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Outfield Zapier integrationAutomate Outfield with Zapier.

The Outfield Zapier integration gives you 8 triggers, 13 actions and 3 searches. Field visits, new accounts and deal updates logged by your reps can flow to the rest of your stack, and leads from elsewhere can land in Outfield as accounts, tasks or deals.

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Overview

What the Outfield Zapier integration actually does

Outfield is a CRM built for outside sales teams: reps check in at places, log visits and calls, and move deals from the road. Zapier plugs it into your other tools through a Zap, which is one trigger (the event that starts things) followed by one or more actions (the steps that write, send or move something for you). Most of the Outfield catalog is about accounts, activities and deals.

Three results teams usually build first. Leads that turn into visits: a form entry or an ad lead starts a Zap, Create or Update Account files the place or contact, and Create Incomplete Task puts a visit on a rep's list. A manager feed of field work: New Activity fires on each check-in, meeting or call, and the next step posts it where managers read. Deals mirrored in finance tools: New Deal and Updated Deal send each deal, order included when there is one, to a sheet or an invoicing app.

What Zapier won't do here: nothing deletes an account, an activity or a deal, so cleanup stays in Outfield. Two of the eight triggers, Default Fields and Point System Specs, mostly exist to fill drop-down menus and make poor starting points for a business Zap. And any Zap only sees what happens after you publish it, never the accounts already in the CRM.

Still choosing a platform? The Zapier review and n8n vs Zapier are worth a read first.

Vocabulary

Zapier vocabulary in one minute

Seven words you'll meet in the editor, in plain terms.

Task
What Zapier bills: one action your Zap completes successfully. The quota on your plan counts those and nothing else.
Polling trigger
A trigger Zapier checks on a timer, asking the app for new items at a fixed interval and keeping only the unseen ones.
Instant trigger
A trigger the app reports itself when the event happens, so nothing waits for Zapier's next check. Six Outfield triggers work this way.
Filter
A step that lets the Zap continue only when the incoming data meets the condition you set, and stops it otherwise.
Search step
A step that finds something already stored in an app, such as an account or a team member, so later steps can reuse it.
Connection
Your Outfield account linked to Zapier once, then reused by every Outfield step in every Zap you build.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search turns it into one, and it then needs a paid plan.
Cost

What an Outfield Zap really costs

Outfield is not a premium app, so it runs on Zapier's free plan. What you spend is tasks.

  • Premium appNo, available on the free plan
  • Free plan100 tasks a month, two-step Zaps only
  • Instant triggers6 of 8, no interval
  • SearchesMake the Zap multi-step

Triggers never cost a task, and Zapier's checks on polling triggers don't either. Each action that succeeds counts one task: filing an account and creating a visit task spends two per lead. An action that fails isn't counted. The free plan gives 100 tasks a month and two-step Zaps only. Adding a filter, a second action or a search step such as Find User (Team Member) makes the Zap multi-step, which needs a paid plan. The interval grid matters only for the two polling triggers; the six others are instant on every plan.

Connect

Connect Outfield to Zapier in 3 steps

  1. 01

    Open the Apps page

    In Zapier, go to Apps and click + Add connection. You need an Outfield account, plus read or write access to any records you don't own yourself that the Zap should touch.

  2. 02

    Find Outfield

    Type Outfield in the search field of the dialog, pick it from the results, then click Add connection. A new browser tab opens on the Outfield side so you can sign in.

  3. 03

    Sign in and grant access

    Log into Outfield in that tab and allow Zapier to reach the account. The connection then shows up in your list, ready for every Outfield step of every Zap.

First Zap

Your first Zap: new account, visit task, team alert

GoalEach time a new account appears in Outfield, give a rep a visit task and tell the team in Slack.

  1. 01

    Set the trigger

    Create a Zap, pick Outfield as the app and New Account as the event. Choose the connection, then set Account Type to place or person.

  2. 02

    Test with real accounts

    Run the test. Zapier brings back the three most recent accounts of the type you chose; pick one so the next steps map against real data.

  3. 03

    Add the visit task

    Add the Outfield action Create Incomplete Task. Fill the task title, the due date and time, and the team member who should visit, using the account's details.

  4. 04

    Test the task

    Run the step's test, then open Outfield and check that the task landed on the right rep's list with the right due date and title.

  5. 05

    Add Slack and publish

    Add a Slack action as the third step. The Zap is now multi-step, so it needs a paid plan. Test the message, then publish to switch the Zap on.

