the card attached to a booking. It tells you the money is reserved, before any charge actually goes through.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a cleaning company wants the office manager told that a large deep-clean job is secured, before the team is dispatched.
Watch out
a hold is not a payment; wait for Booking Charged before treating the job as paid.
2

Booking Charged

Instant trigger

In Zapier“Triggered when booking is charged.”

Starts the Zap once a booking has been charged. It is the event to rely on when your bookkeeping needs money that really came in, not money promised.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a spa owner records every charged appointment in the accounting tool as it happens, without exporting reports by hand.
3

Booking Charge Declined

Instant trigger

In Zapier“Triggered when booking charge is declined.”

Reacts when the charge on a booking is refused. This is the trigger that saves revenue, because it reaches you while the customer still remembers the job.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a dog-walking business sends a payment alert to the person who calls customers back, before the next walk is scheduled.
Watch out
the free plan allows one action after it, so an alert plus a lead is already a paid, multi-step Zap.
4

Booking Completed

Instant trigger

In Zapier“Triggers when a booking is completed.”

Goes off when a booking is marked as completed. It marks the end of the service, which makes it the natural moment for anything that comes after the job.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a tutoring center sends parents a short follow-up after each finished session, while the lesson is still fresh.
5

Booking Cancelled

Instant trigger

In Zapier“Triggered when booking is cancelled.”

Triggers when a booking is cancelled. The customer is still known, the slot is now free, and both facts are worth acting on quickly.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the first Zap on this page, which keeps cancelling customers as leads with Create Lead so nobody drops out of follow-up.
Watch out
a deleted booking is a different event, covered by Booking Deleted.
6

New Invoice

Instant trigger

In Zapier“Triggered when invoice is created.”

Fires as soon as an invoice is created in BookingKoala, before anyone has paid it. It is the starting point for anything that tracks money owed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a cleaning company copies each new invoice into a shared receivables sheet that the accountant reads.
Watch out
changes to that invoice later come through Update Invoice, not here.
7

Customer Updated

Instant trigger

In Zapier“Triggers when a customer is updated (does not trigger on Notes, Addresses, or Billing Info).”

Starts when a customer profile changes. It does not fire on everything, though: edits to Notes, Addresses or Billing Info are left out.

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 a customer's contact details in sync with your mailing list when they change their name or phone number.
Watch out
a new address will never reach Zapier through this trigger, so do not count on it for routing.
8

Booking Deleted

Instant trigger

In Zapier“Triggered when booking is deleted.”

Deleting a booking in BookingKoala, rather than cancelling it, is what sets this off. It is a separate event from a cancellation, so a Zap built on Booking Cancelled will not see it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an operations lead keeps an audit trail of removed bookings in a separate log, so nothing vanishes without a trace.
9

Charge Invoice

Instant trigger

In Zapier“Triggered when invoice is partially paid/ fully paid.”

Fires when an invoice gets paid, whether the payment is partial or full. One invoice can therefore start the Zap several times.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a spa records each payment received against an invoice as soon as it lands, including deposits.
Watch out
a deposit and the final payment are two events, so any action after this trigger costs a task each time.
10

New Booking

Instant trigger

In Zapier“Triggers when a booking is created.”

A booking being created is all it takes: the Zap starts that moment. For most service businesses this is the heartbeat of the account, the event everything else depends 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
a dog-walking company puts every new booking into the team calendar and alerts the walker on duty.
Watch out
changes made after creation come through Booking Updated instead.
11

New Customer

Instant trigger

In Zapier“Triggers when a customer is created.”

Reacts when a customer is created in BookingKoala. It brings a fresh contact into the Zap, ready to be added wherever you keep your customer list.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a tutoring center adds each new family to its email tool so the welcome message goes out without anyone copying addresses.
12

New Provider

Instant trigger

In Zapier“Triggers when a provider is created.”

Fires when a provider is created, meaning a cleaner, walker, therapist or tutor joins your team in BookingKoala.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an operations manager opens an onboarding checklist for each new cleaner without having to remember who was hired.
Watch out
later profile edits for that provider come through Provider Updated.
13

New Quote

Instant trigger

In Zapier“Triggered when quote is created.”

Every new quote created in BookingKoala starts this one. A quote is a customer showing intent without booking yet, which makes it an event worth catching quickly.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the hero Zap on this page: each quote becomes a lead through Create Lead, so sales can call back while the request is fresh.
14

New Rating

Instant trigger

In Zapier“Triggers when a customer rates your service.”

Customer feedback lands here: the Zap starts when a customer rates your service. It is the direct line between what customers think and the people who can act on it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a spa manager receives every rating in the team channel and replies to unhappy customers before they post a public review elsewhere.
15

Provider Deleted

Instant trigger

In Zapier“Triggers when a provider is deleted.”

Removing a provider from BookingKoala sets this trigger off. Use it to close what the provider had access to outside the platform.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when a walker leaves, the office manager gets a reminder to remove them from the shared schedule and the team group chat.
Watch out
a Zap only sees removals made after it is published, not the providers who left before.
16

Provider Payout

Instant trigger

In Zapier“Triggers when provider payments paid”

Payments to your providers are the subject here: the Zap starts once one is marked as paid. It follows the money going out to your team, the mirror of the charges coming in.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a cleaning company logs each payout in its bookkeeping tool so the accountant never has to rebuild it from bank statements.
17

Provider Updated

Instant trigger

In Zapier“Triggers when a provider profile is updated.”

