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PawthosX Zapier integrationAutomate PawthosX with Zapier.

The PawthosX Zapier integration gives you 28 triggers, 58 actions and 48 searches. That is enough to wire a vet clinic's appointments, lab orders, stock, expenses and staff records to the rest of its tools, as long as you know what each step costs and where it trips.

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Overview

What the PawthosX Zapier integration does for a clinic

PawthosX is the operating system a veterinary clinic runs on: appointments, patient records, labs, stock, staff. Connecting it to Zapier lets an event in PawthosX start an automation (a Zap) that writes into another tool, or lets another tool push a record into PawthosX, without anyone retyping it at the front desk.

Three results show what that looks like in practice. A no-show stops being a line nobody reads: Appointment No-Show picks it up and Create Work Task puts a follow-up call in someone's queue. Stock stops running out quietly: Inventory Low Stock notices an item under its reorder point, and Create Purchase Order drafts the order for the vendor. Payroll stops being copied by hand: New or Updated Time Entry hands each shift's hours to your payroll tool, and Find Team Member matches the right person on the way.

Now the part the app page leaves out. All 28 triggers work by polling (Zapier checks PawthosX on a timer), none is instant, so nothing reaches the next tool the second it happens. Most actions want the record's PawthosX ID, which means your Zap must get it from a trigger or a search first. And on the free plan a Zap stops at two steps, so the search-then-update pattern this app relies on needs a paid plan.

If you are weighing the platform itself before you build, the comparisons n8n vs Zapier and Make vs Zapier are there.

Vocabulary

Zapier vocabulary in one minute

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

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time that 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 changes something in an app on your behalf.
Task
The unit Zapier bills you for: one action your Zap completes successfully. Your plan's quota is a count of those.
Polling vs instant
Polling: Zapier asks the app for new items on a timer. Instant: the app tells Zapier itself. Every PawthosX trigger is polling.
Filter
A step that lets the Zap carry on only when what arrived meets a condition you set, and stops it quietly otherwise.
Search step
A step that looks up something that already exists in an app, so the steps after it can use what it found.
Connection
Your PawthosX account linked to Zapier once, then reused by every step of every Zap that touches PawthosX.
Cost

What a PawthosX Zap really costs

PawthosX is not reserved for paid plans: it works on the free plan. What you pay for is the actions, never the waiting.

  • Free plan100 tasks a month, unlimited Zaps, two steps per Zap
  • PawthosX on the free planYes, it is not a paid-only app
  • Trigger checksFree, however often Zapier looks
  • Filter or search stepMakes the Zap multi-step, so paid plan

The trigger itself never costs a task, and neither do the checks Zapier runs on PawthosX, however often they happen. Each action that succeeds counts as one task, so a Zap with three actions eats three times what a one-action Zap does. An action that fails is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger, one action. Add a filter, a second action or a search step and it becomes a multi-step Zap, which needs a paid plan. A few apps and actions take more than one task, so watch the task history on your first runs.

Connect

Connect your PawthosX account

  1. 01

    Open the Apps page

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

  2. 02

    Pick PawthosX

    Type PawthosX in the search box of the dialog, pick it from the results, then click Add connection. A new browser tab opens on the PawthosX side, where the rest happens.

  3. 03

    Sign in and grant access

    Sign in to PawthosX in that tab and grant Zapier access to the account. The connection now shows on your Apps page, and every PawthosX step of every Zap reuses it.

First Zap

Your first PawthosX Zap: turn a no-show into a follow-up task

GoalEach time an appointment is marked no-show in PawthosX, a work task lands in your team's queue with a note explaining why.

  1. 01

    Build: pick the trigger

    Create a new Zap, choose PawthosX as the app that starts it and Appointment No-Show as the event. Select the PawthosX connection you added earlier.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent no-shows of your account, so you map the next steps on a real appointment rather than an empty shell.

  3. 03

    Add the work task

    Add PawthosX again with Create Work Task, and map the appointment details from the trigger into the task so whoever picks it up knows which client to call.

  4. 04

    Attach a note

    Add Add Work Task Note and map the ID the previous step returned. This third step makes it a multi-step Zap, so it needs a paid plan.

  5. 05

    Test, then publish

    Run each step once and read what came back in PawthosX. When the task and its note look right, publish the Zap to switch it on. The Zapier training covers this build-test-publish loop from scratch.

Triggers

The 28 PawthosX triggers

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

1

Appointment Cancelled

Polling trigger

In Zapier“Triggers when an appointment is cancelled.”

Every visit that gets called off in PawthosX starts your Zap, carrying the cancelled appointment with it so the gap in the schedule can be dealt with somewhere other than the front desk.

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 freed slots to the channel your receptionists watch, so a client on the waiting list gets offered the time.
Watch out
the cancellation arrives at the next check, so a slot freed just before closing can reach the team after hours.
2

Appointment Completed

Polling trigger

In Zapier“Triggers when an appointment reaches Completed status.”

When an appointment reaches its Completed status, this trigger hands the finished visit to your Zap. It is the natural starting line for anything that should happen after the pet walks out.

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
send a satisfaction survey or a care reminder from your email tool once the consultation is closed in PawthosX.
Watch out
a visit only counts here once someone moves it to Completed; one left open never starts the Zap.
3

Appointment No-Show

Polling trigger

In Zapier“Triggers when an appointment is marked no-show.”

Missed visits get their own trigger: whenever staff mark an appointment as a no-show, the record travels to the next step instead of disappearing into the day's history.

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 follow-up task or log the miss in a spreadsheet so recurring no-shows become visible to the practice manager.
Watch out
it reacts to the no-show mark, not to the clock; if nobody marks the visit, the Zap sees nothing.
4

Appointment Created or Updated

Polling trigger

In Zapier“Triggers when an appointment is created or updated in PawthosX.”

Broader than its siblings, this one fires on a brand-new booking and on any later change to an existing one, so a single Zap can keep another calendar or sheet in step with PawthosX.

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 clinic schedule into a shared calendar that mobile vets or partners can read.
Watch out
if your Zap also updates appointments in PawthosX, it will set itself off again; add a filter or pick a narrower trigger.
5

Critical Lab Order

Polling trigger

In Zapier“Triggers for critical lab orders.”

Lab orders flagged as critical are singled out by this trigger, which makes it the one to use when a result should never wait in an inbox until someone happens to open 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
push an alert to the on-duty vet's messaging app so the case gets a second look quickly.
Watch out
with polling, the alert comes at the next check; on the free plan, that interval is worth weighing for anything urgent.
6

Inventory Lot Expiring

Polling trigger

In Zapier“Triggers for inventory lots approaching expiration.”

Drugs and consumables close to their expiry date surface through this trigger, lot by lot, so the stock that is about to go to waste gets noticed while there is still time to use or return 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
add each expiring lot to a review list that the person in charge of the pharmacy goes through.
Watch out
it works on lots, so items you do not track by lot in PawthosX will never show up here.
7

Fetch Time Entries

Polling trigger

In Zapier“Triggers to fetch team member times between dates for export.”

