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NinjaPipe Zapier integrationAutomate NinjaPipe with Zapier.

The NinjaPipe Zapier integration gives you 45 triggers, 12 actions and 3 searches. Every trigger is instant, so a won deal or a paid invoice starts your automation straight away, even on the free plan. Here is what each one does and what it costs.

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Overview

What the NinjaPipe Zapier integration does for you

The NinjaPipe Zapier integration links your NinjaPipe CRM (contacts, companies, deals, invoices, tasks) to the other tools you use, without code. Something happens in NinjaPipe, Zapier notices it right away, and another app does the follow-up work for you. It also runs the other way: a form or a sheet elsewhere can create or update records inside NinjaPipe.

Three results people usually build first. A clean contact base: a form answer elsewhere becomes a NinjaPipe contact through Create Contact, then lands on the right list with Add to List. A sales team that never misses a handoff: Deal Won or Pipeline Item Won opens an onboarding task, posts a note to the team chat, or starts a welcome email. Cash you can see: Invoice Paid and Invoice Overdue push payment news into your accounting sheet or your reminder tool the moment it changes.

What Zapier does not do here. It cannot create, send or update invoices, bookings, budgets or signing documents in NinjaPipe: those exist only as triggers, so Zapier can listen to them but not write them. It has no action to delete a company, a deal or a task (only contacts can be deleted). And it never goes back in time: records created before the Zap was switched on stay where they are.

Weighing other tools for the same job? Read the n8n vs Zapier and Make vs Zapier comparisons before you settle on one.

Vocabulary

Zapier words in one minute

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

Zap
The automation you build on Zapier: one event that starts it, then one or more steps that run every time that 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 moves something in another app on your behalf.
Task
The unit Zapier bills: one action that completes successfully. The number on your plan counts these and nothing else.
Instant vs polling
An instant trigger is reported by the app itself, right away. A polling trigger is checked by Zapier on a timer. All NinjaPipe triggers are instant.
Filter
A step that lets the Zap continue only when the incoming data meets a condition you set, and stops it quietly otherwise.
Search step
A step that looks up a record that already exists, so the steps after it can reuse what it found instead of guessing.
Cost

What a NinjaPipe Zap really costs

NinjaPipe is not a premium app, so it works on the free plan. You pay in tasks, and only for actions that succeed.

  • Free plan100 tasks a month, unlimited Zaps
  • Free plan steps1 trigger + 1 action
  • Trigger0 tasks
  • Premium appNo

The trigger never costs a task, and a failed action is not counted. A three-action Zap uses three times more than a one-action Zap. The free plan stops at two steps, one trigger and one action: add a filter, a search or a second action and you need a paid plan. Good news on timing: since every NinjaPipe trigger is instant, the check interval below never slows you down, even on the free plan with its 15-minute grid.

Connect

Connect your NinjaPipe account

  1. 01

    Open your connections

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

  2. 02

    Pick NinjaPipe

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

  3. 03

    Sign in and allow access

    Log in with the NinjaPipe account the Zaps should act for, then grant Zapier access. If that account does not own the records you want to touch, it needs read or write rights on them first.

First Zap

Your first Zap: form answer to tagged contact

GoalEvery NinjaPipe form submission becomes a contact, filed on the right list.

  1. 01

    Create the Zap

    Click to build a new Zap, choose NinjaPipe as the app and Form Submitted as the event, then select your NinjaPipe connection.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent submissions of your account, so you map the next steps on a real answer instead of a blank one.

  3. 03

    Add Create Contact

    Add NinjaPipe with Create Contact. Map the first name and email from the form: both fields are mandatory, and an answer missing either one will fail.

  4. 04

    File it on a list

    Add Add to List, paste the List ID and map the contact ID from the step before. This second action makes the Zap multi-step, so it needs a paid plan.

  5. 05

    Test, then publish

    Test each step once and read what came back. When the contact shows up on the list in NinjaPipe, click Publish to switch the Zap on.

