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OrbisX Zapier integrationAutomate OrbisX with Zapier.

The OrbisX Zapier integration gives you 30 triggers, 7 actions and 3 searches. 20 of the triggers are instant, 10 are checked on a timer, and OrbisX works on the free plan. Below: what each operation does, what it costs and where it breaks.

See the 40 operations

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Overview

What the OrbisX Zapier integration actually does

OrbisX is a CRM built for detailers, tinters and other automotive service shops. Connecting it to Zapier lets the events in your OrbisX account (a new lead, a booking request, a completed job, a payment) start work in your other tools, and lets those tools write clients, leads, events and expenses back into OrbisX.

Three results come up again and again. A lead that never goes cold: New Leads Hook pushes each prospect out to the person who calls back, and Create Lead pulls website or ad enquiries in from elsewhere. A job that closes itself: Completed Event Hook marks the end of the work, so a review request or a thank-you text goes out without anyone remembering to send it. Books that match the shop: New Invoice Hook, New Payment Hook and New Expense Hook feed your accounting tool, while Create Expense records supplier costs that start elsewhere.

The detail that matters most: 20 of the 30 triggers are instant, and most polled ones have an instant twin with the word Hook in its name. On the free plan, pick the Hook version every time one exists. Only Get POS Items, List Invoice Items and New Custom Web Form Submission have no instant counterpart.

What Zapier does not do for OrbisX: no action deletes anything, nothing updates a client or an event (Update Lead is the only edit), and invoices, estimates and payments can be read through triggers but never created or changed. If a workflow depends on those, the Zapier review and the Make vs Zapier page are the next stops.

Vocabulary

Zapier vocabulary, the short version

Eight words carry the rest of this page. Each one in plain terms.

Zap
An automation you build on Zapier: one trigger, followed by one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event and nothing else.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in another app or in the same one.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts how many you use.
Polling trigger
A trigger Zapier checks on a timer. It asks the app for its latest items at a fixed interval and keeps only what it has not seen.
Instant trigger
A trigger the app reports by itself the moment the event happens, so nothing waits for a check. The editor shows it with a lightning bolt.
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 looks up something already stored in an app, so the steps after it can use what it found.
Cost

What an OrbisX Zap costs in tasks

The trigger never costs a task, and neither does Zapier looking for new data, however often it checks. Only an action that goes through is billed, one task per successful action, so a Zap with three actions uses three times more than a Zap with one.

  • Trigger, any of the 300 tasks
  • Each successful action1 task
  • Free plan100 tasks a month
  • Free plan Zap size2 steps
  • OrbisX on the free planYes

OrbisX is not reserved for paid plans: it runs on the free plan, which gives 100 tasks a month, an unlimited number of Zaps and a check every 15 minutes on polling triggers. The catch nobody announces: free Zaps stop at two steps, one trigger and one action. Add a filter, a search such as Find Leads or a second action and the Zap becomes a multi-step Zap, which needs a paid plan. A few apps and actions also take more than one task when they complete.

Connect

Connect your OrbisX account

  1. 01

    Open the Apps page

    In your Zapier account, open Apps, then click + Add connection. A connection is your OrbisX account linked once, then reused by every step that talks to OrbisX.

  2. 02

    Pick OrbisX

    Type OrbisX in the search box of the dialog, select it in the results, then click Add connection. A new tab opens on the OrbisX sign-in screen, where the rest happens.

  3. 03

    Sign in and grant access

    Log in with your OrbisX account and grant Zapier access to it. Use a login that can read and write the clients, leads and events your Zaps will touch, not only the records you own yourself.

First Zap

Your first Zap: log every new lead in its OrbisX journal

GoalEach new lead that matches your condition gets a journal entry in OrbisX, so the history of the prospect starts on day one.

  1. 01

    Build: pick the trigger

    Create a Zap, choose OrbisX as the app that starts it and New Leads Hook as the event. Select your OrbisX connection. Because the trigger is instant, the Zap will not wait for a check.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent leads of your account, so you pick a real one and map the next steps on actual values rather than guesses.

