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Pabau Zapier integrationAutomate Pabau with Zapier.

The Pabau Zapier integration gives you 16 triggers, 7 actions and 2 searches. Every trigger is instant, Pabau works on the free plan, and Zapier still labels it beta. Here is what each step does, what it costs and where clinics trip up.

Beta app Zapier still marks this integration as beta.

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Overview

What the Pabau Zapier integration actually does for a clinic

The Pabau Zapier integration links Pabau, the CRM built for medical and aesthetic clinics, to the other tools you use. Something happens in Pabau (a booking, a payment, a lead marked as won), Zapier notices it and runs the steps you chose. No copy and paste between screens, and no one has to remember to do it.

Three results people typically build first. A front desk that never retypes a patient: Lead Won feeds Create or Update Client, so a converted lead turns into a client record matched on email. A finance view that keeps itself current: New Payment and Refunded Payment push each movement to your accounting sheet, refunds arriving as negative amounts. A timeline that tells the whole story: Log Communication records an email, SMS, letter, WhatsApp message or call sent from another tool onto the client or lead.

Now the limits. Zapier does not send anything on Pabau's behalf: Log Communication writes the record, it never delivers the message. There is no action to cancel or reschedule a booking, none to raise a sale, none to delete a client. And a Zap ignores everything that existed before you switched it on, so your past appointments stay where they are.

The good news is speed. All 16 Pabau triggers are instant, which means the free plan gets the same reaction time as the most expensive one. If you are still weighing tools, the Make vs Zapier comparison is a sensible next read.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every line of this page. Here they are in plain English, once.

Zap
The automation you build: one trigger, followed by one or more actions that run every time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier sits and waits for that event.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in an app.
Task
The unit Zapier bills. One action your Zap completes successfully equals one task, and your plan counts those.
Instant vs polling
An instant trigger is reported by the app itself the moment it happens. A polling trigger is checked by Zapier on a timer.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops the run otherwise.
Search step
A step that looks up something already stored in an app, so the steps after it can reuse what it found.
Connection
Your Pabau account linked to Zapier once, then reused by every step of every Zap that touches Pabau.
Cost

What a Pabau Zap really costs

The trigger costs nothing. Each action that goes through costs one task, and an action that fails is not counted.

  • Trigger0 task
  • Successful action1 task each
  • Free plan100 tasks a month, 2-step Zaps
  • Pabau triggers16 instant, 0 polling

So a Zap with three actions burns three times what a one-action Zap does. The free plan gives 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger, one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. Pabau is not a premium app, so it runs on the free plan. The polling grid below does not touch Pabau, since all of its triggers are instant.

Connect

Connect your Pabau account to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, open the Apps page of your account and click + Add connection. A dialog opens with a search box. You need a Pabau account before you start, nothing else.

  2. 02

    Pick Pabau

    Type Pabau in the dialog, select it, then click Add connection. Zapier opens a new tab where you sign in to Pabau with the account the Zaps should act as.

  3. 03

    Grant access

    Allow Zapier to reach the account. Check that this user can read or write the records your Zaps will touch: clients, leads, the calendar. Records you do not own need that access too.

First Zap

Your first Pabau Zap: a won lead becomes a client with a note

GoalEvery lead marked as won in Pabau becomes a client record, with a note explaining where it came from.

  1. 01

    Build: pick the trigger

    Start a new Zap, choose Pabau as the app and Lead Won as the event. Select your Pabau connection. This Zap has two actions, so it is multi-step and needs a paid plan.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent won leads of your account, so you map the next steps on a real record rather than on a blank.

  3. 03

    Add Create or Update Client

    Add an action, pick Pabau, then Create or Update Client. Map First Name and Last Name from the lead. If the email already matches a client, Pabau updates that record instead of creating a twin.

  4. 04

    Add Add Note to Client

    Add a second Pabau action, Add Note to Client. Map the Client from the previous step and write a Note that says the record came from a converted lead.