Triggers

NinjaPipe triggers: the 45 events that can start a Zap

45 events start a Zap when something happens in NinjaPipe, and 45 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Booking

Instant trigger

In Zapier“When a booking is created from a booking page.”

Someone picks a slot on one of your NinjaPipe booking pages, and this trigger passes the fresh appointment to Zapier so the next step 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
push each new meeting into a shared calendar or alert the rep who owns that page.
Watch out
only bookings made through a booking page count; slots you add by hand elsewhere will not start the Zap.
2

Budget Created

Instant trigger

In Zapier“When a new budget is created.”

A brand new budget appears in your workspace and Zapier receives it at once, ready to log it or tell someone about 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
copy every new budget line into a finance spreadsheet your controller already reads.
Watch out
NinjaPipe has no action to edit budgets, so the Zap can report on them but never change them.
3

Budget Exceeded

Instant trigger

In Zapier“When expenses exceed the budget.”

Spending has passed the amount set on a budget. This is the alarm bell of the list: Zapier hears about the overrun as soon as NinjaPipe spots 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
ping the project owner in your team chat before anyone approves another expense.
Watch out
it reports the overrun, it does not freeze spending; someone still has to act.
4

Budget Expense Created

Instant trigger

In Zapier“When a new expense is added to a budget.”

Each cost booked against a budget becomes a Zapier event, one per expense line, so nothing slips past the books.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
mirror expenses into an accounting sheet so the finance team sees them the same day.
Watch out
a bulk import of expenses sends a burst of events and can trip Zapier's flood protection.
5

Budget Income Created

Instant trigger

In Zapier“When income is added to a budget.”

The counterpart of the expense trigger: whenever money coming in is recorded on a budget, Zapier gets the new income entry.

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 running margin view in a sheet by logging income next to expenses.
Watch out
income already on the budget before you publish the Zap will never be sent.
6

New Company

Instant trigger

In Zapier“When a new company is created.”

As soon as a company record is added to NinjaPipe, its details travel to Zapier and the rest of your Zap can reuse them.

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 matching folder or client space in your project tool for every new account.
Watch out
pair it with Create Company in another Zap and you may build a loop that creates companies forever.
7

Company Added to List

Instant trigger

In Zapier“When a company is added to a list.”

Putting a company on a list is often a decision (target account, partner, churn risk). This trigger turns that decision into a Zapier event.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
start an account-based campaign the minute a company joins your target list.
Watch out
it fires for any list; if only one list matters, a filter is needed, which means a paid plan.
8

Company Updated

Instant trigger

In Zapier“When company details change.”

Edits to a company record (address, website, industry and so on) reach Zapier the moment someone saves them in NinjaPipe.

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 same company in sync with your billing or support tool.
Watch out
never point this trigger at a Zap that runs Update Company: each update restarts the Zap and eats tasks.
9

Contact Assigned

Instant trigger

In Zapier“When a contact is assigned to a team member.”

When a contact gets handed to a team member, Zapier learns who now owns that person, which makes this the natural start of any routing workflow.

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 new owner by direct message with the contact's name and email.
Watch out
reassigning the same contact twice sends two events, so the owner gets two messages.
10

New Contact

Instant trigger

In Zapier“When a new contact is created.”

Probably the trigger you will use first: every person added to your NinjaPipe CRM is sent to Zapier with their details.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
subscribe each new contact to your newsletter tool or add them to an ad audience.
Watch out
contacts that were already in NinjaPipe before the Zap went live will not be picked up; move that backlog separately.
11

Contact Deleted

Instant trigger

In Zapier“When a contact is deleted (API).”

Removing a contact from NinjaPipe sends a last event to Zapier, so the other tools holding a copy of that person can follow.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
unsubscribe or erase the same person from your mailing tool to keep lists consistent.
Watch out
the record is gone in NinjaPipe, so a search step afterwards will not find it there.
12

Lead Converted

Instant trigger

In Zapier“When a contact becomes a customer.”

The moment a contact turns from prospect into customer, Zapier is told. It is the cleanest signal for everything that should happen after a sale.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
move the new customer into your onboarding sequence and out of sales emails.
Watch out
customers converted before you publish the Zap stay outside it.
13

Lead Qualified

Instant trigger

In Zapier“When a contact becomes qualified.”

