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OkaySend Zapier integrationAutomate OkaySend with Zapier.

The OkaySend Zapier integration gives you 9 triggers, 2 actions and 0 searches. Every trigger is instant, so a completed request or an uploaded file reaches your other tools at once, and Zapier can also add clients and send new document requests for you.

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Overview

What the OkaySend Zapier integration does for you

OkaySend is where you chase documents and files from clients. Plugging it into Zapier lets each step of that chase talk to your other tools: a Zap (an automation in Zapier, one trigger followed by one or more actions) reacts when a request moves forward, or starts a request for you.

Three results worth building first. Files filed without you: Attachment Ready fires when a request with upload fields is complete, and the Zap sends the files to your storage or practice software. An onboarding that starts itself: a new client in your CRM runs Create a Client, then Create a Request sends the right checklist from a template. A review loop that keeps moving: Field Rejected warns the person in charge so the client hears back before the file stalls, and Field Approved ticks the box in your project tool.

What it does not do. OkaySend offers no search on Zapier, so a Zap cannot look up an existing client or request before acting; it creates new ones only. There is also no action to approve, reject or archive anything: those decisions stay inside OkaySend. And every OkaySend step asks for your Account ID, a detail that trips most first setups. The Zapier review puts the tool in context, and the Zapier training helps if you want to build these flows yourself.

Vocabulary

Zapier vocabulary in one minute

Seven words show up everywhere on this page. Here they are, plainly.

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 in an app that starts the Zap, such as a request being completed in OkaySend. Zapier waits for it.
Action
What the Zap does once started: the step that writes, sends or moves something for you, like creating a client.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan's allowance is a count of those.
Polling vs instant
A polling trigger is checked on a timer; an instant trigger is pushed by the app as it happens. All 9 OkaySend triggers are instant.
Filter
A step that lets the Zap go on only when the incoming data meets your condition, and stops it otherwise.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action or a filter makes one, and it needs a paid plan.
Cost

What an OkaySend Zap really costs

The OkaySend triggers cost nothing: a completed request or a rejected field never uses a task. You pay for the actions that follow.

  • OkaySend trigger0 task
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps only
  • OkaySend premium appNo, free plan accepted

Each successful action counts as one task, so a Zap that creates a client and then a request uses two per run; an action that fails is not counted. The free plan gives 100 tasks a month and unlimited Zaps, limited to two steps: one trigger and one action. Add a filter (only requests from one template, say) or a second action, and the Zap turns multi-step, which needs a paid plan. OkaySend is not a premium app, so the free plan accepts it. The interval grid below only concerns polling triggers; the 9 OkaySend triggers are instant and fire straight away on every plan.

Connect

Connect your OkaySend account to Zapier

  1. 01

    Open the Apps page

    In Zapier, go to Apps and click + Add connection. You need an OkaySend account first, with access to the clients and requests you want your Zaps to follow or create.

  2. 02

    Pick OkaySend

    Search for OkaySend in the dialog, select it and click Add connection. A new tab opens on the OkaySend side, ready for you to sign in with the account your team works in.

  3. 03

    Sign in and grant access

    Log in to OkaySend in that tab and let Zapier reach the account. The connection then shows in your Apps list, and every OkaySend step of every Zap can reuse it.

First Zap

Your first OkaySend Zap, step by step

GoalEach new OkaySend client automatically receives your onboarding request, and the team is told.

  1. 01

    Set the trigger

    Create a Zap, pick OkaySend and Client Created, choose your connection and paste the Account ID taken from Settings > Integrations > API Keys.

  2. 02

    Test it

    Run the test: Zapier brings back the three most recent clients from that account, so you map fields on a real person rather than a blank sample.

  3. 03

    Add the request

    Add Create a Request, give it a title, pick the onboarding template and decide whether the client must log in to reach the portal.

  4. 04

    Add the team alert

    Add the chat message so the account manager knows a request went out. This second action makes the Zap multi-step: paid plan, two tasks per new client.