  3. 03

    Add the filter

    Click the plus icon, add Filter, then set the field to look at, the rule and the value in Configure & test. A text rule only works on text. This step makes the Zap multi-step, so a paid plan.

  4. 04

    Add Create Journal Entry

    Add an OrbisX action, Create Journal Entry. Fill the three required fields: Journal Target, Target ID (lead or client ID) from the lead the trigger found, and the Journal Entry text itself.

  5. 05

    Test, then publish

    Test the action and open the lead in OrbisX to see the entry. Then click Publish. From now on, only leads created after publishing go through: older ones are never picked up.

Triggers

The 30 OrbisX triggers, one by one

30 events start a Zap when something happens in OrbisX, and 20 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Completed Event Hook

Instant trigger

In Zapier“Triggers when an event is completed”

Marks the close of a job. When an event is set to completed in OrbisX, your Zap receives that event and starts, which makes it the cleanest signal that the work is actually done.

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 thank-you text or a review request once a detailing job is finished, not when it was booked.
Watch out
completing an event can also set off New Invoice Hook Event Completed, so two Zaps may react to the same moment.
2

Deleted Event Hook

Instant trigger

In Zapier“Triggers when an event is deleted.”

Catches an event being removed. Someone deletes an event in OrbisX, and the Zap gets that event and runs. It is the one trigger in the list that reacts to a whole event disappearing.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
free the matching slot in the shared calendar your crew reads, so nobody turns up for a cancelled tint appointment.
Watch out
deleting is not completing; a finished job goes through Completed Event Hook, never through this one.
3

Get POS Items

Polling trigger

In Zapier“Triggers when a list of available POS items is required.”

Reads the point-of-sale items available in OrbisX. Its official wording ties it to moments when a list of items is needed, so it behaves more like a picker for later steps than like a news feed.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
when another step needs a choice drawn from your current item catalogue rather than a value typed by hand.
Watch out
it describes items, not sales; money coming in is the job of New Payment Hook.
4

Lead Converted to Client

Instant trigger

In Zapier“Triggers when a lead is converted to a client”

Reacts to a prospect becoming a customer. The lead is converted to a client in OrbisX and the Zap starts with that conversion, the hinge between your sales follow-up and the service work.

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 accounting or loyalty tool on the day they say yes, without retyping a name.
Watch out
if another Zap watches New Clients Hook, check in a test whether one conversion sets off both before you trust the numbers.
5

List Invoice Items

Polling trigger

In Zapier“Triggers when a list of invoice line items required as a selection.”

Brings back the line items of one OrbisX invoice. The official description frames it as a list offered as a selection, so it serves a choice in a later step more than it announces something new.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
when a step must work on what a specific invoice contains, line by line, rather than on the invoice as a whole.
Watch out
Invoice ID is required, so the trigger cannot run until you tell it which invoice to read.
6

New Booking Request Received

Instant trigger

In Zapier“Triggers when a new booking request is received”

Picks up each booking request a customer sends you through OrbisX. The Zap gets the request itself, before anyone in the shop has turned it into a confirmed 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
alert whoever handles bookings in the team chat, so a ceramic coating request does not sit unanswered in an inbox.
Watch out
if the Zap then builds the event with Create Event, that new event can also set off New Events Hook in another Zap.
7

New Clients

Polling trigger

In Zapier“Triggers when a new clients are created.”

