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ChargeOver Zapier integrationAutomate ChargeOver with Zapier.

The ChargeOver Zapier integration gives you 13 triggers, 8 actions and 7 searches. Every trigger is instant, so a new customer, invoice or payment starts your Zap right away, even on the free plan. Here is what each step does, what it costs, and where it breaks.

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Overview

What the ChargeOver Zapier integration actually does for you

The integration links your ChargeOver billing account to Zapier, so that something happening in ChargeOver (a customer signs up, an invoice changes status, a payment lands) can set off work elsewhere, and so that other steps can write customers, quotes, invoices and subscriptions back into ChargeOver. No code, and no export to clean up afterwards.

Three results people build with it. First, a subscription that exists the moment the customer does: New Customer starts the Zap, Create a Subscription follows. Second, a recovery attempt on overdue accounts: Subscription Status Changed spots the switch to Overdue, Find Customer pulls the customer, Attempt a Payment charges the card or bank account on file. Third, a quote that turns into an invoice: Quote Status Changed starts things, Create an Invoice writes the bill.

Now the honest part. There is no delete action at all, so nothing gets erased from ChargeOver by a Zap. The only record you can edit is a customer, with Update a Customer: invoices, quotes and subscriptions can be created, and a subscription can be cancelled, but none of them can be changed. No search can create the item when it finds nothing either.

Weighing tools? There is a ChargeOver Make integration page too, and a Make vs Zapier comparison.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on this page. Here they are in plain English, once.

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 waits for that event and nothing else.
Action
What the Zap does once it has started: the step that creates, sends or changes something for you in an app.
Task
The unit Zapier bills. One action your Zap completes successfully is one task, and your plan 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. Every ChargeOver trigger is instant.
Filter
A step that lets the Zap carry on only when the incoming data meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already stored in an app, so later steps can reuse what it found, like an ID.
Multi-step Zap
Any Zap that goes beyond one trigger and one action. A second action, a filter or a search makes one, and it needs a paid plan.
Cost

What a ChargeOver Zap really costs

Zapier counts tasks, and only successful actions are billed.

  • TriggerFree, never billed
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo

The ChargeOver trigger never costs a task, and Zapier looking for new events is free too. Each action that goes through counts once; one that fails is not billed. ChargeOver is not a premium app, so it runs on the free plan: 100 tasks a month and unlimited Zaps. The catch is size. A free Zap holds one trigger and one action. Add a filter or Find Customer and it becomes multi-step, which needs a paid plan. The polling grid below does not touch you here, since every ChargeOver trigger is instant.

Connect

Connect your ChargeOver account in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a ChargeOver account, plus access to any records you do not own that the Zap should touch.

  2. 02

    Find ChargeOver and add it

    Type ChargeOver in the search box of the dialog, pick it, then click Add connection. A new tab opens on the ChargeOver side, where the sign-in happens.

  3. 03

    Sign in and grant access

    Log in to ChargeOver in that tab and allow Zapier to use the account. This connection is then reused by every ChargeOver step you build, in any of your Zaps.

First Zap

Your first ChargeOver Zap: chase an overdue subscription

GoalWhen a subscription moves to Overdue, find the customer and try the payment again on the card or bank account on file.

  1. 01

    Build: pick the trigger

    Start a Zap, choose ChargeOver as the app, then Subscription Status Changed as the event, and select the connection you just made.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent matching items from your account, so you map fields on a real subscription.

  3. 03

    Add the filter

    From the plus icon, add Filter. Pick the status field, a text rule, and type Overdue. Any other status stops the Zap here.

  4. 04

    Find the customer

    Add Find Customer. Choose what to search by in Find..., then map a value the trigger brought back into That equals.... Test it.

  5. 05

    Charge and publish

    Add Attempt a Payment, map the Customer ID from the search, set the Payment Amount, test each step, then Publish. Four steps means a paid plan.

Triggers

ChargeOver triggers: 13 events, all instant

13 events start a Zap when something happens in ChargeOver, and 13 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Contact

Instant trigger

In Zapier“Triggers when a new contact is added to ChargeOver.”

Fires as soon as someone adds a contact in ChargeOver, for example a second billing contact, an accountant or a buyer on the client side.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
your account manager wants to hear about every new finance contact so they can introduce themselves before the next invoice goes out.
Watch out
a contact is not a customer. If the Zap needs the company record, pair this with a customer step rather than expecting it from the contact.
2

Contact Was Updated

Instant trigger

In Zapier“Triggers when a contact is updated in ChargeOver.”

