Keap Zapier integrationAutomate Keap with Zapier.
The Keap Zapier integration gives you 22 triggers, 11 actions and 3 searches, and 18 of those triggers fire instantly. Keap works on the free plan, so a sales or billing routine can start with one trigger and one action.
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What the Keap Zapier integration actually does for you
Linking Keap to Zapier means a Keap event (a payment, a contact tag, a stage change) starts a chain of steps on its own, and those steps write back into Keap or into another tool. You pick the event once, you pick what follows, and nobody on the team has to copy records by hand anymore.
Three outcomes cover most of what people build. First, a follow-up that never slips: Opportunity Stage Moved starts the Zap and Create Task puts the next call on the right desk. Second, clean segmentation: New Payment (All Payment Type) fires, then Tag Contact marks the buyer so your sequences treat them as a customer. Third, a tidy billing trail: New Manual Payment – (Cash, Check) lands, and Create Note writes a line on the contact record for whoever reconciles the books.
Now the part the app page skips. None of the 11 actions deletes anything in Keap, and none creates an opportunity: you can watch the pipeline, you cannot open a deal from Zapier. There is no product search either, only contacts, companies and invoices. And four triggers (New Action Sequence, New Affiliate, New Subscription Plan, New Refund) are checked on a timer, so on the free plan they can lag behind the other 18.
If you are still choosing a tool, the same app is covered on the Keap n8n integration page and the Keap Make integration page, with their own limits.
Zapier words in one minute
Seven words come back on every line below. Here they are in plain English, once.
- Zap
- The automation you build on Zapier: one starting event, then one or more steps that run every single time that event happens.
- Trigger
- The event in Keap that starts the Zap, like a new contact or a payment. Once the Zap is on, Zapier waits for it.
- Action
- What the Zap does after it starts: the step that writes, sends or changes something in Keap for you.
- Task
- The unit Zapier bills. One task is one action that ran and succeeded. Your plan counts those, nothing else.
- Polling vs instant trigger
- Polling: Zapier asks Keap for new items on a timer. Instant: Keap calls Zapier the second the event happens, no waiting.
- Filter
- A step that lets the Zap continue only when the incoming data meets your condition, and quietly stops it otherwise.
- Search step
- A step that looks up something already in Keap (a contact, a company, an invoice) so later steps can reuse it.
What a Keap Zap really costs
Keap is not a premium app, so it runs on the free plan. The bill is counted in tasks, and only a successful action counts as one.
- Free plan100 tasks a month
- Steps per Zap on Free2 (one trigger, one action)
- Premium appNo, Keap works on Free
- Instant triggers18 of 22, any plan
The trigger costs nothing, and neither does Zapier checking Keap, however often it looks. A three-action Zap uses three times what a one-action Zap uses. An action that fails is not billed. The free plan gives you 100 tasks a month and unlimited Zaps, but only two steps per Zap: add a filter, a search or a second action and you are on a multi-step Zap, which needs a paid plan. Keep that in mind: Send Email and Create Note both expect IDs, which often means a search step.
Connect your Keap account in three steps
- 01
Open the Apps page
In your Zapier account, go to Apps, then click + Add connection. A connection is your Keap account linked once, then reused by every step that touches Keap.
- 02
Pick Keap and sign in
Type Keap in the search box of the dialog, select it, then click Add connection. A new tab opens on the Keap login: sign in with the account the Zaps should act as.
- 03
Grant access
Approve the access Zapier asks for. You need a Keap account, plus read or write rights on any records you do not own yourself but want the Zap to read or change.
Your first Keap Zap: a task for every hot tag
GoalWhen a contact gets a tag that signals buying intent, a sales rep gets a dated task in Keap.
- 01
Create the Zap
Start a new Zap and pick Keap as the app that starts it. Choose
New Contact Tagas the event, then select your Keap connection. - 02
Test the trigger
Run the test. Zapier brings back the three most recent tagged contacts from your account, so you map fields on a real record instead of a guess.
- 03
Add the filter
Add a Filter step from the plus icon. Look first at what the test sample actually returns: if a value names the tag, pick it, choose a text rule and type the tag you care about. If none does, drop the filter and keep a two-step Zap.
- 04
Add the action
Add Keap again and choose
Create Task. Fill the two required fields, Title and Due Date, using values from the trigger where they fit. - 05
Test, then publish
Test the action once and check the task in Keap. Then click Publish. With a filter this is a multi-step Zap, so it needs a paid plan.