Rather than reacting to one event, this trigger pulls the hours your team logged between two dates, which suits an export to a payroll or reporting tool better than a record-by-record sync.

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
feed a timesheet spreadsheet that the manager checks before payroll closes.
Watch out
both dates are mandatory, and the date fields accept several written formats; the year-first one is the preferred format, so stick to it.
8

Find Daily Reconciliations

Polling trigger

In Zapier“Triggered to pull batched daily payment totals for syncing to accounting software.”

Payments get batched into daily totals by PawthosX, and this trigger is the door to them: it hands your Zap the reconciled figures for a period, ready for your accounting software.

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 each day's payment total to your bookkeeping tool instead of rekeying it from the till report.
Watch out
a start and an end, each with a date and a time, are both required; set them to the exact days you want to post.
9

Fetch Team Members

Polling trigger

In Zapier“Triggers a Search for an employee by name or email.”

Despite its name in the list, this is a trigger: it looks for an employee by name or email and starts the Zap with the staff member it finds, which helps when a person, not an event, is the starting point.

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
start an onboarding checklist for a given employee in your HR tool.
Watch out
do not confuse it with the search Find Team Member, which looks a person up in the middle of a Zap.
10

Lab Pending Review

Polling trigger

In Zapier“Triggers for lab orders awaiting review.”

Results that came back but nobody has signed off yet are what this trigger watches. It keeps the review queue from growing in silence behind a busy consulting room.

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
drop a reminder into the reviewing vet's task list, or a daily digest sheet, for every order waiting on them.
Watch out
an order can wait until the next check before it shows here; for the urgent ones, Critical Lab Order is the dedicated trigger.
11

Inventory Low Stock

Polling trigger

In Zapier“Triggers when an inventory item is below its reorder point.”

An item drifting below its reorder point in PawthosX starts this Zap. It turns a number nobody checks into a prompt to reorder before the shelf is empty.

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
draft a purchase order for the usual vendor, or ping whoever handles ordering with the item that needs restocking.
Watch out
it relies on the reorder point set on each item; an item without one never trips the trigger.
12

New Appointment

Polling trigger

In Zapier“Triggers when a new appointment is scheduled.”

Freshly scheduled visits, and only those, reach your Zap through this trigger. Changes to existing bookings are left to Appointment Created or Updated.

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
send the client a confirmation from your messaging tool, or add the booking to a marketing list so the next reminder campaign includes them.
Watch out
appointments booked before the Zap was published are never picked up; the Zap only sees what comes after.
13

New Client

Polling trigger

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

Pet owners added to PawthosX for the first time land in your Zap here, which is where a welcome sequence or a CRM record usually starts.

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 contact in your email marketing tool, so new owners get the clinic's welcome message without anyone exporting a list.
Watch out
respect the contact preferences the client gave the clinic before you put them in any marketing flow.
14

New Estimate

Polling trigger

In Zapier“Triggers when a new PawthosX estimate/invoice record is created. Useful for QuickBooks sales workflows.”

PawthosX keeps estimates and invoices in one kind of record, and each new one starts this trigger. It is the obvious entry point for a sales flow in QuickBooks.

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 sales document in your accounting software so the bookkeeper stops copying totals across.
Watch out
only new records start it; an estimate edited later will not come through a second time.
15

New or Updated Expense

Polling trigger

In Zapier“Triggers when an expense is created or updated in PawthosX. Useful for QuickBooks expense synchronization.”

Spending recorded in PawthosX, whether just entered or corrected later, flows out through this trigger. It was built with QuickBooks expense syncing in mind.

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 your accounting software's expense ledger aligned with what the clinic logs day to day.
Watch out
an edit sends the expense again, so your Zap should update the existing entry on the other side rather than add a duplicate.
16

New or Updated Lab Order

Polling trigger

In Zapier“Triggers when a lab order is created or updated.”

Any lab order, new or changed, wakes this trigger up. Use it when you want the whole life of an order followed outside PawthosX, not just the critical or pending ones.

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
maintain a tracking sheet of every order sent out, so the team can see what is still in flight.
Watch out
each update fires again, so one busy order can show up several times; update a row rather than appending one.
17

New or Updated PTO Request

Polling trigger

In Zapier“Triggers when a PTO request is created or updated in PawthosX.”

Time-off requests from staff come through here when they are filed and again when they change, which covers both the ask and the manager's decision.

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
block the dates in a team calendar so whoever builds the rota sees the absence before scheduling shifts.
Watch out
a request and its approval are two passes of the same trigger; add a filter if only approved leave should reach the calendar.
18

New or Updated Purchase Order

Polling trigger

In Zapier“Triggers when a purchase order is created or updated in PawthosX.”

Orders to suppliers are followed from draft to later edits by this trigger, so your purchasing log outside PawthosX never falls behind.

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 each order into your accounting software as a bill to expect, or into a sheet the practice manager reviews.
Watch out
if your Zap writes back into purchase orders, it watches its own changes and can loop; keep the write-back in a separate Zap.
19

New or Updated Recurring Expense

Polling trigger

In Zapier“Triggers when a recurring expense is created or updated in PawthosX.”

Standing costs such as rent or subscriptions live as recurring expenses in PawthosX, and this trigger reports both their creation and any later change.

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 budget sheet of fixed costs current without reopening PawthosX every time a contract changes.
Watch out
it reports the recurring rule, not each occurrence; individual expenses come through New or Updated Expense.
20

New or Updated Referral

Polling trigger

In Zapier“Triggers when a referral is created or updated.”

Cases referred between practices are tracked as referrals, and this trigger follows each one from creation through every update, which matters for specialty and emergency clinics.

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 the referring vet informed by sending them an update from your email tool when the case moves.
Watch out
every change refires it; filter on what matters to the referring practice or they will hear about trivial edits.
21

New or Updated Reminder

Polling trigger

In Zapier“Triggers when a reminder is created or updated.”

Reminders set in PawthosX, the ones that bring pets back for boosters or checks, start this Zap when created and again when edited.

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 each reminder to an SMS or email tool that the clinic already uses for client messages.
Watch out
a snoozed or edited reminder passes through again, so make sure the client does not receive the same message twice.
22

New or Updated Shift

Polling trigger

In Zapier“Triggers when a staff shift is created or updated in PawthosX.”

Staff shifts planned in PawthosX come out through this trigger the moment Zapier's next check finds them, new or modified alike.

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 the rota into the team's shared calendar so nurses and vets see their hours on their own phones.
Watch out
a change creates a second pass, so update the calendar event rather than create a new one each time.
23

New or Updated Team Member

Polling trigger

In Zapier“Triggers when a PawthosX team member is created or updated. Useful for employee syncs such as Gusto.”

Staff profiles, when added or edited, flow out here. PawthosX designed it for employee syncs with tools such as Gusto.