Looks for client records added to OrbisX since its last visit and hands each new one to the Zap. It covers exactly the ground of New Clients Hook, through the slower road.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
keep it for the rare setup where the instant twin does not fit; on a free plan the Hook version spares you the wait.
Watch out
Zapier remembers the clients it has already seen, so editing an older client never starts the Zap again.
8

New Clients Hook

Instant trigger

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

Instant twin of New Clients. OrbisX itself tells Zapier a client was created, and the Zap starts with that client in hand, ready for the next step to use.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
add each new customer to your newsletter or your invoicing software while the car is still in the bay.
Watch out
never let a Zap on this trigger end with Create Client on the same account, or each client it writes starts the Zap again.
9

New Custom Web Form Submission

Polling trigger

In Zapier“Triggers when a new custom website form is submitted”

Collects what visitors send through a custom web form linked to OrbisX. Each new submission found at a check goes down the Zap on its own.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
route quote requests from your website to the person who prices wraps or tints, with the answers in the message.
Watch out
there is no Hook version of this one, so on the free plan a submission can wait for the next check before anything happens.
10

New Estimate

Polling trigger

In Zapier“Triggers when a new estimate is created.”

Spots estimates newly created in OrbisX and passes each one to the Zap at the next check, with the estimate as the material for the following steps.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
seldom the first choice, since New Estimate Hook catches the same creation without any wait.
Watch out
its official description is word for word the one of the Hook version; only the way it fires is different.
11

New Estimate Hook

Instant trigger

In Zapier“Triggers when a new estimate is created.”

Starts the Zap whenever an estimate is created in OrbisX, and hands that estimate to the next steps. If you chase quotes, this is where it starts.

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 quote in a shared sheet.
Watch out
nothing in the list fires when an estimate is accepted or changed; only the creation of an estimate is covered.
12

New Events

Polling trigger

In Zapier“Triggers when a new events are created.”

Checks OrbisX for events created since its previous visit, then runs the Zap once for every event it has not seen before.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
as a fallback only; New Events Hook receives the same events without waiting for Zapier to come and look.
Watch out
an event your own Zap creates with Create Event counts as new here too, which is the start of a loop.
13

New Events Hook

Instant trigger

In Zapier“Triggers when a new event is created.”

Hands the Zap every event created in OrbisX, with OrbisX doing the telling. It is the trigger most shop calendars hang on.

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 booked appointment into the calendar your crew already reads, so the day is visible to everyone.
Watch out
a Zap on this trigger that also runs Create Event in OrbisX will call itself again and again; keep the two in flows that cannot feed each other.
14

New Expense

Polling trigger

In Zapier“Triggers when a new expense is created.”

Watches the expense records of OrbisX and brings each new one into the Zap when Zapier next comes to look.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
fine when your bookkeeper needs the expenses eventually, not right away; otherwise New Expense Hook does better.
Watch out
an expense written by Create Expense is a new expense like any other, and this trigger will pick it up.
15

New Expense Hook

Instant trigger

In Zapier“Triggers when a new expense is created.”

Expense recorded, Zap started. OrbisX pushes each new expense to Zapier on its own, so supplier costs leave the CRM without waiting for a check.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
forward film, chemical or parts costs to your accounting software on the day they are entered.
Watch out
never pair it with Create Expense in the same flow, or every expense the Zap writes becomes a fresh start.
16

New Invoice

Polling trigger

In Zapier“Triggers when a new invoice is created.”

Finds invoices added to OrbisX since the previous check and sends each one down the Zap, one run per invoice.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
only if the Hook version does not suit your setup; both see the same creation of an invoice.
Watch out
a changed invoice is not a new one, so edits never come through here; they belong to Updated Invoice Hook.
17

New Invoice Hook

Instant trigger

In Zapier“Triggers when a new invoice is created”

Every invoice created in OrbisX reaches the Zap directly, without Zapier having to ask for 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 invoice to your accounting tool, so whoever does the books never retypes a total.
Watch out
creation only; a payment on that invoice comes through New Payment Hook and an edit through Updated Invoice Hook.
18

New Invoice Hook Event Completed

Instant trigger

In Zapier“Triggers when an event is completed and sends each of the invoices attached to an event.”

Ties invoices to finished work. When an event is completed, this trigger sends each invoice attached to that event into the Zap, rather than the event itself.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
archive or forward the paperwork of a job when it closes, instead of when the invoice was first drafted.
Watch out
an event with several invoices sends each of them, so the actions after it can run several times and count several tasks.
19

New Leads

Polling trigger

In Zapier“Triggers when a new leads are created.”