Triggers

Outfield triggers

8 events start a Zap when something happens in Outfield, and 6 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Default Fields

Polling trigger

In Zapier“Get default fields for dropdown”

Returns the default fields set up in your Outfield enterprise. Outfield uses it mainly to populate the drop-down menus you see while configuring other steps, which is why it rarely starts a 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
an admin who reshapes the CRM wants a sheet listing each default field as it appears.
Watch out
it is not an event about your customers, so it won't tell you anything about visits or deals.
2

New Account

Instant trigger

In Zapier“Triggers when a new account is created, i.e. either a place or a contact.”

Starts your Zap whenever a place or a contact is added to Outfield, by a rep in the field or by another Zap. It is the natural entry point for welcome sequences and for copying new prospects elsewhere.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a rep adds a new shop during a route and marketing wants it in the newsletter list the same day.
Watch out
Account Type is required, so one Zap watches either places or people, never both.
3

New Activity

Instant trigger

In Zapier“Triggers when new activity is created, including check-ins, meetings, phone calls, notes, emails, text messages, tasks, calendar events, and progressed deals.”

Fires on fresh field work: check-ins, meetings, phone calls, notes, emails, text messages, tasks, calendar events and deals that progressed. Think of it as the live journal of what your reps do on the road.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a regional manager wants every client meeting posted in a team channel to coach reps the same afternoon.
Watch out
Activity Type is required, so pick the one kind of activity this Zap should follow.
4

New Deal

Instant trigger

In Zapier“Triggers when a new deal is created. The deal may contain an order.”

Kicks off when someone opens a deal in your Outfield pipeline, and carries the order along if the deal has one. It's the cleanest way to get fresh revenue into accounting or forecasting tools.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a distributor wants each deal with an order to open a draft invoice in its billing tool.
Watch out
not every deal contains an order, so a step that maps order details will sometimes receive nothing.
5

Point System Specs

Polling trigger

In Zapier“Get point system specs for dropdown”

Lists the point system specs defined in your Outfield account, the rules behind your team's points. Outfield built it mainly to fill a drop-down menu while you set up other steps, not to launch automations.

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
an operations lead wants a log of each new scoring rule added to the gamification setup.
Watch out
nothing here concerns customers or visits, so it seldom belongs at the top of a business Zap.
6

Updated Account

Instant trigger

In Zapier“Triggers when a new account is updated, i.e. either a place or a contact.”

Reacts when an existing place or contact changes in Outfield. Use it to keep another system aligned with what reps correct in the field, like a new phone number or a reassigned owner.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
your email platform should reflect the contact details a rep fixes during a visit.
Watch out
Account Type is required, and a Zap that writes back to the same account with Create or Update Account will trigger itself again.
7

Updated Activity

Instant trigger

In Zapier“Triggers when an activity is updated, including check-ins, meetings, notes, tasks, and calendar events.”

Catches edits to activities already logged: check-ins, meetings, notes, tasks and calendar events. Handy when the second version of a record matters more than the first, such as a meeting note completed back at the office.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a task marked done later in the day should update the matching line in a project tracker.
Watch out
Activity Type is required, and phone calls, emails and text messages are not in this trigger's list.
8

Updated Deal

Instant trigger

In Zapier“Triggers when a deal is updated. The deal may contain an order.”

Runs each time a deal in your Outfield pipeline is modified, with its order when there is one. Pair it with New Deal if another tool must always hold the latest version of every deal.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a sales director tracks stage changes in a forecasting sheet without chasing reps for updates.
Watch out
a Zap that edits the same deal through Create or Update Deal will fire this trigger again and loop.
Actions

Outfield actions

Outfield gives you 13 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Account

Action

In Zapier“Creates an account.”

Adds a new place or contact to Outfield with its name and type. It always creates, even when a similar account already exists.

When to use it
a trade-show scan should become a contact your reps can visit.
Watch out
running it twice for the same lead gives you two accounts; prefer Create or Update Account when duplicates are possible.
2

Create Activity

Action

In Zapier“Creates an Activity including check-ins, meetings, phone calls, notes, emails, text messages and completed tasks.”

Logs a past interaction on Outfield's timeline: a check-in, a meeting, a call, a note, an email, a text message or a completed task.