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 your payroll or HR tool's employee list aligned with the clinic's staff directory.
Watch out
a two-way sync with Update Team Member can loop; decide which tool is the source and let the data flow one way.
24

New or Updated Time Entry

Polling trigger

In Zapier“Triggers when a PawthosX time entry is created or updated. Built for payroll/timekeeping syncs such as Gusto.”

Each clock-in record, and each correction to it, starts this Zap. PawthosX built it for payroll and timekeeping syncs, Gusto being the example it names.

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
send hours to your payroll tool entry by entry, instead of exporting a period at once with Fetch Time Entries.
Watch out
corrections arrive as new passes; your payroll side needs to update the existing entry, or hours get counted twice.
25

New or Updated Vendor

Polling trigger

In Zapier“Triggers when a vendor is created or updated in PawthosX. Useful for QuickBooks vendor sync.”

Suppliers you add or edit in PawthosX come through here, with QuickBooks vendor syncing as the use PawthosX had in mind.

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 or refresh the vendor in your accounting software so bills and purchase orders point to the same supplier on both sides.
Watch out
an edited vendor comes through again; look it up on the other side before creating it.
26

New or Updated Work Task

Polling trigger

In Zapier“Triggers when a work task is created or updated.”

Internal to-dos, the work tasks of PawthosX, start this Zap when created and whenever their content or status changes.

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 clinic tasks into the project tool your managers already live in, so nothing is tracked in two places by hand.
Watch out
a Zap that updates work tasks in PawthosX will trigger itself again; keep writes and reads in separate Zaps or filter them.
27

New Patient

Polling trigger

In Zapier“Triggers when a new patient is added.”

Animals registered in PawthosX for the first time reach your Zap through this trigger. The pet, not the owner, is the starting point here.

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
start a puppy or kitten welcome series, or log the new patient in a sheet that tracks practice growth.
Watch out
to reach the owner, add the search Get Patient Owner, which turns the Zap into a multi-step one on a paid plan.
28

New Payment

Polling trigger

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

Money taken at the clinic, recorded as a payment in PawthosX One, starts this trigger one payment at a time.

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
record each payment against the right invoice in your accounting software, or log it in a sheet for the owner's weekly look.
Watch out
if you prefer daily totals over single payments, Find Daily Reconciliations gives fewer, larger records.
Actions

The 58 PawthosX actions

PawthosX gives you 58 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Client Warning

Action

In Zapier“Add a warning to a client (creates the warning definition + assignment in one step)”

Puts an alert on a client's file, creating the warning and assigning it in one step, so staff see it the next time they open the record.

When to use it
an unpaid balance flagged in your accounting tool should warn the front desk before the next booking.
Watch out
the client ID is required; get it from the trigger or from Find Client.
2

Add Lab Note

Action

In Zapier“Add a note to a lab order”

Writes a note onto an existing lab order, so context gathered elsewhere sits next to the order rather than in someone's inbox.

When to use it
a message from the external lab should be kept with the order it concerns.
Watch out
the lab order ID is mandatory; use Find Lab Order or a lab trigger to get it.
3

Add Lab Result

Action

In Zapier“Add a result to a lab order”

Attaches a result to a lab order already in PawthosX, closing the loop between the analyser or lab and the patient file.

When to use it
results arrive through another tool and should end up on the matching order without manual copying.
Watch out
the result lands on whichever order the ID points to, so map that ID from the order itself, never from a patient name.
4

Add Patient Warning

Action

In Zapier“Add a warning to a patient (creates the warning definition + assignment in one step)”

Flags a patient with a warning, created and attached in a single step, which is how a known risk follows the animal across visits.

When to use it
a behaviour or allergy note collected through an intake form should show on the pet's file.
Watch out
it needs the patient ID, which Find Patient provides when the trigger does not.
5

Add Purchase Order Item

Action

In Zapier“Adds an inventory line item to a PawthosX purchase order.”

Puts an inventory line onto an existing purchase order, with the item, the quantity ordered and the unit cost.

When to use it
after Create Purchase Order, add the item that ran low so the order is ready for the buyer.
Watch out
four fields are required here; a missing unit cost is enough to make the step fail.
6

Add Work Task Note

Action

In Zapier“Add a note to a work task”

Appends a comment to a work task, which keeps the history of a follow-up in one place.

When to use it
right after Create Work Task, add the reason the task exists so whoever picks it up has the context.
Watch out
it needs the task ID, so map the one returned by the step that created or found the task.
7

Cancel Appointment

Action

In Zapier“Cancel an appointment”

Calls off a booked visit in PawthosX, freeing the slot.

When to use it
a client replies to a reminder text saying they cannot come, and the booking should be cancelled without a phone call.
Watch out
a cancellation is hard to undo cleanly; put a filter in front so only clear replies reach this step.
8

Check in Appointment

Action

In Zapier“Check in an appointment”

Moves an appointment to checked-in, the status that tells the team the client and pet are in the waiting room.

When to use it
a self check-in kiosk or a parking-lot text should update PawthosX without the receptionist clicking.
Watch out
it needs the appointment ID; Find Appointment gets it from the client or patient name.
9

Complete Appointment

Action

In Zapier“Complete an appointment”

Closes an appointment in PawthosX, which in turn makes it visible to the Appointment Completed trigger.

When to use it
a checkout done in another payment tool should close the visit in the clinic system too.
Watch out
if a Zap sends a survey on Appointment Completed, this action will set that survey off as well.
10

Complete Work Task

Action

In Zapier“Mark a work task as complete”

Ticks a work task off as done in PawthosX.

When to use it
the job was finished in another tool, say a call logged in your phone system, and the PawthosX task should close by itself.
Watch out
it needs the task ID, so the other tool must carry it or a Find Work Task search must recover it.
11

Create Appointment

Action

In Zapier“Create a new appointment with schedule item”

Books a visit in PawthosX along with its slot in the schedule, so an appointment taken in another tool shows up on the clinic's planning without being retyped.

When to use it
a client books through your website form and the visit should land straight in PawthosX.
Watch out
it asks for a lot up front, including a client, a location, a start and an end, a type and a reason for the visit.
12

Create Client

Action

In Zapier“Create Client in PawthosX.”

Adds a pet owner to PawthosX, including whether they accept appointment reminders, marketing emails, phone calls or marketing texts.

When to use it
a lead fills in a new-client form online and should exist in PawthosX before their first visit.
Watch out
set the contact preferences from what the client actually agreed to, not to a default you chose for convenience.
13

Create Estimate

Action

In Zapier“Creates a PawthosX estimate/invoice record. Line items can be supplied as JSON.”

Produces an estimate or invoice record in PawthosX, the same kind of record the New Estimate trigger watches.

When to use it
a treatment plan agreed in another tool should become a formal estimate the front desk can print.
Watch out
the provider mode is required, and the line items expect a structured format that is easy to get wrong, so test with a simple estimate first.
14

Create Expense

Action

In Zapier“Creates a manual PawthosX expense. Useful for QuickBooks-to-PawthosX expense synchronization.”

