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Overloop Zapier integrationAutomate Overloop with Zapier.

The Overloop Zapier integration gives you 13 triggers, 15 actions and 4 searches to move prospects, deals and organizations between your CRM and the rest of your tools. Here is what each one does, what it costs, and where it trips people up.

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Overview

What the Overloop Zapier integration does for you

Zapier is a tool that passes information from one app to another without code. Plugged into Overloop, it watches your CRM for things like a won deal or a first reply, then acts in another app. It also works the other way: something happens elsewhere, and a prospect, a deal or an organization gets created or updated in Overloop.

Three results people usually build first. A reply becomes a deal. Prospect Replied spots the first answer from a prospect, and Create Deal opens the opportunity in the pipeline you pick, so nobody has to remember to do it. Leads from elsewhere land in a campaign. A form or a spreadsheet in another app starts the automation, Create Prospect adds the person to Overloop, and Add Prospect to Campaign drops them into the right outreach. Closed deals keep moving. Deal Won starts a follow-up, and Enroll Organization puts the account into one of your Overloop workflows.

Now the limits, because they shape what you can build. All 13 triggers are polling ones: Zapier checks Overloop on a timer, it is never told the moment something happens. None of the 15 actions deletes anything, so cleanup stays a manual job. And nothing that already sat in Overloop before you switched the automation on gets picked up (more on that below).

If you are still choosing a tool for this, the n8n vs Zapier comparison is a fair place to start.

Vocabulary

Zapier vocabulary, in plain words

Eight words come back on every line of this page. Here is what each one means, once.

Zap
The automation you build: 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, like a deal marked as won in Overloop. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that creates, updates or moves something for you in an app.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Polling vs instant
A polling trigger is checked on a timer by Zapier. An instant one is reported by the app the moment it happens. Overloop only has polling ones.
Filter
A step that lets the Zap carry on only when what arrived matches a condition you set, and stops it otherwise.
Search step
A step that looks up a record that already exists, so the steps after it can use what was found.
Connection
Your Overloop account linked to Zapier once, then reused by every step of every Zap that touches Overloop.
Cost

What it really costs to run Overloop on Zapier

Overloop is not a premium app, so it works on the free plan. The bill is counted in tasks, and only successful actions count.

  • Free plan100 tasks a month, unlimited Zaps, two steps per Zap
  • TriggersNever billed, all 13 are polling
  • OverloopNot premium, available on the free plan

The trigger never costs a task, however often Zapier checks Overloop. Each action that goes through counts once, so a Zap with three actions uses three times more than one with a single action. An action that fails is not counted. The catch on the free plan: Zaps stop at two steps, one trigger and one action. Add a second action, a filter or a search and the Zap becomes multi-step, which needs a paid plan.

Connect

Connect your Overloop account in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need an Overloop account, plus read or write access to any record you do not own yourself but want the Zap to touch.

  2. 02

    Pick Overloop

    Type Overloop in the search box of the dialog, select it, then click Add connection. A new tab opens on the Overloop side: keep it in view, the next step happens there.

  3. 03

    Sign in and grant access

    Log in to Overloop in that tab and allow Zapier to reach the account. The connection then shows up on your Apps page, ready for every Zap you build with Overloop.

First Zap

Your first Zap: turn a reply into a deal

GoalWhen a prospect replies for the first time, open a deal and enroll it in a follow-up workflow.

  1. 01

    Pick the trigger

    Create a Zap, choose Overloop as the app that starts it and Prospect Replied as the event. Select the Overloop connection you added earlier.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent replies from your account, so you can pick a real one to map the next steps on.

  3. 03

    Add Create Deal

    Add Overloop as the action app and pick Create Deal. Choose the Pipeline (it is required), then map details from the reply into the deal fields.

  4. 04

    Add Enroll Deal

    Add a second action, Enroll Deal. Map the deal from the previous step and choose a Workflow. This makes the Zap multi-step, so it needs a paid plan.

  5. 05

    Test, then publish

    Test each action once and read what came back in Overloop. When it looks right, publish the Zap to switch it on. The Zapier training goes further if you want to build this kind of chain often.

Triggers

Overloop triggers on Zapier

13 events start a Zap when something happens in Overloop. Zapier checks for them at the interval your plan allows.

1

Deal Created

Polling trigger

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

A new deal shows up in Overloop, and your Zap gets a fresh record to work with. Handy when sales and finance live in different tools and the second one always hears about opportunities too late.