Starts the Zap each time a contact's details change in ChargeOver. Any edit to the contact counts, so the Zap cannot be told to watch one field only.

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 contact's email or phone gets corrected in billing and the same change should reach the list your support team works from.
Watch out
every edit counts, even a trivial one. Put a filter right after it if only one kind of change matters, otherwise each touch on a contact spends a task downstream.
3

New Customer

Instant trigger

In Zapier“Triggers when a new customer is added to ChargeOver.”

The trigger Zapier highlights for ChargeOver: a fresh customer record shows up and your Zap begins. It is the natural start of an onboarding flow.

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 SaaS company signs a new account and wants the matching subscription created straight away with Create a Subscription, instead of someone copying it in by hand.
Watch out
a bulk customer import fires it once per customer. Before a migration, turn the Zap off or expect a flood of runs, and possibly Zapier holding the batch back.
4

Customer Was Updated

Instant trigger

In Zapier“Triggers when a customer is updated in ChargeOver.”

Reacts to any change on a customer record in ChargeOver: a new address, a new company name, a changed setting on the account.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
your sales team keeps the client list in another tool, and a corrected billing address in ChargeOver should land there too, so nobody ships paperwork to the old office.
Watch out
never end this Zap with Update a Customer on the same record. The update counts as a change, the trigger fires again, and the Zap loops while your task count drains.
5

New Invoice

Instant trigger

In Zapier“Triggers when a new Invoice is added to ChargeOver.”

Each time an invoice is added in ChargeOver, the Zap kicks off with that invoice in hand.

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 managed IT provider wants every invoice it issues announced to the account owner, so nothing surprises the client when the bill arrives.
Watch out
a new invoice is not a paid one. If your process cares about money received, start from the transaction triggers instead.
6

Invoice Status Changed

Instant trigger

In Zapier“Triggers when a invoices status changes in ChargeOver.”

Watches the life of an invoice rather than its birth: the Zap starts whenever an existing invoice moves from one status to another in ChargeOver.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
your collections person only wants a ping when an invoice moves to a status that needs action, not for every bill that goes out.
Watch out
it fires on every status change. Add a filter on the status value you care about, and test it against a real sample so the text rule matches exactly what ChargeOver sends.
7

New Item (Product, Discount)

Instant trigger

In Zapier“Triggers when a new item (product, discount) is added to ChargeOver.”

Covers your catalog: a product or a discount gets added in ChargeOver and the Zap picks it up. Handy when pricing lives in ChargeOver but other teams need to know.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
product marketing launches a new plan add-on and the sales team should learn about it the day it exists in billing, not a month later.
Watch out
products and discounts arrive through the same trigger. If only one of them matters, a filter has to tell them apart.
8

New Quote

Instant trigger

In Zapier“Triggers when a new quote is added to ChargeOver.”

A quote gets created in ChargeOver, before anyone has said yes, and your Zap is off. It is the earliest signal of a deal in billing.

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 sales manager wants to see every quote her team sends, as it goes out, to spot discounts that drift too far.
Watch out
a quote is not a yes. Keep anything that commits money for Quote Status Changed instead.
9

Quote Status Changed

Instant trigger

In Zapier“Triggers when a quotes status changes in ChargeOver.”

Follows a quote after it leaves your hands: whenever its status moves in ChargeOver, the Zap runs with the updated quote.

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 agency wants an invoice written with Create an Invoice as soon as a client's quote reaches the status that means the work is approved.
Watch out
without a filter on the target status, every move creates an invoice, including the ones that mean the quote fell through.
10

New Subscription

Instant trigger

In Zapier“Triggers when a new subscription is added to ChargeOver.”

One of the three triggers Zapier puts forward for ChargeOver. A recurring plan is set up for a customer and your Zap starts with 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 membership business wants each new member welcomed by the right person the day their subscription starts, not when someone remembers.
Watch out
if another Zap of yours creates subscriptions with Create a Subscription, this trigger fires on those too. Make sure the two Zaps do not feed each other.
11

Subscription Status Changed

Instant trigger

In Zapier“Triggers when a subscription status changes (e.g. from "Current" to "Overdue") in ChargeOver.”

The trigger for churn and payment trouble: it fires when a subscription's status shifts in ChargeOver, for example from Current to Overdue.

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 moment a subscription turns Overdue, finance wants a second payment attempt, as in the Zap drawn above.
Watch out
it reports each change once. A filter checks the status the event carries; it cannot wait for a later status on the same subscription, so build one Zap per status you act on.
12

New Transaction (Payments, Refunds, Credits)

Instant trigger

In Zapier“Triggers when a new transaction (payment, refund, credit, etc.) is added to ChargeOver.”