Logs a manual expense in PawthosX with its amount, category and date, which lets spending recorded elsewhere, such as in QuickBooks, flow back into the clinic system.

When to use it
a receipt approved in your expense tool should appear in PawthosX reports too.
Watch out
avoid running this next to New or Updated Expense in a two-way sync, or each expense will bounce back and forth.
15

Create Inventory Item

Action

In Zapier“Create Inventory Item in PawthosX.”

Adds a product to the PawthosX catalog, with the regulatory switches a vet pharmacy needs: prescription, antimicrobial, taxable, lot tracking and a handful more.

When to use it
a supplier's new product list lives in a spreadsheet and should become inventory items without manual entry.
Watch out
those switches matter for dispensing rules, so map them deliberately rather than leaving them all on their default.
16

Create Inventory Lot

Action

In Zapier“Create Inventory Lot in PawthosX.”

Opens a new lot under an existing inventory item, at a given location, which is how PawthosX tracks batches and their expiry.

When to use it
a delivery note arrives in another tool and each batch received should become a lot in PawthosX.
Watch out
the item and the location must already exist; a Find Inventory Item search upstream gives you the ID.
17

Create Lab Order

Action

In Zapier“Create a new lab order”

Places a new lab order in PawthosX, so a request made outside the consulting room still enters the clinic's lab workflow.

When to use it
a lab test requested through a referral form or a partner tool should be tracked with the rest of the practice's orders.
Watch out
once created, the order will also wake up New or Updated Lab Order if another Zap watches it.
18

Create Patient

Action

In Zapier“Create Patient in PawthosX.”

Registers an animal in PawthosX, with room to say whether its age is an estimate and whether it has been neutered.

When to use it
a pre-registration form collects the pet's details before the first consultation, so the nurse finds the file ready.
Watch out
link the patient to the right owner; a Find Client search before this step avoids orphan records.
19

Create PTO Request

Action

In Zapier“Creates a PawthosX PTO request.”

Files a time-off request in PawthosX with its type, dates and total hours, and can approve it on the spot if a manager sets the auto-approve option.

When to use it
leave is requested in your HR tool and the clinic's planning should see it too.
Watch out
auto-approve is meant for manager use; leaving it on for every request skips the review entirely.
20

Create Purchase Order

Action

In Zapier“Creates a PawthosX purchase order.”

Starts a purchase order in PawthosX for a given vendor, which you then fill with lines using Add Purchase Order Item.

When to use it
Inventory Low Stock spots an item under its reorder point and the order should be drafted for the buyer to check.
Watch out
a vendor ID is required, so the supplier must exist in PawthosX before the Zap runs.
21

Create Recurring Expense

Action

In Zapier“Creates a recurring expense in PawthosX.”

Sets up a cost that repeats, with a name, an amount, a category, a frequency and a start date, so PawthosX can account for it without monthly entries.

When to use it
a new software subscription or lease approved elsewhere should show up in the clinic's fixed costs.
Watch out
all five of those details are mandatory; leave one out and the step cannot run.
22

Create Referral

Action

In Zapier“Create Referral in PawthosX.”

Opens a referral case in PawthosX, the record a specialty or emergency clinic uses to follow a patient sent by another practice.

When to use it
a referring vet submits a case through an online form and it should become a referral without the front desk retyping it.
Watch out
the referral then triggers New or Updated Referral, so check no other Zap reacts to it unexpectedly.
23

Create Reminder

Action

In Zapier“Create a new reminder”

Schedules a new reminder in PawthosX, the kind that brings an animal back for a booster or a follow-up visit.

When to use it
a treatment logged in another system should leave a reminder behind in PawthosX for the next dose.
Watch out
if New or Updated Reminder feeds your messaging tool, the reminder you create here will be sent through it too.
24

Create Shift

Action

In Zapier“Creates a staff shift in PawthosX.”

Adds a staff shift to the PawthosX rota for a given date, so planning done in a scheduling tool reaches the clinic system.

When to use it
the manager builds the rota in a dedicated scheduling app and PawthosX should reflect it.
Watch out
only the shift date is mandatory, which makes it easy to create a shift nobody is assigned to; map the person deliberately.
25

Create Time Entry

Action

In Zapier“Creates a PawthosX time entry. Useful for two-way payroll/timekeeping syncs.”

Records worked hours in PawthosX with a date, a time in and a time out, which PawthosX offers for two-way payroll syncs.

When to use it
staff clock in on a separate timekeeping app and the hours should end up in PawthosX.
Watch out
paired with New or Updated Time Entry in the opposite direction, it can loop; let each entry flow in one direction only.
26

Create Vendor

Action

In Zapier“Creates a vendor in PawthosX for accounting/procurement synchronization.”

Registers a supplier in PawthosX from a name alone, ready for purchase orders and expenses.

When to use it
a supplier added in your accounting software should be available in PawthosX before the first order goes out.
Watch out
nothing stops a duplicate; run Find Vendor first if the supplier may already exist under the same name.
27

Create Work Task

Action

In Zapier“Create a new work task”

Drops a new to-do into PawthosX's work tasks, where the clinic team already looks for what needs doing.

When to use it
a no-show, a critical lab or a client complaint from another tool should become a task with an owner.
Watch out
if a Zap also watches New or Updated Work Task, the task you create here starts that Zap too.
28

Invite Team Member

Action

In Zapier“Invites a new PawthosX team member by email. Useful when employee onboarding begins in Gusto.”

Sends a PawthosX invitation by email to a new colleague, given their email, first name and last name.

When to use it
onboarding starts in Gusto or another HR tool and the new hire should get their PawthosX access on day one.
Watch out
the invitation goes out for real, so test the Zap with your own address before publishing.
29

Mark Appointment No-Show

Action

In Zapier“Mark appointment as no-show”

Records that a client did not turn up, which is the same status the Appointment No-Show trigger watches.

When to use it
a waiting-room tool knows who never checked in and should update PawthosX at the end of the slot.
Watch out
do not combine it with a Zap on Appointment No-Show that marks no-shows again, or it will loop.
30

Mark Patient Deceased

Action

In Zapier“Mark Patient Deceased in PawthosX.”

Records a patient's death in PawthosX, with the date it happened.

When to use it
a euthanasia or cremation booking in another tool should update the file, so reminders and marketing stop reaching the family.
Watch out
this is not a step to test on a real patient; use a test record first.
31

Receive Purchase Order

Action

In Zapier“Receives items against a PawthosX purchase order. Use carefully: this changes inventory quantities.”

Records the arrival of goods against a purchase order, and in doing so changes inventory quantities in PawthosX.

When to use it
deliveries are checked in a warehouse tool and the clinic's stock should move to match.
Watch out
PawthosX itself warns to use it carefully, and the received lines expect a strict structured format; test on a dummy order.
32

Approve or Deny PTO Request

Action

In Zapier“Approves or denies a PawthosX PTO request.”

Settles a time-off request, either approving or turning it down, in a single step.