One step earlier in the funnel (the path from first contact to sale): this event goes out when a contact is marked as qualified.

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 deal automatically with Create Deal so no qualified lead waits without one.
Watch out
if the same person is qualified again later, a second deal gets created.
14

Contact Added to List

Instant trigger

In Zapier“When a contact is added to a list.”

Lists are how many teams segment people in NinjaPipe. Adding a contact to one now sends that contact to Zapier.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
treat a list as a switch, for example putting someone on a webinar list registers them for it.
Watch out
combine it with Add to List on the same list and the Zap keeps relaunching itself.
15

Contact Updated

Instant trigger

In Zapier“When contact details change.”

Any change saved on a contact (phone, job title, a custom field) travels to Zapier along with the updated record.

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 person's profile identical in your support desk or email tool.
Watch out
a Zap that answers with Update Contact on the same record triggers itself again and again.
16

Databin Received

Instant trigger

In Zapier“When a new payload hits a databin webhook.”

A databin is a NinjaPipe inbox for raw data that other systems post to. Each new delivery it receives is forwarded to Zapier.

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 data from a tool with no Zapier app through NinjaPipe and on to the rest of your stack of apps.
Watch out
what arrives is whatever the sender posted, so test with a real delivery before mapping fields.
17

New Deal

Instant trigger

In Zapier“When a new deal is created.”

Opening a deal in NinjaPipe hands it straight to Zapier with its name and details, before anyone has touched the stage.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
announce new opportunities in a sales channel or log them in a forecast sheet.
Watch out
deals imported in bulk arrive all at once and may be held back by flood protection.
18

Deal Stage Changed

Instant trigger

In Zapier“When a deal moves to a different stage.”

Dragging a deal from one stage to another counts as an event here. Zapier receives the deal and its new stage.

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 the proposal template automatically when a deal reaches your proposal stage.
Watch out
it fires on every move; reacting to one stage only takes a filter and a paid plan.
19

Deal Updated

Instant trigger

In Zapier“When deal details change.”

Broader than the stage trigger, this one reacts to any edit on a deal: amount, close date, owner, notes.

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 reporting sheet aligned with the latest figures of each deal.
Watch out
combined with Update Deal on the same deal, the Zap loops and burns your task count.
20

Deal Won

Instant trigger

In Zapier“When a deal is won.”

The happiest event in the CRM. When a deal is marked won, Zapier gets it instantly and the handover to delivery can begin.

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 a kickoff task with Create Task and tell the delivery team in chat.
Watch out
deals won before the Zap was live will not be replayed.
21

Form Submitted

Instant trigger

In Zapier“When a form receives a submission.”

NinjaPipe forms collect answers on your site or landing pages. Each new answer lands in Zapier with every field the visitor filled 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
turn a demo request into a contact plus a task for the right rep.
Watch out
optional form fields may come in empty, and a mandatory field downstream will then fail.
22

Any Event (Advanced)

Instant trigger

In Zapier“Receives all NinjaPipe webhook events for this workspace. Add a Filter step to match event. Prefer specific triggers above when possible.”

A catch-all: it receives every event your NinjaPipe workspace sends, whatever its type. Handy for logging, but noisy.

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 the whole activity of the workspace into one archive sheet.
Watch out
sorting events requires a filter step (paid plan), and a dedicated trigger above is almost always the better pick.
23

Invoice Created

Instant trigger

In Zapier“When an invoice is created.”

Drafting an invoice in NinjaPipe is enough to wake this trigger; the invoice does not need to be sent yet.

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 your bookkeeping sheet for the month.
Watch out
Zapier cannot edit or send the invoice for you; there is no invoice action.
24

Invoice Overdue

Instant trigger

In Zapier“When an invoice is overdue.”

Payment date passed, still unpaid: NinjaPipe flags the invoice as late and Zapier is told right away.