The 22 Keap triggers
22 events start a Zap when something happens in Keap, and 18 of them are instant: the app calls Zapier straight away, whatever your plan.
New Action Sequence
Polling triggerIn Zapier“Triggers when a new Action Sequence is added.”
Spots each action sequence someone adds to the Keap account and hands it to the Zap, so the people who review automations hear about it without opening Keap.
New Affiliate
Polling triggerIn Zapier“For Ulimate users, triggers when a new affiliate is added.”
Picks up every affiliate added to the account. According to the official description, it is meant for Keap Ultimate users, so check your Keap edition first.
New Appointment Event
Instant triggerIn Zapier“For Ultimate users: triggers when a new appointment is added, deleted, or edited.”
Reacts when an appointment is added, edited or deleted, depending on which of those events you tick. The official description reserves it for Keap Ultimate users.
New Company Event
Instant triggerIn Zapier“Triggers when a company is added, deleted, or edited.”
Watches company records and starts the Zap when one is added, edited or deleted, whichever of those you select in the setup.
New Contact
Instant triggerIn Zapier“Triggers when a new contact is created.”
Fires on every brand-new contact created in the Keap account, before anyone has touched the record.
New Invoice Event
Instant triggerIn Zapier“Triggers when a invoice is added, deleted, or edited.”
Covers the life of an invoice: added, edited or deleted, according to the events you choose in the required setting.
New Note Event
Instant triggerIn Zapier“Triggers when a new note is added, deleted, or edited.”
Listens to the notes on your records and starts when one is added, edited or deleted, depending on the events you tick.
New Opportunity Event
Instant triggerIn Zapier“Triggers when an opportunity is added, deleted, edited, or when the opportunity stage moves.”
Tracks the pipeline broadly: an opportunity added, edited, deleted, or moved to another stage, based on what you select.
New Product Event
Instant triggerIn Zapier“Triggers when a product is added, edited, or deleted.”
Follows your catalog: a product added, edited or deleted starts the Zap, depending on the events picked in the required field.
New Subscription Event
Instant triggerIn Zapier“Triggers when a subscription is added, edited, or deleted.”
Keeps an eye on recurring billing: a subscription added, edited or deleted, whichever you select in the setup.
New Subscription Plan
Polling triggerIn Zapier“Triggers when a new Subscription Plan is added.”
Notices each new subscription plan your team sets up in Keap, which is the offer itself, not a customer buying it.
New Tag Event
Instant triggerIn Zapier“Triggers when a tag is added, edited, deleted, or applied to a contact.”
Covers tags as objects: a tag created, renamed, deleted, or applied to a contact, depending on the events you choose.
New Task (All Tasks)
Instant triggerIn Zapier“Triggers when a task is added, deleted, edited, complete or incomplete.”
Sees every task in the account, whoever owns it, and starts on the events you select: added, edited, deleted, completed or reopened.
New Credit Card Charge - Merchant Only
Instant triggerIn Zapier“Triggers when a new credit card charge is made. (Merchant Only).”
Starts on each new credit card charge processed through Keap. The official label flags it as merchant only, so it concerns accounts that take card payments.
New Invoice
Instant triggerIn Zapier“Triggers when a new invoice is created. This will trigger the moment the invoice is created, before any details are added.”
Goes off as soon as an invoice is created, and only then: edits and deletions are not part of it.
New Manual Payment – (Cash, Check)
Instant triggerIn Zapier“Triggers when a New Manual Payment is added. (Cash or Check).”
Catches payments someone records by hand, cash or check, which never pass through a card processor.
New Payment (All Payment Type)
Instant triggerIn Zapier“Triggers when any payment is made regardless of the payment type. Credit Card Payments, Cash Payments, and Check Payments.”
The widest payment trigger: card, cash and check payments all start the Zap, with no need to build one Zap per method.
New Contact Tag
Instant triggerIn Zapier“Triggers when a tag is applied to a contact.”
Fires whenever a tag lands on a contact. It is the classic way to turn a Keap tag into a signal for the rest of your process.
New Assigned Task
Instant triggerIn Zapier“Triggers when a new task is created. Please note: only tasks assigned to the authenticated user may be retrieved through this trigger. Use the New Task Event trigger to retrieve all tasks.”
Reports new tasks, but only the ones assigned to the Keap user who connected the account to Zapier.
New Refund
Polling triggerIn Zapier“Triggers when a new refund is created.”