When to use it
managers decide in a chat tool or form and PawthosX should record the decision.
Watch out
both the request ID and the decision are required; a blank decision makes the step fail rather than default to a refusal.
33

Review Lab Order

Action

In Zapier“Review a lab order (mark as reviewed with result status)”

Marks a lab order as reviewed and records a result status, which takes it out of the pending queue.

When to use it
a vet signs off results in another tool and PawthosX should reflect the review.
Watch out
reviewing should stay a clinical decision; automate the record of it, not the judgement itself.
34

Send Referral Message

Action

In Zapier“Send Referral Message in PawthosX.”

Posts a message on a referral in PawthosX, the channel the clinic and the referring practice use to talk about a case.

When to use it
a status change elsewhere should be communicated to the referring vet without someone typing the update.
Watch out
the message is sent for real; test on a referral you control before publishing.
35

Share Referral Records

Action

In Zapier“Share patient records with the RDVM by generating a PDF export”

Generates a document export of a patient's records and shares it with the referring vet, choosing which parts to include: history, notes, medications, discharge, transactions, labs, imaging.

When to use it
once a referral case closes, send the referring practice the file they need.
Watch out
each part is a separate switch; leave on only what the referring vet needs to see.
36

Snooze Reminder

Action

In Zapier“Snooze a reminder until a specific date/time”

Pushes a reminder back to a later date and time.

When to use it
a client answers a reminder asking to be contacted later, and the reminder should move instead of firing again.
Watch out
a snoozed reminder is an update, so New or Updated Reminder picks it up and can send another message if you let it.
37

Start Appointment

Action

In Zapier“Start an appointment (move to in-progress)”

Switches an appointment to in progress, marking the moment the consultation actually begins.

When to use it
a room-status board in another tool should drive the PawthosX status, keeping the schedule accurate.
Watch out
run it on the right appointment; starting the wrong visit throws off the day's view for everyone.
38

Toggle Reminder Active

Action

In Zapier“Toggle the active status of a reminder”

Switches a reminder between active and inactive, flipping whatever its current state is.

When to use it
a patient moves away or a course of treatment ends, and the reminder should stop.
Watch out
it flips the state rather than setting it, so running it twice puts the reminder back where it was.
39

Update Appointment

Action

In Zapier“Triggers update to an appointment's time, duration, or notes.”

Changes an existing appointment's time, duration or notes.

When to use it
a client moves their visit through your online booking page and PawthosX should follow.
Watch out
a Zap on Appointment Created or Updated will see this change; do not let the two feed each other.
40

Update Client

Action

In Zapier“Update Client in PawthosX.”

Edits a pet owner's record, including the contact preferences, and can explicitly clear a date of birth that should no longer be stored.

When to use it
a client updates their details or unsubscribes from marketing in another tool.
Watch out
leaving a field empty does not erase it; that is why a separate switch exists to clear the date of birth.
41

Update Estimate

Action

In Zapier“Updates a PawthosX estimate/invoice record. Line items can be supplied as JSON.”

Revises an existing estimate or invoice record in PawthosX.

When to use it
the treatment plan changes in another tool and the client's estimate should be brought in line.
Watch out
like its creation counterpart, line items expect a structured format; keep the first tests to simple edits.
42

Update Expense

Action

In Zapier“Updates a manual PawthosX expense.”

Corrects a manual expense already recorded in PawthosX.

When to use it
an amount or category fixed by the bookkeeper in your accounting software should be fixed in PawthosX too.
Watch out
it needs the PawthosX expense ID; store it on the other side when you first sync, or recover it with Find Expense.
43

Update Inventory Item

Action

In Zapier“Update Inventory Item in PawthosX.”

Edits a product in the PawthosX catalog, with the same regulatory switches as at creation.

When to use it
a supplier changes a product's classification and the catalog should follow without a manual pass.
Watch out
mapping those switches from a sheet can quietly flip a prescription or antimicrobial flag; double-check after the first run.
44

Update Inventory Lot

Action

In Zapier“Update Inventory Lot in PawthosX.”

Edits an existing lot under an item, and can deactivate it.

When to use it
a recalled or expired batch should be taken out of circulation in PawthosX.
Watch out
two IDs are needed, the item's and the lot's; Get Inventory Lots lists the lots of an item.
45

Update Lab Order

Action

In Zapier“Update a lab order”

Changes details on an existing lab order.

When to use it
the external lab updates an order's status or reference and PawthosX should match.
Watch out
the change refires New or Updated Lab Order; a Zap that listens there and writes back here will loop.
46

Update Patient

Action

In Zapier“Triggers update a pet's status (e.g., "Mark as Deceased" or "Update Weight") based on from other apps.”

Changes a pet's status from information coming from another app, including whether it is still active or has passed away.

When to use it
a partner tool learns a patient left the practice and PawthosX should stop treating it as active.
Watch out
for recording a death with its date, Mark Patient Deceased is the dedicated step.
47

Update PTO Request

Action

In Zapier“Updates a PawthosX PTO request.”

Changes a time-off request already filed, such as its dates or hours.

When to use it
an employee edits their leave in the HR tool and PawthosX should carry the new version.
Watch out
to approve or refuse, use Approve or Deny PTO Request instead.
48

Update Purchase Order

Action

In Zapier“Updates a PawthosX purchase order.”

Revises a purchase order already in PawthosX.

When to use it
the supplier confirms a change on the order and the PawthosX copy should follow.
Watch out
receiving goods is a different step, Receive Purchase Order, which is the one that moves stock.
49

Update Recurring Expense

Action

In Zapier“Updates a recurring PawthosX expense.”

Edits a recurring expense, and can switch it off through its active flag when the cost stops.

When to use it
a contract is renegotiated or cancelled, and the standing cost in PawthosX should reflect it.
Watch out
deactivating is usually safer than deleting history; use the active flag rather than zeroing the amount.
50

Update Referral

Action

In Zapier“Update Referral in PawthosX.”

Edits the content of a referral record, beyond its status.

When to use it
extra case details reach the clinic through another tool and belong on the referral.
Watch out
for a status change alone, Update Referral Status is simpler and less likely to overwrite something.
51

Update Referral Status

Action

In Zapier“Update Referral Status in PawthosX.”

Changes only the status of a referral, the quick way to signal where a case stands.

When to use it
a case accepted or closed in another tool should be reflected on the PawthosX referral.
Watch out
the referring practice may be notified through other Zaps on New or Updated Referral; check before running it in bulk.
52

Update Reminder

Action

In Zapier“Update an existing reminder”

Rewrites a reminder already set, and can mark it completed.

When to use it
the booster was given and recorded elsewhere, so the reminder should close.
Watch out
marking it completed is an update, and a Zap on New or Updated Reminder will notice.
53

Update Shift

Action

In Zapier“Updates a staff shift in PawthosX.”

Changes a staff shift already on the PawthosX rota.

When to use it
a swap agreed in your scheduling app should be reflected in PawthosX.
Watch out
it needs the PawthosX shift ID; keep it on the other side when you first create the shift.
54

Update Team Member

Action

In Zapier“Updates a PawthosX team member profile.”

