Resources · Zapier integration

OkayCRM Zapier integrationAutomate OkayCRM with Zapier.

The OkayCRM Zapier integration offers 0 triggers, 3 actions and 1 search, all about companies. Something happens in another app, and Zapier creates, updates, finds or deletes the matching company in OkayCRM for you, with no copy and paste between tabs.

See the 4 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the OkayCRM Zapier integration is for

OkayCRM keeps your leads and project data in one place. The Zapier integration lets other tools write into it: a Zap (an automation in Zapier, made of one trigger and one or more actions) waits for an event in some other app, then acts on a company record in OkayCRM.

Three results people build first. A company file that fills itself: a form, a spreadsheet row or a signed deal elsewhere runs Create Company, so the account exists in OkayCRM before anyone opens it. A record that stays current: Find Company locates the right account and Update Company writes the new details, so sales sees the same thing as the tool where the change happened. A clean-up rule: when a company is closed in your billing or project tool, Delete Company removes it from OkayCRM too.

Now what the integration cannot do. OkayCRM has no trigger on Zapier, so nothing that happens inside OkayCRM can start a Zap: a new company or an edited record there stays invisible to your other tools. Everything also turns around companies; contacts, projects or deals are not in the list. If you need OkayCRM to push data out, Zapier will not do it today. The Zapier review explains where the tool shines, and Make vs Zapier helps weigh another route.

Vocabulary

Zapier words, in plain English

Seven terms carry this whole page. One line each.

Zap
The automation you build in Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event that starts the Zap. With OkayCRM, it always comes from another app, since OkayCRM offers none.
Action
What the Zap does after it starts: here, creating, updating or deleting a company in OkayCRM on your behalf.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan's allowance is counted in tasks.
Polling vs instant
A polling trigger is checked on a timer; an instant one is pushed by the app the moment it happens. Your other app decides which.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it there otherwise.
Search step
A step that looks up something already stored in an app, like an OkayCRM company, so later steps can use it.
Cost

What an OkayCRM Zap really costs

Each successful action in OkayCRM counts as one task. The trigger in the other app costs nothing, however often it runs.

  • Trigger in the other app0 task
  • Each successful OkayCRM action1 task
  • Free plan100 tasks a month, two-step Zaps only
  • Find Company in a ZapMulti-step, paid plan

A Zap that only creates a company uses one task per run. Every action that succeeds is billed on its own, so two actions cost two tasks, and a failed action is not counted. The free plan gives 100 tasks a month and unlimited Zaps, but only two steps: one trigger and one action. Find Company is a search step, and adding one (or a filter, or a second action) makes the Zap multi-step, which needs a paid plan. OkayCRM is not a premium app, so the free plan accepts it. If your trigger app polls, the grid below sets how quickly the Zap reacts.

Connect

Connect your OkayCRM account to Zapier

  1. 01

    Open the Apps page

    In Zapier, go to Apps and click + Add connection. You need an OkayCRM account first, with write access to the companies you want your Zaps to change.

  2. 02

    Pick OkayCRM

    Search for OkayCRM in the dialog, select it and click Add connection. A new tab opens on the OkayCRM side, where you log in with the account the Zaps will act as.

  3. 03

    Sign in and grant access

    Log in to OkayCRM in that tab and allow Zapier to reach the account. The connection then appears in your Apps list, and every OkayCRM step in every Zap reuses it.

First Zap

Your first OkayCRM Zap, step by step

GoalWhen a row changes in your account spreadsheet, the matching OkayCRM company gets the new details.

  1. 01

    Set the trigger

    Create a Zap, pick the spreadsheet app and the updated-row event, then connect the sheet that lists your client accounts.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent rows, so you map fields on a real company rather than an empty sample.

  3. 03

    Find the company

    Add OkayCRM with Find Company and feed it the value from the sheet that identifies the company. This search step makes the Zap multi-step, so a paid plan is needed.

  4. 04

    Update it

    Add Update Company and point it at the company the search returned, then map the new details from the sheet into the right fields.

  5. 05

    Test and publish

    Test each step once, read what came back, then publish. Rows edited from now on update OkayCRM; earlier edits are not replayed.

Actions

The 3 OkayCRM actions

OkayCRM gives you 3 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Company

Action

In Zapier“Creates a new Company in the system”

Adds a brand-new company to OkayCRM from whatever the trigger brought in, so a lead captured elsewhere becomes an account your team can work.

When to use it
a web form or a booking tool collects a prospect's business and you want it in the CRM without retyping.
Watch out
it creates every time; put Find Company in front if the company may already exist, or you will collect duplicates.
2

Delete Company

Action

In Zapier“Deletes a Company in the system”

Removes a company from OkayCRM when another system says it is gone, which keeps your lists free of dead accounts.

When to use it
a client is archived in your accounting tool and should disappear from the sales pipeline as well.
Watch out
test it on a dummy company first; a wrong match in the step before deletes the wrong record.
3

Update Company

Action

In Zapier“Updates an existing Company in the system”

Rewrites the details of a company that is already in OkayCRM, keeping the record in step with the tool where the change really happened.

