Octanist Zapier integrationAutomate Octanist with Zapier.
The Octanist Zapier integration gives you 1 trigger and 2 actions, and no search. Octanist tracks offline conversions; Zapier wires it to the rest of your tools, so a won lead or a fresh one moves between apps without anyone copying it by hand.
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What the Octanist Zapier integration actually does for you
An Octanist Zapier integration is a Zap with Octanist at one end. Octanist is the place where you set up and manage offline conversion tracking, the deals closed over the phone or face to face. Zapier carries those leads in from the tools that capture them, and carries the won ones out to the tools that need to know.
Three results people build first. A won deal the whole team hears about: New Won Lead starts the Zap and a message lands in your team chat, so sales and marketing see the same win at the same moment. Leads that arrive already tracked: a form or a booking tool feeds Create Lead, with the consent choice set at creation, so nobody retypes contact details into Octanist. Statuses that stay in step: when your sales tool marks a deal as lost or qualified, Update Lead Status writes the same outcome into Octanist.
Now the part the app page skips. There is no instant trigger here, so a won lead always waits for the next check. Only the move to won starts a Zap: nothing fires on a new lead, a lost one or a qualified one. There is no search step either, so a Zap cannot look up an existing Octanist lead before acting on it, and nothing deletes a lead.
Weighing other tools for the same job? The n8n vs Zapier and Make vs Zapier comparisons lay out the criteria side by side.
Zapier vocabulary in one minute
Eight words you will meet in the editor, in plain English. Each one is used below without being explained again.
- Zap
- The automation you build on Zapier: one trigger, followed by one or more actions that run every time that event happens.
- Trigger
- The event in an app that sets the Zap off. Once the Zap is switched on, Zapier sits and waits for it.
- Action
- What the Zap does after it has started: the step that writes, sends or moves something on your behalf.
- Task
- The unit Zapier bills. One task is one action your Zap finishes successfully, and your plan counts those.
- Polling vs instant
- A polling trigger is checked on a timer for new items. An instant one is reported by the app the moment it happens.
- Filter
- A step that lets the Zap carry on only when what arrived meets your condition, and stops it right there otherwise.
- Search step
- A step that finds something already stored in an app so later steps can use it. Octanist offers none on Zapier.
- Connection
- Your Octanist account linked to Zapier once, then reused by every step in every Zap that touches Octanist.
What an Octanist Zap really costs
Octanist is not a premium app, so it runs on the free plan. The bill counts actions, not checks.
- Free plan100 tasks a month, unlimited Zaps
- Steps on the free planOne trigger and one action
- Premium appNo, Octanist works on the free plan
- Trigger costNever a task
The New Won Lead trigger never costs a task, however often Zapier looks. Each Create Lead or Update Lead Status that goes through counts as one; one that fails is not counted. The free plan stops at two steps, one trigger and one action, so adding a filter, a search step or a second action turns the Zap into a multi-step Zap (anything beyond those two steps), which needs a paid plan. Octanist has no search, so here it is a filter or a second action that tips it over.
Connect Octanist to Zapier in three steps
- 01
Open your connections
Go to the Apps page of your Zapier account and click + Add connection. You need an Octanist account first, plus access to any lead you do not own yourself but want the Zap to touch.
- 02
Pick Octanist
Type Octanist in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the Octanist side. If Octanist does not show up, check the spelling before anything else.
- 03
Sign in and allow access
Log in to Octanist in that tab and grant Zapier access to the account. From then on the connection appears in every Zap step that uses Octanist, so you set it up once.
Your first Zap: announce each won lead to the team
GoalEvery won lead that matters is announced in your team chat, without anyone opening Octanist.
- 01
Create the Zap
In Zapier, start a new Zap, pick Octanist as the app that sets it off, choose New Won Lead as its event and select your Octanist connection.
- 02
Test the trigger
Run the test: Zapier brings back the three most recent won leads of the connected account. Pick a real one, so the mapping that follows uses genuine values.
- 03
Add the filter
Click the plus icon, choose Filter, then set the field, the rule and the value. That filter turns it into a multi-step Zap: publishing it takes a paid plan.
- 04
Add the message
Add your team chat as the next step and pick its message action. Map the lead details from Octanist into the text so everyone sees which deal closed.
- 05
Test, then publish
Run the action once and check that the message reached your team chat. Then click Publish to switch the Zap on. Stuck on a step? The Zapier training walks through it.
The Octanist trigger
1 event starts a Zap when something happens in Octanist. Zapier checks for them at the interval your plan allows.
New Won Lead
Polling triggerIn Zapier“Triggers when a lead status changes to won.”
Starts your Zap whenever a lead in Octanist moves to the won status, and hands the details of that lead to every step after it. It is the only door out of Octanist, so any automation that reacts to a closed deal starts here.
The Octanist actions
Octanist gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Lead
ActionIn Zapier“Creates a new lead.”
Adds a brand new lead to Octanist from whatever an earlier step carried, a form entry or a booking for instance.
Update Lead Status
ActionIn Zapier“Updates the status of a lead (won, lost, or qualified).”
Changes where an existing lead stands in Octanist: won, lost or qualified.
When an Octanist Zap breaks
Zapier attaches no help article to Octanist and lists no limit of its own. What breaks is the general behavior of Zaps, and it hits this app like any other.
Four cases come up again and again. If a Zap still misbehaves after these, the Zapier troubleshooting guide goes step by step.
Old won leads never show up
A Zap only reacts to what happens after it is switched on. Leads won last month stay where they are; moving that backlog is a separate job.The Zap keeps firing itself
Write a lead's status to won from a Zap that starts on New Won Lead and you risk a loop that sets it off again and burns through tasks.A bulk import goes quiet
After a mass import, the trigger can suddenly return a huge batch. Zapier's flood protection may hold it back instead of running everything.No duplicate runs, by design
Zapier remembers what it has already seen on a polling trigger, so the same won lead never starts the Zap twice.
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