Comes in each time a refund is created in the account, which makes it the natural start of any money-back routine.
Updated Contact
Instant triggerIn Zapier“Triggers when an existing contact is updated.”
Starts when an existing contact is updated in Keap. Any change to the record counts, not only new ones.
Opportunity Stage Moved
Instant triggerIn Zapier“Triggers when an opportunity stage is moved.”
Fires only when a deal changes stage, nothing else, which keeps pipeline Zaps quiet and cheap.
The 11 Keap actions
Keap gives you 11 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Operations index
Create Product
ActionIn Zapier“Creates a Product”
Puts a new product in the Keap catalog, named as you choose, with optional settings for active status and subscription-only.
Create Company
ActionIn Zapier“Creates a Company”
Adds a company record to Keap. The only field it insists on is the company name.
Create Invoice
ActionIn Zapier“Creates an invoice with line items.”
Builds a full invoice with a line item for a contact, the heaviest action of the set.
Create Note
ActionIn Zapier“Creates a new note on a contact record”
Writes a note on a contact record, so the history shows what happened without anyone typing it.
Create Task
ActionIn Zapier“Creates a new task on a contact”
Puts a task in Keap with a title and a due date, the two required fields, so a person knows what to do and by when.
Add a Product to an Invoice
ActionIn Zapier“Add a product to an already existing Invoice”
Adds one more product line to an invoice that already exists, instead of rebuilding it.
Remove Tag From Contact
ActionIn Zapier“Remove a tag on a contact.”
Takes tags off a contact, the clean way to move someone out of a campaign.
Send Email
ActionIn Zapier“Send an Email to a list of Contacts.”
Sends an email from Keap to one or several contacts, signed by a Keap user you pick.
Tag Contact
ActionIn Zapier“Apply tags to a contact.”
Applies one or more tags to a contact, which is how most Keap campaigns decide who gets what.
Update Company
ActionIn Zapier“Updates a Company”
Changes an existing company record, identified by its company ID, which is required.
Create or Update Contact
ActionIn Zapier“Creates a new contact or updates an existing contact.”
Writes a contact into Keap, creating it when it is new and updating it when it already exists.
The 3 Keap searches
3 search steps look for data that already exists in Keap, so a later step can use it.
A search step fetches a record already in Keap so the next steps can use its ID. In the editor, searches sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the search does not go as planned.
Find Contact
SearchFind or createIn Zapier“Find a Contact.”
Looks a contact up by a field you choose and a value you supply, both required, and returns the record with its ID.
Find Company
SearchFind or createIn Zapier“Search for a company by name”
Finds a company by its name, the one required field, and returns it with the ID that Update Company needs.
Find Invoice
SearchIn Zapier“Finds an invoice by ID.”
Fetches an invoice from its invoice ID, which is required, so later steps can work on that invoice.
The three settings every search exposes
- Successful if no search results are found?Left on its default, a search that finds nothing stops the Zap there and skips the steps that depended on it. Switched on, the Zap continues empty-handed.
- Create X if it doesn't exist yet?Ticking it turns the search into a find-or-create: the setting above disappears and Zapier asks for the fields needed to create the missing record.
- If multiple search results are found?Three choices when several records match: keep the first one (the default), stop the Zap, or pass all of them on.
When a Keap Zap breaks
Most failures with Keap are not bugs. They come from how triggers fire and what the actions expect.
Six cases account for most of the tickets. When a Zap still misbehaves after these checks, the Zapier troubleshooting guide walks through the next steps.
The past is never picked up
A Zap only reacts to what happens after you publish it. Contacts, payments or invoices that existed before stay untouched; moving them is a separate job.Updated Contact loops on itself
Updated Contact plus Create or Update Contact on the same record fires again and again, and burns your task count fast. Never write back where the trigger watches.A bulk import gets held back
Importing a big list creates a sudden batch of new contacts. Zapier's flood protection can hold such a batch back instead of running every item.The new invoice looks empty
New Invoice fires the instant the invoice exists, before any detail is added. Do not count on lines or totals here; New Invoice Event also hears edits.Assigned tasks go missing
New Assigned Task only sees tasks assigned to the connected user. Tasks given to colleagues never reach it; New Task (All Tasks) does.Tags or recipients rejected
Remove Tag From Contact wants tag IDs, Send Email wants contact IDs. Names and plain addresses are not what these fields take; a search step supplies the IDs.
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