  5. 05

    Test, then Publish

    Test each action once and read what came back in Pabau. When both look right, click Publish to switch the Zap on. From then on each won lead costs two tasks.

Triggers

The 16 Pabau triggers, one by one

16 events start a Zap when something happens in Pabau, and 16 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Canceled Appointment

Instant trigger

In Zapier“Triggers when an appointment is canceled in Pabau.”

Starts your Zap when someone cancels a booking in Pabau. That gap in the diary becomes something you can act on elsewhere: alert a waitlist, tell the practitioner, mark the slot in a shared sheet.

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 clinic that wants a freed slot offered to someone else before the day fills up again.
Watch out
cancellations made before the Zap was published are never picked up, so old gaps stay invisible.
2

Deleted Shift

Instant trigger

In Zapier“Triggers when a staff shift is deleted from the Pabau scheduler.”

Fires when a staff shift disappears from the Pabau scheduler. It is the counterpart of New Shift, and the two are rarely useful apart if you mirror rotas into another calendar.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
removing the matching entry from a team calendar or payroll sheet when a manager drops a shift.
Watch out
this trigger only covers deletion; a shift that moves arrives through Updated Shift instead.
3

Lead Lost

Instant trigger

In Zapier“Triggers when a lead is marked as lost in Pabau.”

Reacts when a lead is marked as lost in Pabau. Losing a prospect is usually where the record goes quiet; this trigger lets you keep a trace of it outside the CRM.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
feeding a lost-deals sheet so the sales team can review why consultations did not convert.
Watch out
sending these leads a message straight away may feel abrupt; a filter keeps it targeted, but it makes the Zap multi-step, so it needs a paid plan.
4

Lead Won

Instant trigger

In Zapier“Triggers when a lead is marked as won (converted) in Pabau.”

Goes off when a lead is marked as won, in other words converted, in Pabau. It is the natural start of an onboarding Zap, as in the example above.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
turning a converted lead into a client record, then welcoming the new patient through your email tool.
Watch out
if the Zap also changes that same lead in Pabau, Updated Lead fires too; keep the two Zaps from feeding each other.
5

New Appointment

Instant trigger

In Zapier“Triggers when a new appointment is booked in Pabau.”

Runs your Zap each time a new appointment is booked in Pabau. Most clinic automations start here, because a booking sets off reminders, preparation and follow-up.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
copying each booking into a practitioner's personal calendar, or posting it to the team chat.
Watch out
a Zap that books an appointment with Create Appointment will set this trigger off again; never point both at the same flow.
6

New Client

Instant trigger

In Zapier“Triggers when a new client (patient) is created in Pabau.”

Catches every new client, meaning patient, created in Pabau. Whether the record comes from the front desk or from another Zap, this is the moment to spread it to the rest of your stack.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
adding new patients to a newsletter list, as long as their marketing consent allows it.
Watch out
a bulk import of patients sends a large batch at once, and Zapier's flood protection may hold it back.
7

New Lead

Instant trigger

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

A lead landing in Pabau starts this one, whatever the channel that created it. Speed matters with enquiries, and this trigger hands each one to Zapier without delay.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
pinging the sales coordinator in your chat tool so a new enquiry gets a call back the same day.
Watch out
if a form tool already creates leads through Create Lead, this trigger will fire for those too, which is fine unless you write back to the lead.
8

New Payment

Instant trigger

In Zapier“Triggers when a payment is recorded in Pabau — includes the amount, method, invoice ID, parent invoice and client.”

Reacts to every payment recorded in Pabau. Zapier receives the amount, the payment method, the invoice ID, the parent invoice and the client, enough to reconcile without opening the CRM.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
logging each payment as a row in a bookkeeping sheet your accountant already reads.
Watch out
refunds have their own trigger; build a second Zap with Refunded Payment if your totals must stay right.
9

New Sale

Instant trigger

In Zapier“Triggers when a sale (invoice) is raised in Pabau — includes every sale item, payment, the client and the biller.”

