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Payaca Zapier integrationAutomate Payaca with Zapier.

The Payaca Zapier integration offers 5 triggers and 2 actions, and every trigger is instant. A quote sent or accepted, an invoice sent, or an event created or updated can start a Zap, and the Zap can add a customer or a deal in Payaca.

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Overview

What the Payaca Zapier integration actually does for you

It links your Payaca account to Zapier so that something happening in Payaca, a quote going out, a quote accepted, an invoice sent, a job booked in the calendar, can set off work in your other tools. A Zap is the automation you build: one trigger, then the actions that run every time it fires. Payaca is not reserved for paid plans, so a two-step Zap runs on the free plan.

Three outcomes cover most of what people build. A sales follow-up that starts on its own: Sent Quote fires when a quote leaves Payaca, so a reminder or a pipeline update can follow without anyone copying details across. A record of won work: Accepted Quote fires on the yes, which is the moment to log the job somewhere your team reads. A calendar that other tools trust: Created Event and Updated Event fire when a booking appears or moves, so the people who need the date hear about the change.

In the other direction, Create Customer and Create Deal let a lead captured elsewhere land in Payaca with a name and an email already filled in.

What Zapier does not do here is just as useful to know. There is no search step for Payaca, so a Zap cannot look up an existing customer before writing one. There is no action to send a quote, raise an invoice or edit a booking: those stay inside Payaca. And nothing that happened before you switch the Zap on is picked up.

Before you commit, our Zapier review is worth a read, and so is Make vs Zapier.

Vocabulary

Zapier words you will meet on this page

Eight terms, one line each, in plain words. After this block they are used without a reminder.

Zap
The automation you set up on Zapier: one trigger, followed by one or more actions that run each time the trigger event takes place.
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 on your behalf, here a customer or a deal in Payaca.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app the moment the event happens. All five Payaca triggers are instant.
Filter
A step that lets the Zap carry on only when what arrived meets the condition you set, and stops it there otherwise.
Multi-step Zap
Any Zap with more than one trigger and one action. A second action or a filter makes it one, and it then needs a paid plan.
Connection
Your Payaca account linked to Zapier once, then reused by every step of every Zap that touches Payaca.
Cost

What a Payaca Zap really costs

Zapier bills tasks, and only completed actions count. The trigger is free, and so is the waiting.

  • TriggerNever costs a task
  • Successful action1 task each
  • Failed actionNot counted
  • Free plan100 tasks a month, two-step Zaps only
  • Payaca on free planYes, not reserved for paid plans

Each action that succeeds is one task, so a Zap with two actions uses twice what a one-action Zap uses. An action that fails is not counted. The free plan gives 100 tasks a month and builds only two-step Zaps; add a filter or a second action and you need a paid plan. The interval grid below concerns polling triggers only, and Payaca has none. Looking for new data costs nothing either, however often Zapier checks.

Connect

Connect your Payaca account in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. A dialog opens with a search box. You need an existing Payaca account before you start, Zapier cannot create one for you.

  2. 02

    Pick Payaca and sign in

    Type Payaca in the dialog, select it, then click Add connection. Sign in to Payaca in the tab that opens, with the account whose quotes, invoices and calendar you want the Zap to see.

  3. 03

    Grant access

    Allow Zapier to reach the account. If the records you want to automate belong to a colleague, check first that your login can read them and write to them, otherwise the Zap will only ever see your own share.

First Zap

Your first Payaca Zap: turn a sent quote into a customer and a deal

GoalWhen a quote goes out of Payaca, record the customer and open a deal for that job, without retyping anything.

  1. 01

    Create the Zap

    Start a new Zap. With two actions in it, this one is a multi-step Zap, so it needs a paid plan; keep only one action if you are testing on the free plan.

  2. 02

    Set the trigger

    Choose Payaca as the app and Sent Quote as the event, then pick your connection. The editor shows a lightning bolt, the sign of an instant trigger.

  3. 03

    Test the trigger

    Run the test. Zapier brings back the three most recent sent quotes from your account, so you map the next steps on a real one rather than on blank sample data.

  4. 04

    Add the two actions

    Add Create Customer, then Create Deal. Map the customer name and the email from the quote into each one, since both actions mark those two boxes as required.

  5. 05

    Test, then publish

    Test each action once and read what came back in Payaca. When the result looks right, click Publish to switch the Zap on.

Triggers

Payaca triggers on Zapier

5 events start a Zap when something happens in Payaca, and 5 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Accepted Quote

Instant trigger

In Zapier“Triggers when a quote accepted.”

Your customer says yes to a quote, and this trigger hands that accepted quote to the next step. It marks the point where a prospect becomes paid work, which is usually the moment your back office needs to know.

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 warn the person who orders materials or plans the crew that a job is confirmed, without waiting for someone to pass the message on.
Watch out
quotes accepted before the Zap was published are not replayed, so older wins need to be handled by hand.
2

Created Event

Instant trigger

In Zapier“Triggers when an event is created.”

A new event lands in the Payaca schedule, a site visit or an installation slot for instance, and the Zap receives it. Zapier highlights this trigger on the Payaca app page.

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 copy each new booking into the calendar or chat your field team already reads, so nobody plans a day from an out-of-date list.
Watch out
it only covers new events; a booking that is moved later needs Updated Event.
3

Sent Invoice

Instant trigger

In Zapier“Triggers when an invoice is sent.”

Fires when an invoice leaves Payaca. The Zap gets that invoice and can pass it to whatever tool tracks money owed in your business, so finance hears about it without a separate export.