Edits a staff profile in PawthosX, and can remove a mentor assignment.

When to use it
a role or contact change recorded in your HR tool should reach PawthosX.
Watch out
combined with New or Updated Team Member going the other way, it creates a loop; choose one direction.
55

Update Time Entry

Action

In Zapier“Updates a PawthosX time entry.”

Corrects worked hours already recorded in PawthosX.

When to use it
a manager fixes a missed clock-out in the timekeeping app and PawthosX should agree.
Watch out
it needs the PawthosX time entry ID; Find Time Entry recovers it if you did not store it.
56

Update Vendor

Action

In Zapier“Updates a PawthosX vendor.”

Edits a supplier record in PawthosX.

When to use it
a vendor's details change in your accounting software and the PawthosX copy should follow.
Watch out
paired with New or Updated Vendor in the opposite direction, each edit will bounce back; sync one way.
57

Update Work Task

Action

In Zapier“Update a work task”

Reworks what an existing work task says.

When to use it
details of a follow-up change in your project tool and the PawthosX task should carry them.
Watch out
for the status alone, Update Work Task Status or Complete Work Task are the lighter choices.
58

Update Work Task Status

Action

In Zapier“Update work task status”

Moves a work task to another status without touching its content, finer than simply completing it.

When to use it
a task in progress in your project tool should show as in progress in PawthosX too.
Watch out
a status change counts as an update, so a Zap on New or Updated Work Task will see it.
Searches

The 48 PawthosX searches

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

A search step finds a record that already exists in PawthosX and hands it to the steps after it. In this app, that is mostly how you get the ID that nearly every action requires. In the editor, searches sit at the bottom of the Action event list under SEARCH, and some action fields offer + Add search step to insert one just before. Any search makes the Zap multi-step, so it needs a paid plan.

1

Find Appointment

Search

In Zapier“Finds an appointment by Patient Name, Client Name, or Reference ID.”

Looks up an appointment from a patient name, a client name or a reference, which is how most appointment actions get the ID they need.

When to use it
a client texts to cancel and you only know their name; find the visit, then cancel it.
Watch out
two pets with the same name can both match; decide what happens with several results.
2

Find Client

Search

In Zapier“Get a paginated list of clients with optional search and sorting”

Searches pet owners by name, email or phone and returns the matching clients.

When to use it
before Create Patient or Add Client Warning, find the owner the form submission refers to.
Watch out
the query is required, and a common surname can return several owners; prefer email when you have it.
3

Find Estimate

Search

In Zapier“Finds a PawthosX estimate/invoice by ID.”

Fetches one estimate or invoice record when you already hold its PawthosX ID.

When to use it
your accounting software stored the PawthosX ID at sync time and needs the current version of the record.
Watch out
it does not search by client or amount; without the ID, this step cannot help.
4

Find Estimate Payment Summary

Search

In Zapier“Gets payment totals and balance due for a PawthosX estimate/invoice.”

Returns how much has been paid on an estimate or invoice and what balance is still due.

When to use it
before sending a payment reminder from your messaging tool, check the balance is still open.
Watch out
it works from the estimate's ID only, so get that from New Estimate or Find Estimate first.
5

Find Expense

Search

In Zapier“Finds a PawthosX expense by ID.”

Retrieves a single PawthosX expense from its ID.

When to use it
before Update Expense, read the current record to compare it with what your bookkeeping tool holds.
Watch out
there is no lookup by amount or supplier here; you need the ID stored somewhere.
6

Find Inventory Item

Search

In Zapier“Get a specific inventory item by ID with stock information”

Brings back one inventory item, stock information included, from its ID.

When to use it
after Inventory Low Stock, read the item's full stock picture before deciding to reorder.
Watch out
it expects the item's ID, not its name or a barcode.
7

Find Lab Order

Search

In Zapier“Get a specific lab order by ID”

Pulls a specific lab order from its ID.

When to use it
a message from the external lab carries the order reference and you want the full order before adding a note or result.
Watch out
the lab order ID is mandatory; a patient name will not work here.
8

Find Patient

Search

In Zapier“Get a paginated list of patients with optional filters”

Searches animals by name, and can include inactive patients when you tick that option.

When to use it
an intake form names the pet and you need its record to add a warning.
Watch out
pet names repeat a lot; combine with the owner or handle multiple results deliberately.
9

Find Payment

Search

In Zapier“Finds a PawthosX payment by ID.”

Reads one payment from its PawthosX ID. It is the way back to a single payment when only its reference travelled to the other tool.

When to use it
your accounting software flagged a payment and you want the PawthosX record to compare.
Watch out
it only works with the ID; New Payment is the step that hands you one.
10

Find PTO Request

Search

In Zapier“Finds a PawthosX PTO request by ID.”

Retrieves a time-off request from its ID. Handy when a manager's decision arrives elsewhere and the request has to be read first.

When to use it
before approving through Approve or Deny PTO Request, read the dates and hours requested.
Watch out
it needs the PawthosX request ID, not the employee's name.
11

Find Purchase Order

Search

In Zapier“Finds a PawthosX purchase order by ID.”

Fetches a purchase order from its PawthosX ID. It returns the order as PawthosX holds it now, including changes made after it was first created.

When to use it
a delivery confirmation names the order and you want its contents before receiving it.
Watch out
searching by vendor is not possible here; the ID is required.
12

Find Recurring Expense

Search

In Zapier“Finds a PawthosX recurring expense by ID.”

Reads one recurring expense from its ID.

When to use it
a contract renewal in your documents tool should check the current standing cost before Update Recurring Expense.
Watch out
the ID is mandatory and is only known if you stored it at creation.
13

Find Referral

Search

In Zapier“Get a specific referral by ID with full details”

Returns a referral with its full details from its ID.

When to use it
before sending a message to the referring vet, pull the full case to personalise it.
Watch out
the referral ID is required, so start from the referral trigger or a stored reference.
14

Find Reminder

Search

In Zapier“Get a single reminder by ID”

Gets a single reminder from its ID.

When to use it
a client's reply mentions a reminder and you want to read it before snoozing or updating it.
Watch out
it does not search by patient; you need the reminder's own ID.
15

Find Shift

Search

In Zapier“Finds a PawthosX shift by ID.”

Fetches one staff shift from its PawthosX ID.

When to use it
a swap request from your scheduling app needs the current shift details before Update Shift runs.
Watch out
no lookup by date or person here, only by ID.
16

Find Team Member

Search

In Zapier“Finds PawthosX team members by name or email. Useful for matching employees to Gusto.”

Finds staff by name or email, which PawthosX offers for matching employees to Gusto.

When to use it
a payroll record names an employee and you need the matching PawthosX profile.
Watch out
two people can share a name; use email when the other tool has it.
17

Find Team Member by ID

Search

In Zapier“Finds a PawthosX team member by ID.”

Pulls one staff profile when you already have its PawthosX ID.