Triggers when a sale, which Pabau treats as an invoice, is raised. The data that arrives carries every sale item, the payments, the client and the biller who raised 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
tracking treatment and product sales per biller in a reporting sheet.
Watch out
a sale and its payment are two separate events; pick New Sale for what was invoiced and New Payment for what was cashed.
10

New Shift

Instant trigger

In Zapier“Triggers when a staff shift is created on the Pabau scheduler.”

Starts a Zap whenever someone adds a staff shift on the Pabau scheduler. Rota changes rarely travel well by word of mouth, so this one saves a lot of reminders.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
posting the new shift to the staff member through your team messaging tool.
Watch out
shifts already on the scheduler before you publish the Zap are not sent; only new ones count.
11

Refunded Payment

Instant trigger

In Zapier“Triggers when a payment is refunded in Pabau (refund payments carry negative amounts).”

Money going back to a patient is what this trigger watches: it reacts when a payment is refunded in Pabau. Refunds come through as negative amounts, which keeps the arithmetic simple in a sheet that also holds the original payments.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
warning the clinic manager each time money goes back to a patient.
Watch out
a filter rule on that amount must be a number rule; a text rule will never pass on a negative value.
12

Rescheduled Appointment

Instant trigger

In Zapier“Triggers when an appointment is rescheduled in Pabau.”

Fires each time an appointment is moved to another time in Pabau. Unlike a generic update, it tells you specifically that the slot changed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keeping a practitioner's external calendar in step with the clinic diary after a patient moves their visit.
Watch out
if you also run a Zap on Updated Appointment, check in a test whether a move starts both, or you pay twice for one change.
13

Updated Appointment

Instant trigger

In Zapier“Triggers when an appointment is updated in Pabau.”

Covers any change to an existing appointment in Pabau. It is the broad net: use it when the kind of change matters less than knowing that something changed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keeping a mirror of the diary in a shared sheet up to date for a manager who does not use Pabau.
Watch out
because it fires on every edit, it eats tasks faster than the narrower triggers; a filter can trim it, on a paid plan.
14

Updated Client

Instant trigger

In Zapier“Triggers when a client (patient) record is updated in Pabau.”

Reacts to any edit on a client, that is a patient record, in Pabau. Whatever gets edited on that record, the Zap knows about 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
syncing contact details to your mailing tool so the two lists never drift apart.
Watch out
pairing it with Create or Update Client or Add Note to Client on the same patient can loop and burn tasks.
15

Updated Lead

Instant trigger

In Zapier“Triggers when a lead is updated in Pabau.”

Picks up changes made to a lead in Pabau. A lead moving through your pipeline creates a trail of updates, and each one can now travel to another tool.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
mirroring the lead's progress to a sales dashboard that the owner checks.
Watch out
a Zap that writes back to the same lead, with Add Note to Lead for instance, risks setting itself off again; test once before you publish.
16

Updated Shift

Instant trigger

In Zapier“Triggers when a staff shift is updated on the Pabau scheduler.”

Here the Zap wakes up when a shift that already exists on the Pabau scheduler is changed. Time moved, location swapped, the Zap hears about 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
notifying the staff member that their hours changed, through the messaging tool the team really reads.
Watch out
with New Shift, Updated Shift and Deleted Shift, a complete rota mirror takes three Zaps, one per trigger.
Actions

The 7 Pabau actions, grouped by what they do

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

1

Add Alert to Client

Action

In Zapier“Adds an alert (medical/staff warning banner) to a client in Pabau.”

Puts an alert on a patient: a medical or staff warning that shows as a banner on the client card. Hashtags such as #allergy turn into medical-condition tags.

When to use it
an intake form flags an allergy and staff must see it before treatment.
Watch out
Alert Text is capped at 150 characters. Ticking Critical makes the alert pop up before booking or charting.
2

Add Note to Client

Action

In Zapier“Adds a note to a client's record in Pabau.”

Writes a note onto a patient's record in Pabau, so information gathered in another tool sits next to the clinical history.