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
post every new opportunity to your team chat so the account manager can claim it.
Watch out
deals created in bulk all arrive on the same check, so expect a burst rather than a steady drip.
2

Deal Lost

Polling trigger

In Zapier“Triggers when a new deal is lost.”

Every deal that gets marked as lost starts the Zap. It is the event most teams forget to track, and it is where the useful lessons usually hide.

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
log lost deals into a spreadsheet where the sales lead reviews them.
Watch out
a deal you mark as lost through the Mark Deal as Lost action can fire this trigger too, so do not chain the two in the same Zap.
3

Deal Won

Polling trigger

In Zapier“Triggers when a new deal is won.”

Here the starting point is a closed sale. When Zapier's next check finds a deal marked as won, the Zap runs with that deal in hand.

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
hand the new customer to onboarding, create the invoice draft in your billing tool, or enroll the organization in an Overloop workflow.
Watch out
on the free plan the handover can lag the win by up to a full interval, so warn whoever waits on it.
4

New Exclusion List Item

Polling trigger

In Zapier“Triggers when a new exclusion list item is created.”

Your exclusion list is where contacts go once nobody should write to them again. This trigger fires on each new entry, so other tools can hear about it too.

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
mirror the exclusion into your newsletter tool, so a person who asked to be left alone stops getting mail from every channel.
Watch out
an entry added with Exclude Prospect from another Zap also lands here, which is fine as long as that Zap does not listen to this one.
5

Campaign Created

Polling trigger

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

Each new outreach campaign set up in Overloop starts this Zap. It suits teams where several people launch campaigns and the manager wants to know about all of them.

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
add a line to a shared campaign calendar, or ping the channel where the sales team plans its week.
Watch out
it reacts to a campaign being created, so it tells you nothing about how that campaign performs later.
6

List Created

Polling trigger

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

Lists are how many Overloop users group prospects before a campaign. When someone creates one, this trigger passes it to your Zap.

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 a register of lists in a shared sheet, so the team can see who built which segment and why.
Watch out
the Zap hears about the list itself, not about the prospects added to it afterward; for those, Prospect Created is the better starting point.
7

Pipeline Created

Polling trigger

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

A brand-new pipeline is a rare event, which is exactly why it is worth a notification. This trigger catches each one added to your Overloop account.

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
alert whoever maintains your reporting, since a new pipeline usually means dashboards and Zaps that pick a Pipeline need updating.
Watch out
existing Zaps that use Create Deal or Move Deal keep the pipeline they were set with; nothing switches over on its own.
8

Stage Created

Polling trigger

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

Stages are the columns a deal moves through inside a pipeline. Adding one changes how your funnel reads, and this trigger lets the rest of your tools know.

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
notify the ops person who keeps the pipeline documentation in sync with what the sales team actually uses.
Watch out
it fires on the creation of the stage, not when deals enter it, so it says nothing about deal movement.
9

User Created

Polling trigger

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

This one watches your Overloop team rather than your prospects: a new user on the account starts the Zap.

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
kick off an onboarding checklist for a new sales rep, or record the seat in the sheet where you track software licences.
Watch out
the Zap only sees users added after it is switched on, so the people already on the account need a one-off manual entry.
10

Workflow Created

Polling trigger

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

Workflows are the automated sequences you enroll prospects, deals or organizations into from inside Overloop. Whenever a new one is built, this trigger hands it to your Zap.

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
tell the person who maintains your Enroll Zaps that a new workflow exists and may need wiring.
Watch out
a workflow created this way is not enrolled into anything by itself; the Enroll actions still need it picked by hand.
11

Organization Created

Polling trigger

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

Organizations are the companies behind your prospects. A new one in Overloop starts the Zap, whether a rep typed it in or another automation created it.

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
create the matching company in your accounting or support tool, so the account exists everywhere before the first invoice.
Watch out
if a Zap of yours runs Create Organization, it will set this trigger off too, so keep the two in separate, non-circular Zaps.
12

Prospect Created

Polling trigger

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

Zapier puts this one first on the Overloop page, and it is the busiest trigger of the lot: every new person added as a prospect starts a run.

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
copy new prospects into a reporting sheet, or tell the owner in chat that someone landed in their territory.
Watch out
a big import creates a lot of prospects at once, which can trip Zapier's flood protection and hold the batch back.
13

Prospect Replied

Polling trigger

In Zapier“Triggers when a prospect has replied for the first time.”

This is where a cold conversation turns warm. The trigger reports a prospect who answers you, and only their first reply, so a long back-and-forth does not fire it again and again.