  5. 05

    Publish

    Test each step once, read what came back, then publish. Clients created from now on get the request; existing ones do not.

Triggers

The 9 OkaySend triggers

9 events start a Zap when something happens in OkaySend, and 9 of them are instant: the app calls Zapier straight away, whatever your plan.

1

All Fields Completed

Instant trigger

In Zapier“Triggers when the status of a request changes to "complete" and all its fields are completed.”

Starts the Zap when a request switches to complete and every one of its fields has been filled, the clearest sign a client is done with you.

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 client's file to the next stage in your practice software so the work can begin.
Watch out
a request left with one empty field never fires it; use Field Completed if partial progress matters.
2

Attachment Ready

Instant trigger

In Zapier“Triggers when the status of a request changes to "complete" and has upload fields.”

Reacts when a request containing upload fields reaches complete, which means the documents you asked for are now waiting in OkaySend.

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 tax papers or ID scans to the client's folder in your cloud storage.
Watch out
requests with no upload field never trigger it, even when they are complete.
3

Client Updated

Instant trigger

In Zapier“Triggers when an existing client is updated.”

Fires each time an existing client's details change in OkaySend, so the rest of your stack 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
keep the email address in your CRM aligned with the one the client corrected in OkaySend.
Watch out
if your CRM also pushes changes back into OkaySend through another Zap, the two can bounce updates at each other.
4

Field Approved

Instant trigger

In Zapier“Triggers when response to a field is approved.”

Signals that someone on your side accepted the answer a client gave to one field, a document validated or a value confirmed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
tick the matching item on a checklist in your project tool.
Watch out
it fires once per approved field, so a long request can run the Zap many times and use as many tasks.
5

Field Completed

Instant trigger

In Zapier“Triggers when a field is completed and marked "done".”

Fires when the client fills a single field and it is marked done, giving you progress without waiting for the whole request.

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 each answer in a tracking sheet to see who is stuck where.
Watch out
this is the noisiest trigger of the set; add a filter on the field you care about rather than reacting to all.
6

Field Rejected

Instant trigger

In Zapier“Triggers when response to a field is rejected.”

Warns you when an answer to a field gets turned down, the blurry scan or the wrong form that will slow the file.

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 account manager in chat so the client gets a personal follow-up.
Watch out
it fires once per rejected field, so a request with several bad answers sends several alerts.
7

Client Created

Instant trigger

In Zapier“Triggers when a new client is added (created).”

Kicks off as soon as a new client is added in OkaySend, whoever or whatever added 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
send each newcomer the welcome request through Create a Request.
Watch out
never pair it with a Zap that runs Create a Client on the same account; each new client would set the other Zap off again.
8

Request Archived

Instant trigger

In Zapier“Triggers when a request is marked "done" and archived.”

Tells Zapier when a request is marked done and archived, the official end of a document chase.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
close the matching task or deal in your CRM and stop any reminder running there.
Watch out
archiving comes after completion, so for the moment the client finishes, All Fields Completed is the better signal.
9

Request Sent

Instant trigger

In Zapier“Triggers when a request is finalized and moved from "Drafts" to "Sent".”

Fires when a request leaves Drafts for Sent, the moment a client actually receives your checklist.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
record the start date in your CRM to measure how long clients take to respond.
Watch out
drafts saved but never sent do not count, so check your team really presses send.
Actions

The 2 OkaySend actions

OkaySend gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create a Client

Action

In Zapier“Creates a new Client”

Adds a new client to OkaySend from data captured elsewhere, so nobody retypes names and emails before the chase can begin.

When to use it
a deal is won in your CRM and the client needs a portal ready the same day.
Watch out
the full name and the email are mandatory, along with the Account ID; a trigger that lacks the email leaves the step failing.
2

Create a Request

Action

In Zapier“Creates and sends a new Request”

Builds and sends a new document request in one go, based on one of your OkaySend templates.