When to use it
a time entry carries the staff ID and you need the person's details for the payroll export.
Watch out
unlike Find Team Member, it accepts no name or email.
18

Find Time Entry

Search

In Zapier“Finds a PawthosX time entry by ID.”

Reads one recorded time entry from its ID. It hands back the hours exactly as PawthosX recorded them, which is what a payroll correction needs to compare against.

When to use it
before Update Time Entry, check what PawthosX currently holds.
Watch out
the PawthosX ID is required; store it when you first sync the entry.
19

Find Vendor

Search

In Zapier“Finds a PawthosX vendor by ID.”

Fetches a supplier from its PawthosX ID.

When to use it
before Create Purchase Order, confirm the vendor your accounting software points to really exists in PawthosX.
Watch out
it does not search by name, so it cannot prevent duplicates on its own.
20

Find Work Task

Search

In Zapier“Get a specific work task by ID”

Returns a specific work task from its ID.

When to use it
your project tool holds the PawthosX task ID and needs the latest version before an update.
Watch out
the ID is mandatory; a task title will not match.
21

Get Accounting Settings

Search

In Zapier“Gets non-sensitive PawthosX accounting and tax configuration for QuickBooks mapping.”

Reads PawthosX's accounting and tax configuration, without the sensitive parts, to help map it to QuickBooks.

When to use it
a sync Zap needs the clinic's tax setup to post entries into the right accounts.
Watch out
the settings type is required, and PawthosX currently exposes the financial settings through it.
23

Get Appointment Detail

Search

In Zapier“Get a single appointment by ID with detailed information (vitals, forms, SOAP notes)”

Fetches one appointment with its clinical detail: vitals, forms and SOAP notes.

When to use it
after Appointment Completed, pull the consultation content for a referral summary.
Watch out
this is medical data; think about where the next step sends it.
24

Get Appointment Discharge

Search

In Zapier“Get discharge document for an appointment”

Retrieves the discharge document of an appointment. It is the document the owner takes home, so it is the one worth sending on.

When to use it
email the discharge instructions to the owner from your messaging tool after the visit closes.
Watch out
needs the appointment ID; a visit without discharge returns nothing useful.
25

Get Appointment Dispensed Items

Search

In Zapier“Get all dispensed inventory items for an appointment”

Lists every inventory item dispensed during an appointment.

When to use it
feed a stock or billing reconciliation sheet with what left the pharmacy per visit.
Watch out
several items come back; set what happens with multiple results before mapping them.
26

Get Appointment Labs

Search

In Zapier“Get labs for a specific appointment”

Gives you the lab orders attached to a given appointment. Every order linked to that visit comes back, whatever its stage, so later steps can sort through them.

When to use it
after a visit, check which tests were sent out before closing the file.
Watch out
the appointment ID is mandatory here.
27

Get Daily Reconciliation

Search

In Zapier“Gets the PawthosX payment reconciliation summary for one date.”

Returns the payment reconciliation summary for one date.

When to use it
in a Zap started by your accounting tool, pull a single day's totals to compare against the bank.
Watch out
one date per lookup; for a period, the Find Daily Reconciliations trigger fits better.
28

Get Expense Summary

Search

In Zapier“Gets PawthosX expense totals by category for a date range.”

Totals PawthosX expenses by category between two dates. The result is a set of totals, not individual expenses, which suits a monthly report better than a ledger.

When to use it
post a spending summary by category to the owner's reporting sheet.
Watch out
start and end dates are both required.
29

Get Inventory Location Breakdown

Search

In Zapier“Get location breakdown for a specific inventory item (aggregated across all lots)”

Shows where an item's stock sits, location by location, summed across all its lots. Useful for a practice with more than one site, where the same product sits in several places.

When to use it
a multi-site practice decides whether to transfer stock rather than reorder.
Watch out
it needs the item ID, not a location.
30

Get Inventory Lots

Search

In Zapier“Get inventory lots for an item”

Lists the lots of an inventory item, active ones by default.

When to use it
before Update Inventory Lot, find which lot to deactivate after a recall.
Watch out
inactive lots are left out unless you change the active filter.
31

Get Inventory Transactions

Search

In Zapier“Get transaction history for an inventory item”

Returns the movement history of an inventory item. Each movement is a line, so this is the trail to follow when a count does not match the shelf.

When to use it
investigate a stock discrepancy by exporting an item's history to a sheet.
Watch out
long histories come back as many results; plan the multiple-results setting.
32

Get Lab Notes

Search

In Zapier“Get notes for a lab order”

Reads the notes attached to a lab order. Whatever the team or the lab wrote about the order comes back together, ready to pass on.

When to use it
include the lab notes in a referral update sent to the referring vet.
Watch out
the lab order ID is required.
33

Get My Work Tasks

Search

In Zapier“Get tasks assigned to the current user”

Lists the work tasks assigned to the user whose account is connected.

When to use it
send a digest of your open tasks to your own chat app.
Watch out
a lookup label is required, any word works; and it returns the connected account's tasks, not the whole team's.
34

Get Patient Activity

Search

In Zapier“Get activity timeline for a patient from the event-driven PatientActivity table”

Returns a patient's activity timeline as PawthosX records it. It draws on the activity record PawthosX keeps for each animal, so recent events are gathered in one place.

When to use it
attach a recent history to a referral or an insurance claim prepared in another tool.
Watch out
it needs the patient ID.
35

Get Patient Labs

Search

In Zapier“Get labs for a specific patient”

Lists all lab orders for a patient, across visits. Unlike Get Appointment Labs, it is not limited to one visit and covers the animal's whole file.

When to use it
compile a patient's lab history for a specialist.
Watch out
the patient ID is required and many results can return.
36

Get Patient Medications

Search

In Zapier“Get medication history for a patient including prescriptions and OTC dispenses”

Retrieves a patient's medication history, prescriptions and over-the-counter dispenses together. Both prescribed drugs and the ones handed over the counter appear, so nothing dispensed is left out.

When to use it
share current medications with a referral clinic before a procedure.
Watch out
medical data again; check where the next step sends it.
37

Get Patient Owner

Search

In Zapier“Get the client (owner) for a patient”

Returns the client who owns a given patient. This is the bridge from the pet to the person, since many PawthosX triggers start from the animal rather than the client who pays.

When to use it
after New Patient, reach the owner to send a welcome message.
Watch out
the patient ID is mandatory.
38

Get Patient SOAP Notes

Search

In Zapier“Get all SOAP notes for a patient”

Pulls every SOAP note written for a patient. SOAP notes are the structured consultation notes, so this is the clinical narrative of the file.

When to use it
assemble a clinical summary for a referral or second opinion.
Watch out
the full set comes back, so plan how the next step handles several notes.
39

Get Patient Unbilled Items

Search

In Zapier“Get unbilled items for a patient (dispensed medications not yet on an invoice)”

Lists dispensed medications for a patient that are not yet on an invoice. Each line is something that left the pharmacy for this animal and that nobody has charged for yet.