Looks for prospects added to OrbisX and starts the Zap for each lead it has not met yet.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
keep it as the backup road, since New Leads Hook reaches the same leads without the check interval.
Watch out
leads you add through Create Lead are new leads for this trigger as well, so a Zap mixing both loops on itself.
20

New Leads Hook

Instant trigger

In Zapier“Triggers when a new lead is created.”

A lead lands in OrbisX and the Zap is already running: the app reports each new prospect to Zapier itself.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
get a wrap or tint enquiry to a salesperson while the prospect is still comparing shops.
Watch out
a Zap on this trigger that ends with Create Lead on the same account builds an endless loop and eats tasks fast.
21

New Payment

Polling trigger

In Zapier“Triggers when a new payment is created.”

Picks up payments recorded in OrbisX since the last check and runs the Zap once per payment it finds.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
only worth it when New Payment Hook is not an option for your Zap.
Watch out
its official description matches the Hook one word for word; the waiting is the only difference you will notice.
22

New Payment Hook

Instant trigger

In Zapier“Triggers when a new payment is created.”

Money in, Zap on. Each payment created in OrbisX is reported straight to Zapier, so the follow-up does not depend on a check.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
thank the customer by text, or mark them as paid in your marketing list, once the payment is recorded.
Watch out
no trigger here covers a refund or a failed payment, so never build a Zap that waits for one.
23

New Tag Added to Client

Instant trigger

In Zapier“Triggers when a tag or label is added to a client”

Turns a tag into a switch. Add a tag or label to a client in OrbisX and the Zap starts with that 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
let the front desk tag a client as a fleet account and have the Zap add them to the fleet follow-up list.
Watch out
every tag added starts the Zap, whatever the tag; a filter, on a paid plan, is how you keep only the one you care about.
24

New Tag Added to Event

Instant trigger

In Zapier“Triggers when a tag or label is added to an event”

Watches the labels on events. When one is added to an event in OrbisX, the Zap receives that event and goes.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
label a job as needing photos and let the Zap remind the technician to shoot before and after.
Watch out
without a filter, any label added to any event runs the Zap, and every action after it counts a task.
25

New Tag Added to Lead

Instant trigger

In Zapier“Triggers when a tag or label is added to a lead”

Lead tags become instructions: tagging a prospect in OrbisX hands that lead to your Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
tag a lead as hot and push it to the task list of the salesperson who will call.
Watch out
tags added by another Zap of yours start this trigger too, so make sure two Zaps cannot tag each other in a circle.
26

New Tag Removed From Client

Instant trigger

In Zapier“Triggers when a tag or label is removed from a client”

The reverse switch. Take a tag or label off a client in OrbisX and the Zap starts with that 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
drop the client from a reminder list once their membership tag is gone.
Watch out
it reacts to the removal of the tag only; nothing tells you the client itself changed in any other way.
27

New Tag Removed From Event

Instant trigger

In Zapier“Triggers when a tag or label is removed from an event”

Fires when a label comes off an event, and hands that event to the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
clear a waiting-for-parts flag on your team board when that tag is lifted in OrbisX.
Watch out
pair it with New Tag Added to Event only if the two Zaps can never undo each other's work.
28

New Tag Removed From Lead

Instant trigger

In Zapier“Triggers when a tag or label is removed from a lead”

Lifting a tag from a lead in OrbisX sends that lead into the Zap, the mirror of New Tag Added to Lead.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
stop an email nurture sequence when a lead loses its quote-sent tag.
Watch out
converting the lead into a client is a separate event, caught by Lead Converted to Client, not by this trigger.
29

Updated Invoice Hook

Instant trigger

In Zapier“Triggers when an invoice is updated”

Changes to an invoice reach the Zap directly: OrbisX reports each update to Zapier, along with the invoice.

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 copy of the invoice in your accounting tool in line with what OrbisX now says.
Watch out
each update is a separate run with its own tasks, so a burst of edits on one invoice adds up.
30

Updated Events Hook

Instant trigger

In Zapier“Triggers when an event is updated.”