When to use it
calls made from your phone system should appear on the account history without reps typing them again.
Watch out
a Team Member is required, so decide which rep the activity belongs to.
3

Create Calendar Event

Action

In Zapier“Creates a Calendar Event”

Places an event on a rep's Outfield calendar, tied to an account, with a type and start and end times.

When to use it
a demo booked online should show up in the rep's day plan next to the account.
Watch out
it needs the Outfield ID of the account; put Find Account (Or Optionally Create) before it to fetch that ID.
4

Create Deal

Action

In Zapier“Creates a new deal in your pipeline.”

Opens a new deal in your Outfield pipeline, without an order attached.

When to use it
a quote request from your website should become an opportunity the field team can work.
Watch out
it doesn't check for an existing deal, so a resent form creates a second one.
5

Create Deal With Order

Action

In Zapier“Creates a new deal with an order in your pipeline.”

Opens a deal that already carries an order, so the products sold sit on the opportunity from the start.

When to use it
an order placed in your online shop should appear in Outfield as a deal with its order for the account's rep.
Watch out
it always creates; resend the same order and you get a duplicate deal.
6

Create Incomplete Task

Action

In Zapier“Creates an Incomplete Task”

Puts an open to-do on a rep's list, with a title and a due date and time. Unlike Create Activity, it describes work still to be done.

When to use it
a new inbound lead should become a visit scheduled for the rep who covers that area.
Watch out
without a valid team member, the task has nobody to land on.
7

Create or Update Account

Action

In Zapier“Creates or updates an account.”

Files a place or contact, or refreshes it if Outfield already has it, so repeated runs don't pile up duplicates.

When to use it
leads arriving from several forms may concern the same shop, and you want one clean record.
Watch out
inside a Zap started by Updated Account, this action can trigger the Zap again.
8

Create or Update Activity

Action

In Zapier“Creates or Updates an Activity including check-ins, meetings, phone calls, notes, emails, text messages and completed tasks.”

Records an interaction or updates the one already logged, which keeps the timeline tidy when the same event is sent twice.

When to use it
meeting notes edited in another tool should replace the earlier version in Outfield.
Watch out
Activity Type and Team Member are both required on every run.
9

Create or Update Calendar Event

Action

In Zapier“Creates or updates a Calendar Event”

Adds a calendar event or updates it when it already exists, so changes in the source calendar carry over.

When to use it
a client moves a meeting in your scheduling tool and the rep's Outfield calendar follows.
Watch out
the account ID, event type, team member, start and end times are all required.
10

Create or Update Deal

Action

In Zapier“Creates or updates a deal in your pipeline.”

Adds a deal to the pipeline or edits the matching one, which suits sources that send the same opportunity several times.

When to use it
your quoting tool revises an offer and Outfield should show the latest version.
Watch out
in a Zap started by Updated Deal, it can loop.
11

Create or Update Deal With Order

Action

In Zapier“Creates or updates a new deal with an order in your pipeline.”

Creates a deal with its order or updates the existing one, keeping a single record as the order evolves.

When to use it
a customer edits a pending order and the deal in Outfield should match.
Watch out
placed after Updated Deal, it rewrites the very deal that started the Zap, and the loop begins.
12

Create or Update Incomplete Task

Action

In Zapier“Creates or updates an Incomplete Task”

Creates an open task or adjusts the existing one, for instance to move its due date when the source changes.

When to use it
a rescheduled appointment in your booking tool should shift the matching task rather than add a second one.
Watch out
the title, due date and time, and team member stay required.
13

Create Point Action

Action

In Zapier“Creates a new point action for the user selected.”

Awards points to a team member according to one of your point system specs, feeding Outfield's team scoring.

When to use it
a signed contract in your e-signature tool should credit the rep who closed it.
Watch out
both the team member and the point system spec are required, and the spec is identified by its Outfield ID, so look it up before this step.
Searches

Outfield searches

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

A search step finds a record that already exists in Outfield and hands it to the steps that follow. In the editor, the three Outfield searches sit at the bottom of the Action event list, under SEARCH. Each one makes the Zap multi-step.

1

Find Default Field

Search

In Zapier“Finds a Default Field in the enterprise”

Looks up one of the default fields of your Outfield enterprise so a later step can use it. It's a configuration lookup rather than a customer one.

When to use it
a Zap needs the reference of a default field before writing to it.
Watch out
how strictly the match works is decided by Outfield, not Zapier.
2

Find Account (Or Optionally Create)

SearchFind or create

In Zapier“Finds an Account.”