When to use it
catch missed billing before the client leaves by alerting the front desk.
Watch out
the patient ID is required.
40

Get Patient Vitals Summary

Search

In Zapier“Get vitals summary for a patient including latest measurements and vital types”

Returns the latest vital measurements of a patient and the types recorded. It gives the most recent values rather than a full history, which keeps the result short enough to pass on.

When to use it
include current vitals in an anaesthesia checklist prepared outside PawthosX.
Watch out
it needs the patient ID.
41

Get Previous Travel Destination

Search

In Zapier“Get the previous travel destination for a staff member on a given date. Used for chaining travel appointments (use last destination as next starting point).”

Tells you where a staff member's previous travel appointment on a given date ended.

When to use it
for mobile vets, chain house calls by starting the next trip from the last stop.
Watch out
it is built for travel appointments; clinic-only staff have nothing to return.
42

Get RDVM Portal Users

Search

In Zapier“Get all RDVM users (referring veterinarians) who have registered for portal access”

Lists the referring veterinarians who registered for access to the PawthosX portal. RDVM is the usual shorthand for the referring vets who send cases to the clinic.

When to use it
sync referring vets into your CRM to follow up with them.
Watch out
a lookup label is required; any word, such as all, does the job.
43

Get Referral Documents

Search

In Zapier“Get all documents for a referral”

Collects all documents attached to a referral. Whatever was attached on either side of the referral comes back together, ready to file or forward.

When to use it
archive a referral's documents in shared storage when the case closes.
Watch out
the referral ID is mandatory.
44

Get Referral Messages

Search

In Zapier“Get messages for a specific referral”

Reads the message thread of a referral. It returns the conversation the two practices had about the case, message by message.

When to use it
copy the exchange with the referring practice into your CRM.
Watch out
several messages return; set the multiple-results option.
45

Get Referral Stats

Search

In Zapier“Get referral statistics”

Returns referral statistics for the practice. The figures cover referrals as a whole rather than one case, which makes it a reporting step rather than a working one.

When to use it
fill a management dashboard sheet with referral figures.
Watch out
a lookup label is required, any word works.
46

Get Inventory Stock Summary

Search

In Zapier“Get stock summary for all inventory items”

Gives a stock summary across every inventory item. Rather than one product, it covers the entire catalog in a single lookup, which suits an overall snapshot better than a reaction to one item.

When to use it
push a stock snapshot to the practice manager's reporting sheet.
Watch out
a lookup label is required, and the result covers the whole catalog.
47

Get Work Task Notes

Search

In Zapier“Get notes for a work task”

Retrieves the notes added to a work task. Every comment left on the task comes back, so the full story of a follow-up travels with it.

When to use it
include a task's history when escalating it to a manager.
Watch out
the task ID is required.
48

Get Work Task Stats

Search

In Zapier“Get work task stats (counts by status)”

Counts work tasks by status. The answer is a count of tasks in each status, not the tasks themselves, which is what a manager's dashboard needs.

When to use it
track the team's backlog in a reporting sheet.
Watch out
a lookup label is required, any word works.

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?
    This box turns a search into find-or-create on some apps. PawthosX offers no find-or-create variant, so none of its searches can create the missing record.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first, which is the default, stop the Zap, or hand all of them on at once.
When it breaks

When a PawthosX Zap breaks

Zapier attaches no help article to PawthosX, and no app-specific limit is documented. What breaks is what breaks on any Zap.

Four situations account for the surprises on a PawthosX Zap. For a step-by-step diagnosis, the Zapier troubleshooting page is the place to start.

  • Last week's appointments never arrive

    A Zap only reacts to what happens after it is switched on. Records that already existed are never picked up; moving that backlog is a separate job.

  • The Zap keeps firing itself

    Writing into what the trigger watches, such as updating appointments from Appointment Created or Updated, sets the Zap off again and burns tasks fast.

  • A bulk import goes quiet

    After a big import or a migration into PawthosX, a trigger can return a huge batch at once, and Zapier's flood protection may hold it back.

  • The same record never comes twice

    Zapier remembers what a polling trigger has already seen, so an item does not start the Zap twice. Edits only come through on the triggers whose name says Updated.
Need help

Need help automating PawthosX with Zapier?

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FAQ

PawthosX and Zapier: frequent questions

01Is the PawthosX Zapier integration free?
Yes, PawthosX works on the Zapier free plan because it is not one of the apps reserved for paid plans. The free plan gives you 100 tasks a month and as many Zaps as you like, with polling every 15 minutes. The catch is the size of each Zap: one trigger and one action, nothing more. Most useful PawthosX flows need a search to find a record's ID before acting on it, and that search turns the Zap into a multi-step one, which requires a paid plan.
02How many tasks does a PawthosX Zap use?
One task per action that succeeds, and nothing else. The trigger never costs a task, and the checks Zapier runs on PawthosX to look for new records are free however often they happen. A Zap with one trigger and one action uses one task each time it runs; with three actions, three tasks. An action that fails is not counted against your plan. A few apps and actions take more than one task, so it is worth checking your usage after the first runs.
03Does PawthosX trigger Zaps in real time?
No. All 28 PawthosX triggers work by polling: Zapier checks PawthosX at a fixed interval and keeps what it has not seen before. That interval depends on your plan: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. None of the triggers is instant, and the type cannot be changed from the editor. On paid plans you can adjust how often a trigger checks, and run a check by hand from the editor when you are testing.
04What do you need to connect PawthosX to Zapier?
A PawthosX account, plus read or write access on any record you do not own yourself and want the Zap to touch. The connection is made once from the Apps page of your Zapier account: add a connection, pick PawthosX, sign in in the tab that opens and grant Zapier access. Every PawthosX step of every Zap then reuses that connection, so if the account loses access to some records, every Zap using them is affected.
05Why do so many PawthosX actions ask for an ID?
Because most PawthosX actions work on a record that already exists, and they identify it by its PawthosX ID: updating an appointment, completing a work task, adding a lab result, receiving a purchase order. That ID must come from an earlier step, either the trigger that started the Zap or one of the 48 searches. In practice, a search before the action is the normal pattern, and a search makes the Zap multi-step, so plan for a paid plan from the start.
06What if the PawthosX operation you want is not in the list?
Start by combining what exists. The 134 operations cover a lot when chained: a search to find the record, then an update or status action on it. If a field you want to change is not exposed by any action, Zapier cannot reach it, and no setting in the editor will add it. In that case the change has to happen in PawthosX by hand, or through a different automation tool if one offers PawthosX with that operation. Check that before building around a gap.
07Zapier, Make or n8n for PawthosX?
Decide on criteria rather than on a ranking. On Zapier, PawthosX offers 134 operations, every trigger is polling with an interval set by your plan, and billing is per successful action. So the questions are: is a delay of a few minutes acceptable for your flows, how many actions will run each month, and do you need multi-step Zaps, which require a paid plan? Before considering another tool, check that it offers PawthosX at all, then compare it on those same three questions.
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