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 task for the account manager or post a reminder in the finance channel.
Watch out
invoices that were already overdue before you publish are not sent.
25

Invoice Paid

Instant trigger

In Zapier“When an invoice is paid (partial or full).”

Money in. This event goes out on a full payment and also on a partial one, so check the amount before celebrating. The event carries the invoice, so the amount is right there to map.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
update a cash dashboard or thank the client by email.
Watch out
one invoice paid in several instalments fires several times.
26

Invoice Sent

Instant trigger

In Zapier“When an invoice is sent.”

Distinct from the creation trigger, this one waits until the invoice actually leaves NinjaPipe for the 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
start a payment-tracking row the day the client receives the bill.
Watch out
resending the same invoice may send a new event, so your sheet could get a duplicate row.
27

New Order

Instant trigger

In Zapier“When a new order is created.”

Orders recorded in NinjaPipe are pushed to Zapier as they are created, with the order details attached.

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 warehouse or the fulfilment partner as soon as an order exists.
Watch out
there is no order action, so status changes made by others will not flow back automatically.
28

Order Updated

Instant trigger

In Zapier“When order details change.”

Changes on an existing order (quantities, status, notes) trigger a new event carrying the latest version of the order. It covers edits only; brand new orders go through New Order.

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 shared order tracker current for customer support.
Watch out
several quick edits mean several events, and each one may cost a task downstream.
29

Pipeline Item Created

Instant trigger

In Zapier“When a new pipeline item is added.”

Pipelines in NinjaPipe are boards of cards. Adding a card to any board sends that new item to Zapier.

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 every new candidate, project or request card in a central sheet.
Watch out
paired with Create Pipeline Item on the same board, it sets off a loop.
30

Pipeline Item Lost

Instant trigger

In Zapier“When a pipeline item is lost.”

When a card is closed as lost, Zapier hears about it. Lost items are often where the useful lessons hide.

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 short feedback survey or tag the person for a later nurture campaign.
Watch out
reopening and losing the card again will send a second event.
31

Pipeline Item Updated

Instant trigger

In Zapier“When a pipeline item is updated.”

Edits on a pipeline card, whatever the field, reach Zapier as one event per save. Moving a card between columns has its own trigger further down.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
mirror the card into the tool where another team follows the same work.
Watch out
a Zap that answers with Update Pipeline Item on that card keeps restarting itself.
32

Pipeline Item Won

Instant trigger

In Zapier“When a pipeline item is won.”

The board version of a won deal: a card marked as won is reported to Zapier without delay. Use it for boards that are not your main deal pipeline.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
hand a won project to production by creating its first task.
Watch out
cards won before publication do not come through; nothing is replayed.
33

Pipeline Stage Changed

Instant trigger

In Zapier“When a pipeline item moves stage.”

Moving a card between columns of a pipeline board sends Zapier the card and the column it just entered.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
email a candidate automatically when their card reaches the interview column.
Watch out
every move fires, so targeting one column needs a filter on a paid plan.
34

Document Signing Completed

Instant trigger

In Zapier“When a DocSign envelope is fully completed.”

Fires once every recipient of a signing envelope has signed. It is the finish line of the contract, not a single signature.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
mark the deal won elsewhere and start onboarding only when the contract is complete.
Watch out
do not confuse it with Document Signed, which fires per signer.
35

Document Signed

Instant trigger

In Zapier“When a recipient signs (partial).”

Partial progress on a contract: each time one recipient signs, Zapier gets an event, even if others still have to.

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 next signer, or your own manager, that it is their turn.
Watch out
a contract with several signers fires several times; pick the completion trigger for one-off steps.
36

Document Viewed

Instant trigger

In Zapier“When a recipient opens the signing page.”

A recipient has opened the signing page. Nothing is signed yet, but you know the document was seen.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
nudge the sales rep to call while the client has the contract open.
Watch out
opening the page again can send another view, so avoid sending the client an email each time.
37

Subtask Completed

Instant trigger

In Zapier“When a subtask is completed.”