Searches accounts by name, company, title, address, email, phone, website, assigned rep, custom fields and deals, then hands back the match. The editor also lists it as Find or Create Account: same step, with the creation box ticked.

When to use it
fetch the account ID that Create Calendar Event requires.
Watch out
a broad search term can match several accounts.
3

Find User (Team Member)

Search

In Zapier“Finds a User in the enterprise”

Finds a rep in your Outfield enterprise by name, email, title or role, and returns the user ID that many actions expect in Team Member.

When to use it
assign a task to whichever rep's email arrived with the lead.
Watch out
a missing rep stops the Zap unless you allow empty results.

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 there and the dependent steps are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking this box turns the search into a find-or-create: the setting above disappears and the step 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, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When an Outfield Zap breaks

Zapier links no help article to Outfield and records no limit specific to it. Trouble comes from Zapier's general rules and from Outfield's required fields.

  • Existing accounts never show up

    A Zap reacts only to what happens after you publish it. Accounts, activities and deals already in Outfield stay there; moving that history is a separate job.

  • An update that updates itself

    Updated Account plus Create or Update Account, or Updated Deal plus Create or Update Deal, in one Zap: each write fires the trigger again and burns tasks.

  • A bulk import held back

    Import a large list of places at once and New Account suddenly fires on a huge batch. Zapier's flood protection can hold that batch instead of running it all.

  • Wrong account or activity type

    New Account, Updated Account and both activity triggers each follow one type. A Zap set to places ignores contacts; a Zap set to meetings ignores check-ins.
Need help

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FAQ

Outfield Zapier integration: FAQ

01Is the Outfield Zapier integration free?
Yes, on Zapier's side. Outfield is not a premium app, so it works on the free plan. That plan gives 100 tasks a month and Zaps of two steps: one trigger and one action. New Deal into a sheet fits. Add a second action, a filter or one of the three searches, and the Zap becomes multi-step, which needs a paid plan. Your Outfield subscription is billed separately by Outfield, and this page doesn't cover its pricing.
02How many Zapier tasks does an Outfield Zap use?
One per successful action, each time the Zap runs. Triggers cost nothing, including Zapier's repeated checks on the two polling triggers. A Zap that turns a lead into an account spends one task; add a visit task and it spends two. An action that fails isn't counted. Loops are the real risk: a Zap that writes back to the same account or deal it watches can restart itself and drain the plan quickly.
03Are Outfield triggers real time?
Six of the eight are instant: New Account, New Activity, New Deal and the three Updated triggers. Outfield reports those to Zapier itself, so the Zap starts without waiting for a check, on every plan. Default Fields and Point System Specs are polling triggers, checked every 15 minutes on Free, every 2 on Professional, every minute on Team and Enterprise. In the editor, a Zap built on an instant trigger shows a lightning bolt.
04What does it take to connect Outfield to Zapier?
An Outfield account, plus access to any records you don't own but want the Zap to touch. In Zapier, open Apps, click + Add connection, search for Outfield, click Add connection, sign in on the tab that opens and grant access. Before building, check that the reps you plan to assign exist as users in Outfield: Team Member is required on activities, tasks, calendar events and point actions. Once made, the connection serves all your Zaps.
05Why does an Updated Account or Updated Deal Zap keep running?
It's probably feeding itself. Updated Account fires when an account changes, and Create or Update Account changes accounts; the same goes for Updated Deal and the deal actions. Put both in one Zap and every write fires the trigger again, each pass spending a task. Split the roles: let the Updated trigger push changes out to other tools, and start any write into Outfield from a different Zap, triggered by another app. Test with a single record before publishing.
06What if the Outfield operation you need isn't on Zapier?
Then Zapier can't do it for Outfield today. The catalog creates and updates accounts, activities, open tasks, calendar events and deals, adds point actions, and finds default fields, accounts and team members. Nothing deletes a record, and there is no search for deals or activities. Keep those jobs inside Outfield, and use Zapier for what enters and leaves the CRM: leads coming in, field work and deals going out to the tools your managers and finance team already use.
07Zapier, Make or n8n for Outfield?
Choose on criteria, not on a ranking. First, check that the tool offers an Outfield connector and which events it exposes; on Zapier it's 8 triggers, 6 of them instant, 13 actions and 3 searches. Second, count your steps: Outfield Zaps quickly need a search for an account or a rep, which on Zapier means a paid plan. Third, weigh who will maintain the automations and which editor that person prefers.
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