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 log each invoice sent in a shared sheet or ping the person who chases payments, the day it goes out.
Watch out
the trigger reacts to sending, not to payment, so a paid status still has to come from somewhere else.
4

Sent Quote

Instant trigger

In Zapier“Triggers when a quote is sent.”

Each time a quote goes to a customer from Payaca, this trigger starts the Zap with it. It is the earliest signal in the sales cycle that Zapier can catch from Payaca.

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 open a follow-up in your sales pipeline or remind a salesperson to call back, tied to the exact quote that went out.
Watch out
if you resend a quote, check in your first test whether that counts as a new send before you build a reminder on it.
5

Updated Event

Instant trigger

In Zapier“Triggers when an event is updated.”

When an event already in the Payaca schedule changes, the Zap picks up the updated version. Pair it with Created Event and other tools stay in step with what is really booked.

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 warn a customer or a subcontractor that a visit has moved, instead of relying on someone remembering to send the message.
Watch out
one event edited several times starts the Zap each time, and every successful action behind it counts as a task.
Actions

Payaca actions on Zapier

Payaca gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Customer

Action

In Zapier“Creates a customer.”

Adds a new customer to Payaca from data that arrived in an earlier step, so a lead from a form or an ad does not have to be typed in again.

When to use it
right after a web form or a booking tool collects a new contact.
Watch out
the customer name and the email are both required, and with no search step on Payaca the Zap cannot check first whether that customer already exists.
2

Create Deal

Action

In Zapier“Creates a deal.”

Opens a deal in Payaca, so an enquiry gets a place in your pipeline in Payaca, with its customer name and email attached.

When to use it
when an enquiry comes in through another channel and you want it tracked in Payaca from day one.
Watch out
like Create Customer, it asks for a customer name and an email, so map both from a step that always carries them.
When it breaks

When a Payaca Zap breaks

Zapier lists no help article and no rate limit specific to Payaca. What breaks comes from the way every Zap works.

Four cases are worth knowing before you publish. If one of them hits you anyway, our Zapier troubleshooting page is the next stop.

  • No catch-up on old records

    A Zap only reacts to what happens after it is switched on. Quotes, invoices and events that already existed are never sent through; moving that backlog is a separate job.

  • A Zap that sets itself off

    A Zap that writes into the very place its own trigger watches fires again and again and eats tasks fast. Payaca triggers watch quotes, invoices and events, its actions write customers and deals.

  • Bulk changes held back

    After a bulk import or a migration, a trigger that suddenly returns a huge batch can be held back by Zapier's flood protection, so plan large imports with the Zap off.

  • Required boxes left empty

    Create Customer and Create Deal both need a customer name and an email. If the trigger before them does not carry those two values, the action cannot be filled in.
Need help

Need help automating Payaca with Zapier?

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FAQ

Payaca Zapier integration: frequent questions

01Is the Payaca Zapier integration free?
Yes, as long as your Zap fits the free plan. Payaca is not one of the apps Zapier reserves for paid plans, so you can connect it on a free account. The free plan gives 100 tasks a month and an unlimited number of Zaps, but each Zap is limited to two steps: one trigger and one action. A Zap that creates both a customer and a deal, or that carries a filter, becomes multi-step and needs a paid plan. Zapier prices are not quoted here because the grids change often.
02How many tasks does a Payaca Zap use?
One task per action that completes successfully, and nothing for the trigger. A Zap that starts on Sent Quote and runs Create Customer uses one task per quote sent. Add Create Deal behind it and the same quote costs two tasks. An action that fails is not counted against your plan. Waiting for the trigger costs nothing either. Watch Updated Event in particular: an event edited several times starts the Zap each time, and each run bills its successful actions.
03Do Payaca triggers run in real time?
Yes. All five Payaca triggers are instant: Payaca itself tells Zapier when a quote is sent or accepted, when an invoice is sent, and when an event is created or updated. The Zap starts right away, on every plan including the free one. The interval grid of 15 minutes on the free plan and down to 1 minute on Team and Enterprise only concerns polling triggers, and Payaca has none. In the editor, a Zap built on one of these triggers shows a lightning bolt.
04What does it take to connect Payaca to Zapier?
An existing Payaca account and a Zapier account. From the Apps page in Zapier, add a connection, search for Payaca, sign in to Payaca in the tab that opens and grant Zapier access. Sign in with the account whose quotes, invoices and calendar the Zap should see. If some of those records belong to a colleague, your login needs read or write access to them, otherwise the Zap only sees what you own. The connection is then reused by every Payaca step.
05Why can't a Zap find an existing Payaca customer?
Because Payaca offers no search step on Zapier. A search step is how a Zap normally looks up a record that already exists before using it. With Payaca, the only ways to write are Create Customer and Create Deal, and both create something new. If the same person reaches your Zap twice, the Zap has no built-in way to check first. Keep that in mind before wiring a form that people may submit more than once.
06What if the Payaca action you need is not on Zapier?
Then Zapier cannot do it for you today. On Zapier, Payaca has 2 actions, Create Customer and Create Deal, and nothing to send a quote, raise an invoice or change a booking. Those stay manual inside Payaca. Look at the five triggers instead: much of the useful work is reacting to Payaca, sending its quotes, invoices and events to other tools, rather than writing into it. If writing is the core of your need, compare the catalogue of each automation tool before you build.
07Zapier, Make or n8n for Payaca?
Decide on criteria, not on a ranking. On Zapier, check three things against your plan: whether the five instant triggers and two actions cover what you want, whether your Zap fits in two steps or needs a paid plan for more, and how many successful actions a month you expect, since that is what Zapier bills. Then put the same three questions to Make and n8n for Payaca, and pick the tool whose answers fit your volume and your team.
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