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
open a deal right away with Create Deal, or alert the rep in charge so the answer gets a quick human follow-up.
Watch out
later replies from the same prospect do not start the Zap, so it is not a way to track whole conversations.
Actions

Overloop actions on Zapier

Overloop gives you 15 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Prospect to Campaign

Action

In Zapier“Add a prospect to a campaign.”

Puts an existing prospect into one of your outreach campaigns. Both the Prospect and the Campaign are required.

When to use it
right after Create Prospect, so a new lead starts receiving the sequence meant for their segment.
Watch out
the prospect has to exist first, so build the creation step before this one.
2

Create Deal

Action

In Zapier“Create a deal.”

Opens a deal in the pipeline you choose. The Pipeline field is required, so at least one must exist in Overloop before you set this up.

When to use it
a demo request booked through your calendar tool becomes an opportunity right away.
Watch out
the pipeline is fixed in the Zap, so a new pipeline later means editing this step.
3

Create Organization

Action

In Zapier“Create an organization.”

Creates a company record in Overloop, so prospects and deals have an account to hang on.

When to use it
a new customer in your billing tool should exist in the CRM too, without anyone retyping the name.
Watch out
Search Organization before it saves you from two records for the same company.
4

Create Prospect

Action

In Zapier“Create a prospect.”

Adds a person to Overloop from whatever app started the Zap. It is the usual entry door for leads that arrive through forms, events or spreadsheets.

When to use it
every signup on your webinar tool becomes a prospect your team can reach.
Watch out
pair it with Search Prospect first if the same person may come back twice.
5

Enroll Deal

Action

In Zapier“Enroll a deal in a workflow.”

Attaches a deal to a workflow, with the Deal and the Workflow as required fields.

When to use it
a deal created from a reply goes straight into the follow-up sequence your reps use for warm leads.
Watch out
in a Zap where Create Deal comes first, map the deal from that step instead of searching for it again.
6

Enroll Organization

Action

In Zapier“Enroll an organization in a workflow.”

Works like Enroll Prospect, but at the company level: the Organization and the Workflow are both required.

When to use it
after a won deal, put the customer's company into the onboarding workflow your account managers run.
Watch out
without an organization record, there is nothing to enroll, so Search Organization often comes first.
7

Enroll Prospect

Action

In Zapier“Enroll a prospect in a workflow.”

Signs a prospect up for one of your Overloop workflows. You pick the Prospect and the Workflow, and both are required.

When to use it
a prospect who downloads a guide on your site goes into the nurture workflow built for that topic.
Watch out
the workflow must already exist in Overloop; the Zap cannot build one for you.
8

Exclude Prospect

Action

In Zapier“Add a prospect to the exclusion list.”

Adds someone to your exclusion list, so Overloop stops contacting them. The Prospect Email field is required.

When to use it
an unsubscribe in your newsletter tool also takes the person out of your sales outreach.
Watch out
each exclusion is a successful action, so a large unsubscribe wave uses a task per person.
9

Mark Deal as Lost

Action

In Zapier“Mark deal as lost.”

The mirror of the previous action: it closes a deal as lost, and the ID is required here as well.

When to use it
a cancellation form filled in by a prospect closes the opportunity without a manual update.
Watch out
a Zap that starts on Deal Lost and runs this action would loop on itself.
10

Mark Deal as Won

Action

In Zapier“Mark deal as won.”

Closes a deal as won. It asks for the deal ID, and that field is required.

When to use it
the first payment recorded in your billing tool settles the deal in Overloop on its own.
Watch out
the ID rarely sits in the other app, so a Search Deal step usually fetches it.
11

Move Deal

Action

In Zapier“Move a deal.”

Shifts a deal to another place in your pipelines. The Pipeline is required, so the target has to exist.

When to use it
a signed contract in your e-signature tool moves the matching deal forward without a rep dragging it.
Watch out
you need the right deal first, which usually means a Search Deal step before this one.
12

Search Email

Action

In Zapier“Search an email.”

Zapier files this one among the actions, not under the searches, and describes it only as searching an email.

When to use it
test it on one real address before wiring anything to what it returns.
Watch out
because it is an action, every successful run counts as a task, unlike a plain trigger check.
13

Update Deal

Action

In Zapier“Update a deal.”

Rewrites parts of an existing deal, so the record keeps up with what happens in other tools.

When to use it
a revised quote in your proposal tool updates the matching deal in Overloop.
Watch out
pointing at the right deal is the hard part, and Search Deal is the usual way to do it.
14

Update Organization

Action

In Zapier“Update an organization.”

Edits a company record already in Overloop, rather than creating a new one.