Any update to an event in OrbisX reaches Zapier and starts the Zap with the event as it now stands.

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 calendar or a customer reminder in line when a job is rescheduled.
Watch out
if a Zap of yours writes back to the same event through another tool, this trigger sees that change and runs again.
Actions

The 7 OrbisX actions

OrbisX gives you 7 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Client

Action

In Zapier“Creates a new client.”

Adds a customer record to OrbisX from whatever reached the Zap, a form, a payment tool or a spreadsheet row.

When to use it
a customer pays or books through another tool and must exist in OrbisX before the job.
Watch out
Contact / Full Name is required, so map a name field or the step fails without costing a task.
2

Create Event

Action

In Zapier“Creates a new event.”

Puts an event in the OrbisX schedule, with a title, a date, a time and a staff member assigned.

When to use it
a booking confirmed in another calendar tool should appear in OrbisX for the crew.
Watch out
all four of Title, Event Date, Event Time and Assigned Staff Member are required, and the staff member comes from the users of your account.
3

Create Expense

Action

In Zapier“Creates a new expense.”

Records a cost in OrbisX, so the shop's spending sits next to its jobs.

When to use it
a supplier bill arrives by email or in your accounting tool and should show in OrbisX too.
Watch out
Amount, Category and Vendor/Supplier are all required, and the amount expects two decimal places.
4

Create Journal Entry

Action

In Zapier“Creates a journal entry in the system”

Leaves a written note in the journal of a lead or a client, the history your team reads before calling back.

When to use it
record that a quote went out, a form came in or a call was missed, without anyone typing it.
Watch out
Journal Target and Target ID (lead or client ID) are required next to the text, so the record has to come from an earlier step.
5

Create Lead

Action

In Zapier“Creates a new lead.”

Writes a prospect into OrbisX, ready for your usual follow-up there.

When to use it
bring enquiries from ads, chat or a landing page into the CRM instead of copying them by hand.
Watch out
Contact / Full Name is required, and a Zap triggered by New Leads Hook must never end here.
6

Save Client Communication

Action

In Zapier“Saves email or SMS content to a client profile”

Files an email or an SMS on a client profile, so the conversation lives in OrbisX even when it happened elsewhere.

When to use it
texts sent from another messaging tool should land in the customer's history.
Watch out
OrbisX finds the client through the phone or email you give it, so map a value that matches a client already on file.
7

Update Lead

Action

In Zapier“Updates a new lead”

Changes a lead that already exists in OrbisX, the only edit action of the integration.

When to use it
a prospect fills a second form or answers a quote, and the lead should reflect it.
Watch out
Find Leads placed just before it is the usual way to point the update at the right lead.
Searches

The 3 OrbisX searches

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

A search step looks up a record that already exists in OrbisX and hands it to the steps after it. In the editor the searches sit at the bottom of the Action event list, under SEARCH. Any search makes the Zap multi-step, so it needs a paid plan. Three settings decide what happens when the result is not the one you hoped for.

1

Find Clients

SearchFind or create

In Zapier“Finds a Client in OrbisX”

Looks up an existing client in OrbisX so a later step can write to the right customer.

When to use it
before Create Journal Entry, when the trigger came from another tool and only knows an email or a name.
Watch out
the editor also lists Find or Create Client; it is this same search with the create box ticked, not an extra operation.
2

Find Client Events

Search

In Zapier“Finds a list of client's events in OrbisX”

Returns the events of a client, the list of jobs already on file for that customer.

When to use it
check whether a returning customer already has something booked before a Zap books again.
Watch out
it can match several events, so pick the right option in If multiple search results are found? before relying on it.
3

Find Leads

SearchFind or create

In Zapier“Finds a Lead in OrbisX”

Finds a lead that already exists, the step that makes Update Lead point at the right prospect.

When to use it
a second form arrives from someone who is already a lead and should not become a duplicate.
Watch out
Find or Create a Lead is this same search with the create box ticked; it does not count as a separate operation.