Highlighted by Zapier too: any new transaction in ChargeOver, be it a payment, a refund or a credit, starts the Zap. This is where the money moves.

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 training company wants its bookkeeper told about each refund as it happens, without opening ChargeOver every morning.
Watch out
payments, refunds and credits share this trigger. Without a filter on the type, a refund is treated like a sale.
13

Transaction Status Changed

Instant trigger

In Zapier“Triggers when a transaction status changes in ChargeOver.”

Tracks transactions after they are recorded: whenever a payment, refund or credit changes status in ChargeOver, this one runs.

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 card payment that does not go through should alert the account owner at once, so they can call the client the same day.
Watch out
statuses are text. Pick a text rule in the filter and copy the value from a test sample, or the filter never lets anything through.
Actions

ChargeOver actions: what a Zap can write

ChargeOver 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 a Contact

Action

In Zapier“Create a new contact in ChargeOver.”

Writes a new contact into ChargeOver, the person who receives or approves the bills on a customer account.

When to use it
a client sends the name of their new accounts payable lead and you want billing to know without retyping it.
2

Create a Customer

Action

In Zapier“Create a new customer in ChargeOver.”

Adds a new customer account to ChargeOver from data an earlier step brought in. Zapier highlights it among the ChargeOver actions.

When to use it
a deal is marked won elsewhere and billing needs the customer ready before the first invoice.
Watch out
it always creates. Run Find Customer first if the same client might come through twice.
3

Update a Customer

Action

In Zapier“Update a existing customer in ChargeOver.”

Changes an existing customer in ChargeOver. It is the only edit action of this app, and it requires the Customer ID of the account to change.

When to use it
a client moves offices and the new address should reach billing straight from your CRM.
Watch out
get the ID from Find Customer, and keep it away from a Customer Was Updated trigger on the same record.
4

Create an Invoice

Action

In Zapier“Create a new Invoice in ChargeOver.”

Builds an invoice in ChargeOver for one-off work that no subscription covers.

When to use it
a quote reaches its approved status and the bill should follow at once.
Watch out
invoices cannot be edited from Zapier afterwards, so test the mapping on a real sample before you publish.
5

Create a Quote

Action

In Zapier“Create a new quote in ChargeOver.”

Produces a quote in ChargeOver, so a pricing proposal exists in billing from the start rather than in a side document.

When to use it
a request comes in through your intake process and sales wants the quote drafted in ChargeOver while the lead is warm.
6

Cancel a Subscription

Action

In Zapier“Cancel an existing subscription in ChargeOver.”

Ends an existing subscription in ChargeOver. The required field is the Subscription ID #, so the Zap must know which plan to stop.

When to use it
a client's cancellation request is approved and billing should stop the same day.
Watch out
Find Subscription is the usual way to get that ID into the step.
7

Create a Subscription

Action

In Zapier“Create a new subscription in ChargeOver.”

Starts a recurring plan for a customer in ChargeOver. One of the actions Zapier puts forward, and the natural follow-up to New Customer.

When to use it
New Customer fires and the plan the client bought should start billing without a manual step.
Watch out
no Zapier action edits a subscription later, only Cancel a Subscription.
8

Attempt a Payment

Action

In Zapier“Attempt a payment against the customer's on-file credit card or bank account.”

Tries to charge the customer's card or bank account already on file in ChargeOver. Zapier highlights it. The step needs two things: the Customer ID and the Payment Amount.

When to use it
a subscription turns Overdue and finance wants a retry without logging in.
Watch out
it charges real money. Test on an account you control first.
Searches

ChargeOver searches: look up before you write

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

All seven searches work the same way: you choose what to search by in Find..., then give the value in That equals.... They sit at the bottom of the action event list, under SEARCH. Three settings decide what happens next, and none of these searches can create the item when it is missing.

1

Find Contact

Search

In Zapier“Finds an existing contact by a specified field.”

Looks up a contact already stored in ChargeOver by the field you choose, and hands the match to the next step.

When to use it
before Create a Contact, to check the person is not on file already.
Watch out
the value must match what ChargeOver holds; whether close is good enough is ChargeOver's call.
4

Find Item (Product, Discount)

Search

In Zapier“Finds an existing item (product, discount) by a specified field.”

Finds a product or discount in your ChargeOver catalog so its details can travel into a quote or invoice step.