Ticking off a subtask (a checklist item inside a task) is reported to Zapier as soon as it happens.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
track fine-grained progress on a client checklist in a shared sheet.
Watch out
unchecking it later does not cancel the first event; use Subtask Unchecked for that.
38

New Subtask

Instant trigger

In Zapier“When a subtask is created.”

Adding a checklist item under a task creates this event, with the subtask and its parent task.

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 new to-dos into the personal tool of whoever does the work.
Watch out
a template that adds many subtasks at once sends one event each, which adds up quickly.
39

Subtask Unchecked

Instant trigger

In Zapier“When a subtask is unchecked.”

The reverse move: a subtask that was done is reopened, and Zapier is told it is back on the 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
flag rework, for example when a client sends a deliverable back.
Watch out
mis-clicks count too, so a quick check and uncheck will send both events.
40

Subtask Updated

Instant trigger

In Zapier“When a subtask is updated.”

Renaming a subtask or changing its details sends the new version to Zapier. Ticking or unticking it is covered by separate triggers.

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 mirrored checklist in another tool aligned word for word.
Watch out
there is no subtask action, so a Zap cannot write the change back into NinjaPipe.
41

Task Completed

Instant trigger

In Zapier“When a task is completed.”

Closing a task inside a NinjaPipe project hands the finished task to Zapier, ready for the next step in the chain.

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 or the next teammate that their part can start.
Watch out
tasks completed before you switched the Zap on are not sent afterwards.
42

New Task

Instant trigger

In Zapier“When a task is created.”

Any new task added to a project, by hand or by another automation, shows up in Zapier. Whoever creates the task, each new one counts as one event.

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 new tasks to a calendar so the assignee blocks time for them.
Watch out
a Zap that uses Create Task in the same project will retrigger itself.
43

Task Unchecked

Instant trigger

In Zapier“When a task is unchecked.”

A task marked done is opened again. Zapier hears it so your other tools can undo the finished status too.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
reopen the matching card in a client-facing tracker.
Watch out
your other tool must be able to reopen items, or the event has nowhere useful to go.
44

Task Updated

Instant trigger

In Zapier“When a task is updated.”

Due date moved, title reworded, assignee swapped: every saved change on a task becomes a Zapier event. Completing or reopening it has dedicated triggers, so this one is for the other edits.

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 assignee by message when a deadline shifts.
Watch out
answering with Update Task on the same task creates a loop.
45

User Joined Workspace

Instant trigger

In Zapier“When a user accepts a workspace invite.”

A colleague accepted your invitation and is now inside the NinjaPipe workspace. Zapier is told who joined.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
run your onboarding checklist for new hires: welcome message, access to other tools, first tasks.
Watch out
it only fires when the invite is accepted, not when you send it.
Actions

NinjaPipe actions: what a Zap can write

NinjaPipe gives you 12 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add to List

Action

In Zapier“Adds a contact or company to a list. Use contact_id for Contact lists and company_id for Company lists.”

Files a contact or a company on a list you choose: give a contact ID for contact lists, a company ID for company lists.

When to use it
segment people the moment they arrive, by source or by interest.
Watch out
the List ID is mandatory, and a contact ID sent to a company list will not work.
2

Create Company

Action

In Zapier“Creates a company in your workspace.”

Opens a company record in your workspace. Only the company name is required, the rest can be mapped if you have it.

When to use it
create the account when a new client signs in your billing tool.
Watch out
nothing stops duplicates; run Find Company first if the name might already exist.
3

Create Contact

Action

In Zapier“Creates a new contact in your NinjaPipe CRM's Contact list”

Adds a person to your NinjaPipe CRM from data another app collected, such as a form, a chat or a spreadsheet row.

When to use it
capture leads from any source without retyping them.
Watch out
first name and email are both mandatory; a record missing one of them makes the step fail.
4

Create Deal

Action

In Zapier“Creates a deal in your workspace.”

Starts a new deal from outside NinjaPipe, with just a name as the minimum.

When to use it
turn a qualified inbound request into an opportunity your sales team sees on arrival.
Watch out
map a clear deal name, because it is the only mandatory field and what your team will read first.
5

Create Pipeline Item

Action

In Zapier“Creates an item on a pipeline board (requires pipeline and stage IDs).”