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 steps that depend on it are skipped. Switched on, the Zap carries on empty-handed.
  2. 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.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first one (the default), stop the Zap, or hand all of them on at once.
When it breaks

When an OrbisX Zap breaks

Zapier attaches no help article to OrbisX and lists no limit of its own for it. What breaks is what breaks on every app, with a few OrbisX twists.

Four cases cover most of what goes wrong. If one of them is already eating your tasks, the Zapier troubleshooting page is a good place to start.

  • Nothing from before the Zap

    A Zap only reacts to what happens after it is published. Clients, leads or invoices already in OrbisX are never picked up; moving them is a separate job.

  • A Zap that triggers itself

    New Leads Hook with Create Lead, New Clients Hook with Create Client, New Events Hook with Create Event: writing where the trigger watches restarts the Zap and burns tasks fast.

  • Bulk imports get held back

    A trigger that suddenly returns a huge batch, after an import into OrbisX or a migration, can be held back by Zapier's flood protection.

  • The same item never runs twice

    On polling triggers such as New Clients, Zapier remembers what it has already seen, so the same record does not start the Zap a second time.
Need help

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FAQ

OrbisX Zapier integration: frequent questions

01Is the OrbisX Zapier integration free?
Yes, OrbisX runs on the free Zapier plan, since Zapier does not reserve it for paid plans. The free plan gives you 100 tasks a month and an unlimited number of Zaps, but each Zap is limited to two steps: one trigger and one action. The moment you add a filter, a search such as Find Clients, or a second action, the Zap becomes multi-step and needs a paid plan. The cost of OrbisX itself is a separate question that this page does not cover.
02How many tasks does an OrbisX Zap use?
One task per action that completes successfully, and nothing for the trigger. A Zap that starts on New Payment Hook and runs one action costs one task per payment. Add a second action and each payment costs two. An action that fails is not counted. Watch the triggers that can run several times for one moment, like New Invoice Hook Event Completed, which sends each invoice attached to a completed event, so the actions after it may run once per invoice.
03Does OrbisX work in real time with Zapier?
For 20 of its 30 triggers, yes: they are instant, OrbisX tells Zapier the moment the event happens and the Zap starts whatever your plan. The other 10 are polling triggers: Zapier checks at intervals that depend on the plan, every 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. Most polled triggers have a Hook twin, such as New Clients and New Clients Hook. Choose the Hook version when it exists.
04What does it take to connect an OrbisX account to Zapier?
An OrbisX account, plus read or write access on any record you do not own but want the Zap to touch. In Zapier, open Apps, click + Add connection, search for OrbisX, click Add connection, sign in on the tab that opens and grant access. Before building anything with Create Event, check that your staff exist as users in OrbisX: the action needs an Assigned Staff Member chosen from those users.
05Why does an OrbisX Zap keep running on its own?
Most likely it writes into the place its own trigger watches. A Zap that starts on New Leads Hook and ends with Create Lead, or starts on New Events Hook and ends with Create Event, sets itself off again with every record it creates. Each round counts a task. Break the circle by watching a different trigger, or by adding a filter that lets only the records you want go through, which means a paid plan.
06What if the OrbisX operation you need is not there?
Then Zapier simply does not offer it for OrbisX today. The list holds 30 triggers, 7 actions and 3 searches, and some gaps are clear: no action deletes a record, only leads can be updated, and invoices, estimates and payments can be read through triggers but not created. A workaround is sometimes possible with what exists, for example Create Journal Entry to log information OrbisX cannot store otherwise. If the gap is central to the workflow, another automation tool may be a better fit.
07Zapier, Make or n8n for OrbisX?
Decide by criteria rather than by brand. On Zapier, OrbisX offers 30 triggers, 20 of them instant, 7 actions and 3 searches, and works on the free plan within its two-step limit. Check first whether the other tool offers the operation you need, in particular the instant triggers such as Completed Event Hook. Then compare how each one counts what it bills and what happens beyond two steps, since that is where a Zapier bill grows.
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