When to use it
a change of company details in your accounting tool lands in the CRM too.
Watch out
run Search Organization before it so the Zap edits the right company and not a lookalike.
15

Update Prospect

Action

In Zapier“Update a prospect.”

Changes an existing prospect, which you point to with the required Id or email field.

When to use it
a prospect edits their details in your customer portal, and Overloop stays current.
Watch out
the email route is the easiest, since most apps that start the Zap already carry an address.
Searches

Overloop searches on Zapier

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

A search step finds a record that is already in Overloop and hands it to the steps that follow. In the editor, the four Overloop searches sit at the bottom of the Action event list, under SEARCH. A Zap with a search is multi-step, so it needs a paid plan.

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 skips the steps that relied on it. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. Overloop offers no find-or-create variant on Zapier, so do not count on it here.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first one (the default), stop the Zap, or pass them all on at once.
When it breaks

When an Overloop Zap breaks

Zapier publishes no Overloop-specific error or rate limit. What breaks is the general stuff, and it breaks the same way on every CRM.

Four cases cover most of the surprises. If one of them bites, the Zapier troubleshooting page is the next stop.

  • Old records are never picked up

    A Zap only reacts to what happens after it is switched on. Prospects and deals already in Overloop stay where they are; moving that backlog is a separate job.

  • A Zap that sets itself off

    Prospect Created plus Create Prospect in the same Zap writes where the trigger watches. It fires again and again, and the task count drains fast.

  • Bulk imports get held back

    Import a large file into Overloop and the next check returns a huge batch. Zapier's flood protection can hold it back instead of running every item.

  • No duplicates, by design

    Zapier remembers what it already saw on a polling trigger, so the same prospect or deal never starts the Zap twice.
Need help

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FAQ

Overloop and Zapier: the questions people ask

01Is the Overloop Zapier integration free?
Yes, you can use it on the free plan, because Zapier does not class Overloop as a premium app. The free plan gives you 100 tasks a month and unlimited Zaps, with one limit that matters: each Zap stops at two steps, one trigger and one action. Once you add a second action, a filter or a search, the Zap becomes multi-step and needs a paid plan. The reply-to-deal example on this page, with its Enroll Deal step, is one of those.
02How many tasks does an Overloop Zap use?
One task per action that completes successfully, and nothing for the trigger. Zapier checking Overloop for new deals or prospects costs nothing, however often it looks. A Zap with Create Deal then Enroll Deal uses two tasks each time it runs, while a Zap with a single action uses one. An action that fails is not counted. Keep that in mind with Prospect Created on a busy account: every new prospect that goes through to an action eats into the monthly count.
03Is the Overloop Zapier integration real time?
No. All 13 Overloop triggers are polling triggers, which means Zapier checks Overloop on a timer rather than being told the moment something happens. The interval depends on your plan: every 15 minutes on Free, every 2 minutes on Professional, and every minute on Team and Enterprise. The type comes from the app and cannot be switched in the editor. On paid plans you can also change the interval or run a check by hand from the editor.
04What does it take to connect Overloop to Zapier?
An Overloop account you can sign in to, plus read or write access to any record you do not own but want the Zap to touch. From the Apps page in Zapier, click + Add connection, search for Overloop, click Add connection, sign in to Overloop in the tab that opens and grant access. For several actions you also need things set up in Overloop first: a Pipeline for Create Deal and Move Deal, a Workflow for the three Enroll actions.
05Why does Mark Deal as Won ask for an ID?
Because the ID field is required on Mark Deal as Won and Mark Deal as Lost, and that is how Overloop knows which deal to close. The app that starts your Zap rarely carries an Overloop deal ID. The usual fix is a Search Deal step before the action: it finds the deal from a text you give it and passes its ID along. That turns the Zap into a multi-step one, so plan for a paid plan if you build it this way.
06What if the Overloop operation you need is not on the list?
Then the Zapier integration simply does not offer it: the 13 triggers, 15 actions and 4 searches on this page are all that the editor shows today. Nothing deletes records, for example, and no trigger is instant. You can sometimes get close by chaining what exists, like a search followed by an update. Otherwise, the operation has to be done in Overloop itself, or through another automation tool that covers it.
07Zapier, Make or n8n for Overloop?
It depends on criteria rather than on a winner. Check three things for each tool: whether it offers the Overloop events and actions you need, how quickly those events reach the automation, and how many steps your scenario takes. On Zapier, the answers are clear: 32 operations, all 13 triggers polling with a 15-minute check on the free plan, and Zaps limited to two steps unless you pay. Put the same three questions to Make and n8n before choosing.
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