When to use it
a pre-visit questionnaire answered online should be readable from the client card.
Watch out
the Client field wants the Pabau client ID. Pick it from the dropdown, or put a Find Client search before this step to look it up by email.
3

Add Note to Lead

Action

In Zapier“Adds a note to a lead in Pabau.”

Attaches a note to a lead in Pabau. Handy to keep context from a chat or a call alongside the prospect.

When to use it
a sales call logged in your phone system should leave a short summary on the lead.
Watch out
Lead needs the Pabau lead ID. When the data only carries an email, add a Find Lead search in front to fetch it.
4

Create Appointment

Action

In Zapier“Books a new appointment in the Pabau calendar.”

Books a new appointment straight into the Pabau calendar from another tool, such as an online form or a booking request.

When to use it
a consultation request arrives elsewhere and should land in the diary without being retyped.
Watch out
Client, Service, Staff Member, Location and Start are all required. Two boxes, Send Confirmation Email and Send Confirmation SMS, decide whether Pabau confirms the booking to the patient.
5

Create Lead

Action

In Zapier“Creates a new lead in the Pabau leads pipeline.”

Drops a new lead into the Pabau leads pipeline, so enquiries from ads or forms end up where your sales team works.

When to use it
a contact form on your website should produce a lead, not an email someone has to copy.
Watch out
First Name and Last Name are required. The three opt-in boxes (email, phone, SMS marketing) should only be ticked if the form really collected that consent.
6

Create or Update Client

Action

In Zapier“Creates a client (patient) in Pabau, or updates the existing one when the email already matches a client.”

Adds a client, meaning a patient, to Pabau, or updates the existing one when the email already matches a client. One step, no duplicates.

When to use it
any Zap where you cannot be sure the patient is new, which is most of them.
Watch out
the match runs on email; without an email in the data, Pabau has nothing to compare and a second record can appear.
7

Log Communication

Action

In Zapier“Records an email, SMS, letter, WhatsApp message or call on a client or lead's Pabau timeline. This logs the communication — it does not send it.”

Records an email, SMS, letter, WhatsApp message or call on a client's or lead's Pabau timeline. It logs the exchange; it does not send it.

When to use it
your email tool sends a campaign and you want each send visible in the patient history.
Watch out
Recipient Type, Channel and Message / Summary are required. For a call, the summary of the conversation goes in that last field.
Searches

The 2 Pabau searches and their settings

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

A search step finds a client or a lead that already exists, so the next action knows which record to touch. In the editor, Pabau's searches sit at the bottom of the Action event list, under SEARCH. Some action fields also offer + Add search step, which inserts the lookup for you. Remember that a search makes the Zap multi-step.

1

Find Client

Search

In Zapier“Finds a client (patient) in Pabau by email or name.”

Looks up a patient in Pabau by email or by name and hands their client ID to the next steps.

When to use it
right before Add Note to Client, Add Alert to Client or Create Appointment, when the incoming data carries an email but no Pabau ID.
Watch out
two patients with the same name are common in a busy clinic; search by email whenever you have it, and decide what happens on multiple results.
2

Find Lead

Search

In Zapier“Finds a lead in Pabau by email or name.”

Finds an existing lead in Pabau from an email address or a name, so you can write to it instead of creating a new one.

When to use it
before Add Note to Lead, when a call or a chat arrives with only the prospect's email.
Watch out
when no lead matches, the default setting stops the Zap right there; switch it on only if the note can safely be skipped.

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 continues empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. Pabau exposes no find-or-create variant on these two searches, so to create a missing patient, use Create or Update Client.
  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 all of them on together.
When it breaks

When a Pabau Zap breaks

Zapier attaches no help article to Pabau and the app documents no rate limit of its own. What breaks is what breaks on any Zap, plus a few traps that the Pabau actions make easy to fall into.

Six cases worth knowing before you publish. If a Zap still misbehaves, the Zapier troubleshooting page walks through the usual suspects.