Drops a new card on a pipeline board. It needs the board, the column and a title.

When to use it
place every new job application or support request in the first column automatically.
Watch out
Pipeline ID and Stage ID are mandatory, so note them from NinjaPipe before you build the step.
6

Create Task

Action

In Zapier“Creates a task inside a project.”

Writes a task into one of your NinjaPipe projects, with a title you can build from earlier steps.

When to use it
after a won deal, open the kickoff task for the delivery lead.
Watch out
the Project ID is required, and the connected account needs access to that project.
7

Delete Contact

Action

In Zapier“Deletes a contact by ID.”

Removes a contact from NinjaPipe for good, using the contact ID.

When to use it
honour an erasure request that arrives through your privacy form.
Watch out
there is no undo from Zapier, so test it on a dummy contact before publishing.
8

Update Company

Action

In Zapier“Updates a company by ID.”

Edits a company record by its ID, so the details stay right without anyone opening the CRM.

When to use it
sync a new address or plan level from your billing system.
Watch out
the Company ID is required; a Find Company step beforehand usually supplies it.
9

Update Contact

Action

In Zapier“Updates an existing contact by ID.”

Changes an existing contact identified by its ID. Pair it with Find Contact when your other app only knows the email.

When to use it
bring a new phone number or job title back into NinjaPipe from your support tool.
Watch out
do not run it from Contact Updated on the same record, or the Zap loops.
10

Update Deal

Action

In Zapier“Updates a deal by ID. Only filled fields are sent.”

Modifies a deal by its ID. Only the fields you fill in are sent, so blank boxes leave the existing values untouched.

When to use it
write the final amount back once the contract tool confirms it.
Watch out
you need the Deal ID, which Find Deal can look up by name.
11

Update Pipeline Item

Action

In Zapier“Updates a pipeline card by pipeline ID and item ID.”

Edits an existing card on a pipeline board, found through the pipeline ID and the item ID.

When to use it
update a candidate card when the scheduling tool confirms the interview.
Watch out
both IDs are mandatory; keep the item ID from the step that created the card.
12

Update Task

Action

In Zapier“Updates a task inside a project.”

Changes a task inside a project, pointed at by its project ID and task ID.

When to use it
move a due date when the client reschedules in your booking tool.
Watch out
without both IDs the step fails, so store the task ID when you create the task.
Searches

NinjaPipe searches: find before you write

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

A search step finds a record that already exists so the next step can use its ID. In the editor, searches sit at the bottom of the Action event list under SEARCH. Each one is a step, so a Zap that uses it is multi-step and needs a paid plan.

1

Find Company

Search

In Zapier“Finds a company by UUID or by name / industry / website search (first match).”

Looks up a company either by its unique ID or by name, industry or website, and keeps the first match it gets.

When to use it
fetch the Company ID before Update Company or Add to List.
Watch out
a broad name search may return the wrong company first, so search by website when you can.
2

Find Contact

Search

In Zapier“Finds a contact by UUID, or by email / name search (returns the best match).”

Finds a person by unique ID, or by email or name, and returns the closest match rather than simply the first.

When to use it
your support or billing tool knows the email, and NinjaPipe needs the contact ID.
Watch out
a name alone can be ambiguous; email gives a safer result.
3

Find Deal

Search

In Zapier“Finds a deal by UUID or by name search (first match).”

Retrieves a deal by its unique ID or by a search on its name, keeping the first deal that matches.

When to use it
supply the Deal ID that Update Deal asks for.
Watch out
generic deal names like a company name alone may match the wrong one; keep names specific.

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 dependent steps are skipped. Switch it on and the Zap carries on with empty values.
  2. Create X if it doesn't exist yet?
    This box would turn a search into find-or-create. NinjaPipe offers no such variant, so add a separate create action if you need one.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first one (the default), stop the Zap, or pass all of them on.
When it breaks

When a NinjaPipe Zap breaks

Zapier has no help article dedicated to NinjaPipe, so the traps below are the general ones, applied to how this app behaves.

