Resources · Zapier integration

Paint Bid Ninja Zapier integrationAutomate Paint Bid Ninja with Zapier.

The Paint Bid Ninja Zapier integration gives you 2 triggers and 1 action, with no search step. A quote that goes out or comes back signed can start a Zap, and a new client can be added to Paint Bid Ninja from another app.

See the 3 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the Paint Bid Ninja Zapier integration does for a painting business

It connects Paint Bid Ninja, the quoting service painting contractors use to price jobs and send documents to their clients, with the other tools of the business. Quotes sent and quotes signed can set off work elsewhere, and new clients can arrive in Paint Bid Ninja without being typed twice.

A job lined up when the client signs. New Quote Signed can post the news to the crew, add a line to a job planner or open a task for ordering paint.

A follow-up for every quote that goes out. New Quote Sent can drop a reminder in a task list or a CRM, so nobody forgets to call the client back.

Clients that come in from the website. Put Create Client and Property after a form or a booking tool, and each request lands in Paint Bid Ninja as a client, with the property if you have one, ready to be quoted.

The one timing difference to know: New Quote Sent is the only instant trigger. It reacts straight away even on the free plan, while New Quote Signed waits for your plan's interval.

What Zapier does not do here: no search, no update, and no action that drafts or sends a quote. Pricing and sending stay in Paint Bid Ninja. To compare other automation tools, see n8n vs Zapier and Make vs Zapier.

Vocabulary

Zapier words, in plain English

Eight terms come back throughout this page. Here they are in one line each, before you open the editor.

Zap
The automation you build on Zapier: one trigger, then 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 on, Zapier waits for it, here a quote sent or a quote signed.
Action
What the Zap does once it has started: the step that writes, sends or moves something for you, like adding a client.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Polling trigger
A trigger Zapier checks on a timer. It asks the app for new items at a fixed interval and keeps only what it has not seen.
Instant trigger
A trigger the app reports itself. It calls Zapier the moment the event happens, so nothing waits for the next check.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action or a filter makes it one, and it then needs a paid plan.
Cost

What it really costs in tasks

Zapier bills tasks, and only actions that succeed count. Neither Paint Bid Ninja trigger costs anything, and the checks Zapier runs on New Quote Signed are free too.

  • New Quote Sent or New Quote Signed firing0 tasks
  • Create Client and Property that succeeds1 task
  • Free plan100 tasks a month, two-step Zaps
  • Paint Bid Ninja accessWorks on the free plan

Each Create Client and Property that goes through is one task; a failed one is not counted. The free plan gives 100 tasks a month and Zaps of two steps only: one trigger, one action. Add a filter or a second action and the Zap needs a paid plan. Paint Bid Ninja itself works on the free plan. The grid below sets how often New Quote Signed is checked; New Quote Sent ignores it, being instant, and starts the Zap right away.

Connect

Connect your Paint Bid Ninja account

  1. 01

    Open Apps in Zapier

    In your Zapier account, open the Apps page and click + Add connection. A connection is your Paint Bid Ninja account linked once, then reused by every step that needs it.

  2. 02

    Pick Paint Bid Ninja

    Type Paint Bid Ninja in the search box of the dialog, select it, then click Add connection. The one prerequisite is an existing Paint Bid Ninja account.

  3. 03

    Sign in and grant access

    Sign in to Paint Bid Ninja in the tab that opens, then grant Zapier access to the account. If the Zap must touch records you do not own, that account also needs read or write access on them.

First Zap

Your first Zap: tell the crew about signed quotes

GoalPost a message to your team each time a client signs a quote that meets your condition.

  1. 01

    Pick the trigger

    Choose Paint Bid Ninja as the app that starts the Zap, then New Quote Signed as the event, and select the connection you added before.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent signed quotes of the account, so the next steps are mapped on a real one.

  3. 03

    Add a filter

    Click the plus icon, choose Filter, then fill the three boxes: the field to check, the rule and the value. Match the rule to the data, text for text and number for numbers.

  4. 04

    Add the message

    Pick your team chat as the action app, choose the event that posts a message, and map the quote details into the text so the crew sees what was signed.

  5. 05

    Test, then publish

    Test each step once and read what came back, then click Publish. The filter makes this a multi-step Zap, so it runs on a paid plan.

Triggers

Paint Bid Ninja triggers

2 events start a Zap when something happens in Paint Bid Ninja, and one of them is instant: the app calls Zapier straight away, whatever your plan.

1

New Quote Sent

Instant trigger

In Zapier“Triggers when a new quote is sent.”

Starts your Zap every time a quote leaves Paint Bid Ninja for a client, and passes the quote on so the next steps can log it or plan a 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
to put a call-back reminder in your task list or move the lead forward in a sales pipeline kept outside Paint Bid Ninja.
Watch out
quotes sent before the Zap is published never start it. Old quotes need another route if you want them tracked.
2

New Quote Signed

Polling trigger

In Zapier“Triggers when a new quote is signed by a Client.”