  • Your past bookings never come through

    A Zap only reacts to what happens after it is switched on. Appointments, clients and payments that already existed are not picked up; moving that backlog is a separate job.

  • The Zap triggers itself again and again

    Updated Client feeding Create or Update Client on the same patient is a loop: each write is a new update. It burns through your task count fast.

  • A bulk import goes quiet

    Import a large patient list or migrate leads and New Client or New Lead may return a huge batch at once. Zapier's flood protection can hold it back.

  • The alert is rejected

    Add Alert to Client caps Alert Text at 150 characters. Long text mapped from a form field will not fit; trim it or send it with Add Note to Client.

  • The message never reached the patient

    Log Communication records an email, SMS or call on the timeline, it does not send anything. Sending is the job of your email or SMS tool.

  • The Zap stops after a search

    Find Client or Find Lead found nothing and the setting was left on default, so the following steps were skipped. Switch it on only if the Zap can continue empty-handed.
Need help

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FAQ

Pabau Zapier integration: your questions

01Is the Pabau Zapier integration free?
Yes, Pabau works on Zapier's free plan because it is not a premium app. The free plan gives you 100 tasks a month and as many Zaps as you like, but each Zap is limited to two steps: one trigger and one action. Add a second action, a filter or a search step and the Zap becomes multi-step, which needs a paid plan. The actions that expect a Pabau client or lead ID often need a Find Client or Find Lead step first, which already makes the Zap multi-step. Zapier also marks the Pabau app as beta.
02How many tasks does a Pabau Zap use?
One task per action that completes successfully, and nothing for the trigger. A Zap that turns a won lead into a client and then adds a note uses two tasks per lead. An action that fails is not counted against your plan. The cost grows with busy triggers: Updated Appointment or Updated Client fire on every edit, so a Zap built on them runs far more often than one built on New Client. Pick the narrowest trigger that does the job, and your monthly count stays under control.
03Does Pabau trigger Zaps in real time?
Yes. All 16 Pabau triggers are instant: Pabau tells Zapier when the event happens, and the Zap starts right away. That holds on every plan, including the free one, so the polling intervals of the Zapier plan grid do not apply here. In the editor, a Zap built on an instant trigger shows a lightning bolt. The trigger type is set by the app itself and cannot be changed from Zapier, which in Pabau's case works in your favour.
04What does it take to connect Pabau to Zapier?
A Pabau account and a Zapier account. From the Apps page in Zapier, click + Add connection, search for Pabau, click Add connection, then sign in to Pabau in the tab that opens and grant access. The user you connect with must be able to read or write the records your Zaps will touch, including those it does not own. For Create Appointment in particular, that user has to see the services, practitioners and locations the dropdowns offer.
05Why does Add Alert to Client fail on some patients?
Most of the time the alert text is too long or the client is missing. Alert Text is limited to 150 characters, so a long answer copied from an intake form will not fit; shorten it or move it to Add Note to Client. The Client field also expects the Pabau client ID, not an email. When your data carries only an email, put a Find Client search step before the alert to look the ID up. Hashtags like #allergy become medical-condition tags on the record.
06What if the Pabau operation you want is not on Zapier?
Then it is not available through this integration, and no setting will make it appear. Zapier offers 16 triggers, 7 actions and 2 searches for Pabau: there is no action to cancel or reschedule an appointment, raise a sale or delete a client. The workable route is to start from what exists, for example a trigger in Pabau feeding a task in another tool where a person finishes the job. Check the list of actions on this page before you design the Zap around a missing step.
07Zapier, Make or n8n for Pabau?
Decide on the criteria that matter for your clinic rather than on a ranking. On Zapier, Pabau offers 16 instant triggers, 7 actions and 2 searches, it works on the free plan, and the app is still in beta. The useful questions are whether those operations cover your scenario, how many steps your Zaps need, since anything beyond two steps requires a paid plan, and how many tasks a month your volume of bookings and payments will produce.
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