Most failures come from the Zap's logic, not from the connection. Check these four first, then the Zapier troubleshooting guide for the rest.

  • The past is never replayed

    A Zap only reacts to what happens after it is switched on. Contacts, deals or invoices that already existed stay out; moving them is a separate job.

  • The Zap triggers itself

    Contact Updated plus Update Contact on the same record, or New Task plus Create Task in the same project: each run restarts the Zap and drains your tasks.

  • Bulk imports get held back

    Importing hundreds of contacts sends hundreds of instant events at once. Zapier's flood protection can hold that batch back.

  • Any Event floods the Zap

    Any Event (Advanced) receives every workspace event. Without a filter, which needs a paid plan, every action after it runs on all of them.
Need help

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FAQ

NinjaPipe and Zapier: frequent questions

01Is the NinjaPipe Zapier integration free?
Yes, as long as your Zap has two steps. NinjaPipe is not a premium app, so the free plan covers it: 100 tasks a month and unlimited Zaps. The catch is the shape of the Zap. The free plan only builds one trigger followed by one action. As soon as you add a second action, a filter or a search step, the Zap becomes multi-step and Zapier asks for a paid plan. Many useful NinjaPipe Zaps fit in two steps, such as New Contact into a newsletter tool.
02How many tasks does a NinjaPipe Zap use?
One task per action that succeeds, nothing for the trigger. If a deal won in NinjaPipe creates a task and then posts a message, that run costs two tasks. An action that fails is not counted. Listening for events costs nothing, however many arrive. So the bill follows how many times your actions actually run. Busy triggers such as Contact Updated or Any Event (Advanced) can fire very often, which is where task counts climb fastest, so pick the narrowest trigger that does the job.
03Does NinjaPipe trigger Zaps in real time?
Yes. All 45 NinjaPipe triggers are instant: NinjaPipe itself tells Zapier the moment something happens, so the Zap starts right away. The plan interval (15 minutes on Free, 2 on Professional, 1 on Team and Enterprise) only applies to polling triggers, and NinjaPipe has none. That makes this app a good fit for the free plan, since you get immediate starts without paying for a faster interval. In the editor, a Zap built on an instant trigger shows a lightning bolt.
04What does connecting NinjaPipe to Zapier require?
A NinjaPipe account and a Zapier account. In Zapier, open the Apps page, click + Add connection, pick NinjaPipe, sign in on the tab that opens and grant access. If the Zaps should touch records you do not own, the connected account needs read or write rights on them. Several actions also ask for IDs such as Pipeline ID, Stage ID or Project ID, so that account must be able to see those pipelines and projects in NinjaPipe.
05Why does a NinjaPipe Zap keep running on its own?
Most likely it writes into the same place its trigger watches. A Zap that starts on Contact Updated and then runs Update Contact on that same contact changes the record, which fires Contact Updated again, and so on. The same happens with Deal Updated and Update Deal, or New Task and Create Task in one project. Each loop costs tasks. Break it by writing to a different record or tool, or by stopping the Zap with a filter on a field that only your Zap sets.
06What if the NinjaPipe operation you need does not exist?
Check first whether a trigger covers it: invoices, bookings, budgets, orders and signing documents can only be watched, not written. If you need to act on them, the usual route is another tool that has the missing action, or a request to NinjaPipe. For data coming from a system with no Zapier app, the Databin Received trigger accepts raw deliveries. For actions that Zapier simply does not expose, such as deleting a deal or a task, the work stays manual in NinjaPipe for now.
07Zapier, Make or n8n for NinjaPipe?
It depends on your criteria, not on a single winner. Zapier gives you 60 ready-made NinjaPipe operations, all triggers instant, and a free plan that fits two-step Zaps. Check whether each tool offers the NinjaPipe operations you rely on, how it counts runs, and who on your team will maintain the workflows. Compare those three points on your own use case before choosing. Ask too how each tool starts a run: on Zapier every NinjaPipe trigger is instant, which matters if your team reacts to won deals or paid invoices.
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