When to use it
start a paperwork collection for a client tagged in your CRM.
Watch out
it needs a title, a template and a choice on Require client login?; login means a one-time code by email at each visit, and it is required when the request collects e-signatures.
When it breaks

When an OkaySend Zap breaks

Zapier lists no OkaySend-specific error. The traps below come from the required fields and from Zapier's general limits.

Most surprises come from a missing field or a loop rather than from OkaySend itself. The Zapier troubleshooting guide goes deeper on each fix.

  • Nothing arrives from OkaySend

    The Account ID in the step points to another account than the one where the activity happens. Switch to the right one and copy it again from Settings > Integrations > API Keys.

  • The Zap keeps firing itself

    A Zap that writes where its own trigger watches restarts again and again, for instance Client Created feeding Create a Client, and burns through the task count fast.

  • E-signature requests fail

    A request that collects e-signatures needs client login switched on. Switch Require client login? on for those requests, and keep it off for plain document collection.

  • Past requests never show up

    A Zap only reacts to what happens after you publish it. Requests completed or archived earlier stay out, and moving that history is a separate job.
Need help

Need help automating OkaySend with Zapier?

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FAQ

OkaySend Zapier integration: your questions

01Is the OkaySend Zapier integration free?
Yes, OkaySend is not a premium app, so it works on the free Zapier plan. That plan gives 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger and one action. Client Created followed by Create a Request fits. Add a chat alert or a filter and the Zap becomes multi-step, which requires a paid plan. Plan prices move often, so check the official grid before setting a budget.
02How many tasks does an OkaySend Zap use?
One per successful action and nothing for the trigger. A Zap that files attachments in your storage uses one task per completed request. A Zap that creates a client then sends a request uses two per run. Failed actions are not billed. Watch the field-level triggers: Field Completed and Field Approved fire once per field, so one long request can run the Zap many times. Size your plan on that peak, not on an average week.
03Does OkaySend trigger Zaps in real time?
Yes, all 9 OkaySend triggers are instant. OkaySend tells Zapier the moment the event happens, so the Zap starts straight away on every plan, the free one included. The polling intervals in Zapier's plan grid, such as 15 minutes on the free plan, do not apply. In the editor, a Zap built on an instant trigger shows a lightning bolt, the quickest way to confirm it. No setting is needed on your side to get that speed.
04What does it take to connect OkaySend to Zapier?
An OkaySend account, a Zapier account and your Account ID. In Zapier, open Apps, click + Add connection, pick OkaySend, sign in in the tab that opens and grant access. Then each OkaySend step asks for the Account ID: log into the account you want to use and copy it from Settings > Integrations > API Keys. The connection is reused by every OkaySend step afterwards. A wrong Account ID is the first thing to check when nothing arrives.
05Why does Create a Request need client login?
Because Require client login? is a mandatory choice on Create a Request, and it must be on when the request collects e-signatures. When it is on, the client receives a one-time code by email each time they open the portal, which adds security but also friction. OkaySend itself notes that login is optional and often not recommended, except for e-signatures, where it is required. Turn it on only for those requests. For ordinary document requests, leaving it off keeps things simple for clients.
06What if the OkaySend operation you need is not there?
Then Zapier cannot do it today, and no editor setting adds it: the list comes from OkaySend. The integration has 9 triggers and 2 actions, with no search and no action to approve, reject or archive. Check first whether a combination covers the case, such as Client Created followed by Create a Request. If not, the request goes to OkaySend, or to a tool that reaches it another way. Approvals and rejections stay manual inside OkaySend.
07Zapier, Make or n8n for OkaySend?
Decide on criteria rather than a ranking. Availability first: this page documents the Zapier side, with 9 instant triggers and 2 actions ready; check whether the other tool offers an OkaySend connector before anything else. Need next: if you mostly react to completed requests, Zapier covers it. Budget last: Zapier bills each successful action, the others use different models, so estimate your monthly volume of requests first. Then test with real requests.
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