Any update to a provider profile in BookingKoala sets this off. It keeps any list of your team kept outside the platform in step with what is inside it, without anyone retyping changes.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a tutoring center refreshes its internal tutor directory whenever someone changes their profile.
18

Booking Updated

Instant trigger

In Zapier“Triggers when a booking is updated.”

Fires each time a booking is updated, for example a new date or a change of service. It lets whatever copy you keep elsewhere follow the change.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a dog-walking business moves the calendar entry when a customer reschedules, so the walker never shows up on the old day.
Watch out
a busy booking can fire it several times, and each action costs a task.
19

Update Invoice

Instant trigger

In Zapier“Triggered when invoice is updated.”

Edits to an existing invoice in BookingKoala start the Zap. It complements New Invoice, which only sees the creation.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a spa updates the amount owed in its receivables sheet when an invoice is corrected after a service was added.
Watch out
payments arrive through Charge Invoice, so pick the right one before building.
Actions

The BookingKoala action

BookingKoala gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Lead

Action

In Zapier“Creates a Lead in the system.”

Adds a lead to BookingKoala. It is the only way a Zap can write into the platform, and the only field it insists on is Email.

When to use it
a contact form on your website or a quote request should land in BookingKoala as a lead, ready for follow-up.
Watch out
no email, no lead; map that field from a step that is sure to carry one.
When it breaks

When a BookingKoala Zap breaks

Zapier attaches no help article of its own to BookingKoala, and no app-specific limit is documented. What breaks is general Zapier behaviour, applied to a booking platform.

Four cases to know before you build, one of them tied to its update events. If a Zap stops for a reason that is not here, the Zapier troubleshooting guide is the next stop.

  • Past bookings are never sent

    A Zap only reacts to what happens after you publish it. The bookings, invoices and customers already in BookingKoala stay where they are: moving them is a separate job.

  • Some customer edits stay silent

    Customer Updated ignores changes to Notes, Addresses and Billing Info. A Zap waiting for a new address will simply never start.

  • A bulk import held back

    After a migration or a bulk import, BookingKoala can send a sudden flood of events. Zapier's flood protection may hold them back instead of running everything.

  • Update triggers fire often

    Booking Updated, Update Invoice and Charge Invoice can start several times for one record. Each run that ends in an action is a task, so watch the count.
Need help

Need help automating BookingKoala with Zapier?

A person reads every message.

FAQ

BookingKoala Zapier integration: your questions

01Is the BookingKoala Zapier integration free?
Yes, on Zapier's side. BookingKoala is not a premium app, so it works on the free plan, which gives 100 tasks a month and unlimited Zaps. The limit is the size of each Zap: on Free, one trigger and one action. Adding a filter or a second action makes it a multi-step Zap, which needs a paid plan. Since all 19 BookingKoala triggers are instant, the free plan loses nothing on speed here, which is the most useful thing to know before you pick a plan.
02How many tasks does a BookingKoala Zap use?
One task per action that completes successfully, and nothing for the trigger. BookingKoala sending an event to Zapier is free. So a Zap from New Quote to Create Lead costs one task per quote. A Zap with two actions after New Booking costs two per booking. Failed actions are not counted. Keep an eye on the update triggers, such as Booking Updated or Charge Invoice, which can start several times for one booking or invoice.
03Does BookingKoala work in real time with Zapier?
Yes. All 19 BookingKoala triggers are instant: the app calls Zapier the moment the event happens, and the Zap starts straight away whatever your plan. The polling interval grid, 15 minutes on Free down to 1 minute on Team and Enterprise, does not apply to them. In the editor, a Zap built on one of these triggers shows a lightning bolt. The type is set by BookingKoala itself and cannot be changed from Zapier.
04What does connecting BookingKoala to Zapier require?
A BookingKoala account, and rights on the data the Zap will touch. If the Zap works on records you do not own yourself, your account needs read or write access to them first. The connection starts from the Apps page of Zapier with + Add connection: search for BookingKoala, sign in to it in the tab that opens and grant access. Every BookingKoala step then reuses that same connection, so you only do this once.
05Why doesn't Customer Updated fire when an address changes?
Because BookingKoala leaves those edits out. The Customer Updated trigger fires when a customer profile changes, but not when the change is in Notes, Addresses or Billing Info. A Zap that waits for a new address or new billing details will therefore never start. If those fields matter to you, there is no other visible BookingKoala trigger that reports them, so they have to be handled outside Zapier, by hand or in another tool.
06What if the BookingKoala action that is needed does not exist?
Then Zapier cannot do it with this app today. The integration has 19 triggers and 1 action, Create Lead, and nothing else: no way to create a booking, edit a customer or issue an invoice from a Zap, and no search step. The usual way around is to let BookingKoala start the Zap and do the work in another app. If you need to write more into BookingKoala, check what other automation tools expose before forcing a workaround.
07Zapier, Make or n8n for BookingKoala?
It depends on your criteria, not on a winner. On Zapier, BookingKoala works on the free plan with 19 instant triggers and 1 action, in two-step Zaps until you pay. The criteria worth comparing are how each tool bills a run, how many steps you get before paying, and which BookingKoala operations each one exposes. Check those three against the automation you plan, then keep the tool that covers it with the fewest workarounds.
Same platform

Other docs you might need on this stack.

Browse all integrations