Picks up quotes a client has signed and hands each one to your actions, which is the natural moment to schedule the work, order material or thank the client.

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 signed quote should become a job on the calendar or a message to the painters without anyone retyping it.
Watch out
Zapier remembers the signed quotes it has already seen, so one quote does not start the Zap twice on later checks.
Actions

Paint Bid Ninja action

Paint Bid Ninja gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Client and Property

Action

In Zapier“Creates a new client and optionally a property in Paint Bid Ninja. Automatically checks for duplicates by email.”

Adds a client to Paint Bid Ninja, and the property to paint when you supply it, from whatever an earlier step brought in. It checks for an existing client with the same email first, so repeat requests do not pile up duplicates.

When to use it
behind a website form or a booking tool, so every request is ready to be quoted.
Watch out
first name, last name and email are all required.
When it breaks

When a Paint Bid Ninja Zap breaks

Zapier's help center lists no error specific to this app. The trouble comes from how every Zap behaves, and four cases are worth knowing before you switch one on.

Each card names the symptom and what to do. If a Zap still misbehaves after that, the Zapier troubleshooting page is the next stop.

  • Quotes from before the Zap are ignored

    A Zap only reacts to what happens after it is switched on. Quotes sent or signed earlier never start it, so moving that history is a separate job.

  • Signed quotes arrive late on Free

    New Quote Signed is checked every 15 minutes on the free plan. A signed quote can wait up to that long before the Zap moves; paid plans check more often.

  • A bulk import can be held back

    After a mass import or a migration, a trigger can suddenly return a huge batch. Zapier's flood protection may hold it back rather than run every item.

  • Missing email, no client

    Create Client and Property needs first name, last name and email. If the source leaves one empty, the client cannot be added; a failed action is not counted, but the client is not created either.
Need help

Need help automating Paint Bid Ninja with Zapier?

A person reads every message.

FAQ

Paint Bid Ninja and Zapier: common questions

01Is the Paint Bid Ninja Zapier integration free?
Yes, it works on the free plan. Paint Bid Ninja is not reserved for paid plans, so you can connect it and switch a Zap on without paying Zapier. The free plan does set two limits. You get 100 tasks a month, and each Zap holds two steps only: one trigger and one action. New Quote Signed followed by one message fits. Add a filter or a second action and the Zap becomes multi-step, which needs a paid plan. Plan prices change often, so none are quoted here.
02How many tasks does a Paint Bid Ninja Zap use?
One task per action that succeeds, nothing more. New Quote Sent and New Quote Signed never cost a task, and the regular checks on New Quote Signed are free as well. A Zap running Create Client and Property uses one task each time a client is added. If the step fails, it is not counted. With several actions, each successful one counts on its own, so three actions use three times more than one.
03Does Paint Bid Ninja work with Zapier in real time?
One trigger does, the other does not. New Quote Sent is instant: Paint Bid Ninja reports it to Zapier, so the Zap starts straight away on any plan, free included. New Quote Signed is a polling trigger: Zapier checks for new signed quotes every 15 minutes on Free, every 2 minutes on Professional and every minute on Team and Enterprise. On paid plans that interval can be changed, and a check can be run by hand from the editor.
04What does connecting the account require?
A Paint Bid Ninja account and a Zapier account. You open Apps in Zapier, click + Add connection, search for Paint Bid Ninja and pick it, then sign in to the app in the tab that opens and grant access. If the Zap must read or write records someone else owns, the connected account needs read or write access on them. The connection is then reused by every step that uses Paint Bid Ninja, so you set it up once.
05Will Create Client and Property make duplicate clients?
It is built to avoid that. Before adding anyone, the action checks Paint Bid Ninja for a client with the same email, which is why the email is required along with the first and last name. The check relies on the email alone, so a client who writes from a second address can still end up listed twice. Keep the email field mapped from a reliable source, such as the form the client filled in.
06What if the operation you need is not there?
Then this integration cannot do it, since it offers only New Quote Sent, New Quote Signed and Create Client and Property. There is no search, no update, and no way to create or send a quote from a Zap. You can still use either trigger to start work in other apps of the same Zap, and feed new clients in with Create Client and Property. Quoting and sending stay inside Paint Bid Ninja.
07Zapier, Make or n8n for Paint Bid Ninja?
It depends on the job, not on a winner. Zapier fits if two quote triggers and one client action cover what you need, and if two-step Zaps on the free plan are enough to start. If signed quotes must be handled within the minute, check which plan gives you that interval. If you need to search or update records, this integration offers neither, so check what other tools provide for Paint Bid Ninja before choosing.
Same platform

Other docs you might need on this stack.

Browse all integrations