When to use it
your form captures a plan name and Create a Quote needs the matching catalog item.
Watch out
products and discounts share this search.
5

Find Quote

Search

In Zapier“Finds an existing quote by a specified field.”

Locates a quote that already exists in ChargeOver by the field you pick.

When to use it
a client confirms by email and the Zap must retrieve the quote they are talking about before billing them.
Watch out
pick a field that is unique to one quote.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and the steps that need it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns a search into find-or-create. ChargeOver offers no such variant on Zapier, so plan for the empty case yourself.
  3. If multiple search results are found?
    Three ways out: keep the first match (the default), stop the Zap, or pass every match on at once.
When it breaks

When a ChargeOver Zap breaks

Zapier attaches no help article to ChargeOver, so the traps below come from how Zapier itself behaves.

None of these four cases is specific to ChargeOver, but billing Zaps meet all of them. Stuck on one of them? See Zapier troubleshooting, or hand the build to our Zapier agency.

  • Old records are never picked up

    A Zap only reacts to what happens after you publish it. Customers, invoices or payments created before that are ignored, and moving that backlog is a separate job.

  • Customer Was Updated loops on itself

    Pair Customer Was Updated with Update a Customer on the same record and each update fires the trigger again. The Zap spins and burns through your tasks.

  • A bulk import gets held back

    Importing hundreds of customers or invoices at once fires one event each. Zapier's flood protection can hold such a batch back instead of running it all.

  • The search finds nothing and the Zap stops

    On its default setting, a Find Customer that comes back empty stops the Zap, so Update a Customer or Attempt a Payment never runs. Check the setting or the search value.
Need help

Need help automating ChargeOver with Zapier?

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FAQ

ChargeOver and Zapier: common questions

01Is the ChargeOver Zapier integration free?
Yes, on the free plan, because ChargeOver is not a premium app. You get 100 tasks a month and unlimited Zaps. The limit is the shape of the Zap: one trigger and one action. Anything longer, such as a filter on a status or a Find Customer before Attempt a Payment, turns it into a multi-step Zap, and those need a paid plan. A failed action is not counted against the plan either.
02How many tasks does a ChargeOver Zap use?
One per action that succeeds, nothing for the trigger. A Zap that goes from New Customer to Create a Subscription uses one task each time a customer is created. Add Find Customer and a second action and every run counts each completed action separately. An action that fails is not counted. The trap is volume: a busy trigger such as Customer Was Updated can spend your monthly allowance quickly if no filter narrows it.
03Do ChargeOver triggers work in real time?
Yes. All 13 ChargeOver triggers are instant: ChargeOver tells Zapier the moment the event happens, and the Zap starts right away. That holds on every plan, including the free one, so the polling interval grid of Zapier plans does not apply to this app. In the editor, a Zap built on an instant trigger shows a lightning bolt. The type comes from the app itself and cannot be switched from Zapier.
04What does connecting ChargeOver to Zapier require?
A ChargeOver account, plus access to any records you do not own and want the Zap to change. The connection is made once from the Apps page of Zapier with + Add connection, then a sign-in to ChargeOver in a new tab where you grant access. After that, every ChargeOver step in every Zap reuses that same connection, so you never sign in again for each Zap. If the Zap has to touch records a colleague owns, the connected account needs read or write access to them first.
05Why does Update a Customer or Attempt a Payment fail?
Usually because the Customer ID is missing or wrong. Both actions require it, and Attempt a Payment also requires the Payment Amount. The reliable fix is a Find Customer step just before, searching by a value you do have and passing its ID along. Cancel a Subscription works the same way with the Subscription ID # and Find Subscription. Leave the search setting on its default so a missing customer stops the Zap rather than sending an empty ID.
06What if the ChargeOver operation you want is not available?
Then it is not on Zapier today, and no setting will add it. The ChargeOver app offers no delete action, and only customers can be updated: invoices, quotes and subscriptions can be created, not edited. The workarounds are to rethink the flow around the existing steps, or to check whether another platform covers that part of ChargeOver. The app page on Zapier lists every operation available, so check it before you build.
07Zapier, Make or n8n for ChargeOver?
It depends on your criteria, not on a winner. On Zapier, ChargeOver brings 13 instant triggers, 8 actions and 7 searches, and the instant triggers fire right away even on the free plan. The first criterion is coverage: list the ChargeOver events and records your flow needs, then check which platform exposes them. The second is where your team already builds automations, since a tool nobody opens is not maintained. The third is the size of your Zaps, because multi-step needs a paid plan here.
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