When to use it
your billing or project app holds the latest details on a client and sales should see them too.
Watch out
it needs to know which company to change, which usually means a Find Company step just before it.
Searches

The OkayCRM search

1 search step looks for data that already exists in OkayCRM, so a later step can use it.

A search step finds a company that already exists, so the next steps can work on it. In the editor, searches sit at the bottom of the Action event list, under the SEARCH heading. Three settings decide what happens when the result is not clean.

1

Find Company

SearchFind or create

In Zapier“Finds a Company in the system”

Looks up a company already stored in OkayCRM and hands it to the steps that follow, the usual way to target the right record before an update or a deletion.

When to use it
just before Update Company or Delete Company, fed with what the trigger knows about the company.
Watch out
the editor also lists Find or Create Company; it is this same search with the create box ticked, not a separate operation.

The three settings every search exposes

  1. Successful if no search results are found?
    Left at its default, a search that finds nothing stops the Zap and skips the steps that depended on it. Switch it on and the Zap carries on empty-handed.
  2. Create Company if it doesn't exist yet?
    Ticking this turns the search into a find-or-create: no more stop on empty, and the step asks for the details needed to create the missing company.
  3. If multiple search results are found?
    Three ways out when several companies match: keep the first one (the default), stop the Zap, or pass all of them on at once.
When it breaks

When an OkayCRM Zap breaks

Zapier lists no OkayCRM-specific error. The traps below are general ones, and they hit company syncs often.

Most failures come from the search step or from timing, not from OkayCRM itself. The Zapier troubleshooting guide covers the fixes in more depth.

  • The Zap stops after Find Company

    No company matched, and by default an empty search halts the Zap. Turn on the no-results setting, or tick the create option, if that case is expected.

  • The wrong company got updated

    Several companies matched and Zapier kept the first one, its default. Search on something more unique, or tell the step to stop when results are multiple.

  • Old records never sync

    A Zap only reacts to what happens after you publish it. Companies created or edited earlier in your other tool stay out, and moving them is a separate job.

  • The Zap will not publish on free

    The free plan allows two steps only. Find Company, a filter or a second action makes the Zap multi-step and requires a paid plan.
Need help

Need help automating OkayCRM with Zapier?

A person reads every message.

FAQ

OkayCRM Zapier integration: your questions

01Is the OkayCRM Zapier integration free?
Yes for simple Zaps. OkayCRM is not a premium app, so it runs on the free Zapier plan, which gives 100 tasks a month and unlimited Zaps. The catch is the two-step limit: one trigger from another app plus one OkayCRM action. Create Company fits; a Zap that runs Find Company before Update Company has three steps and needs a paid plan. Plan prices change often, so check the official grid before setting a budget.
02How many tasks does an OkayCRM Zap use?
One per OkayCRM action that succeeds, and none for the trigger. A Zap that only creates a company costs one task per run. Two actions in the same Zap cost two tasks per run, while an action that fails is not billed. Putting Find Company in front of Update Company also makes the Zap multi-step, so it needs a paid plan. Multiply the number of events you expect by the number of actions in the Zap to size your plan before you switch it on.
03Does OkayCRM work in real time with Zapier?
It depends on the app that starts the Zap, because OkayCRM has no trigger of its own. If that app has an instant trigger, the Zap runs the moment the event happens on every plan. If it polls, Zapier checks on a timer: every 15 minutes on the free plan, every 2 on Professional and every minute on Team and Enterprise. The OkayCRM action then runs straight after the trigger.
04What does it take to connect OkayCRM to Zapier?
An OkayCRM account and a Zapier account. In Zapier, open Apps, click + Add connection, choose OkayCRM, sign in in the tab that opens and grant access. The account needs write access to the companies your Zaps will create, update or delete; if it only sees part of the data, the actions fail on the rest. Once made, the connection is reused by every OkayCRM step. You never repeat these steps for the next Zap.
05Why does an OkayCRM Zap stop at Find Company?
Because the search found nothing and, by default, an empty search stops the Zap and skips the steps that depended on it. Two fixes exist. Turn on Successful if no search results are found? if the Zap should carry on anyway, or tick the create option so the step becomes Find or Create Company and adds the missing record. Check also that the value you search with really matches what OkayCRM stores.
06What if the OkayCRM operation you need is not there?
Then Zapier cannot do it today, and no editor setting adds it: the list comes from OkayCRM. The integration covers companies only, with three actions and one search, and no trigger. Check first whether a combination fits, such as Find Company followed by Update Company. If the need is about contacts, projects or events leaving OkayCRM, the request goes to OkayCRM, or to a tool that reaches it another way.
07Zapier, Make or n8n for OkayCRM?
Decide on criteria, not on a ranking. Availability first: this page covers the Zapier side, with company actions and a search ready to use; check whether the other tool offers an OkayCRM connector before anything else. Direction next: Zapier only writes into OkayCRM here, it never reads events out of it. Cost last: Zapier bills each successful action, the others use different models, so estimate your monthly volume first, then compare like for like.
Same platform

Other docs you might need on this stack.

Browse all integrations