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Payfunnels Zapier integrationAutomate Payfunnels with Zapier.

The Payfunnels Zapier integration gives you 10 triggers, 2 actions and 3 searches. Every trigger is instant, so payments, invoices and setup fees reach your other tools straight away, and two actions let a Zap refund a payment or cancel a subscription.

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Overview

What the Payfunnels Zapier integration actually does

It links your Payfunnels account, where you take one-off and recurring payments and run payment plans, to the other tools of your business. Payfunnels reports ten kinds of events to Zapier, and Zapier can act back on Payfunnels in two ways: refund a payment or cancel a subscription.

Three results people build with it. A welcome for real subscribers: First Recurring Payment starts a Zap only once the first instalment of a subscription has actually been paid, which is a better moment to onboard someone than the checkout page. An invoice mirror: Invoice Created, Invoice Updated and Invoice Deleted keep a copy of your invoices in your accounting sheet in step with Payfunnels. A refund desk: an approved request in your helpdesk feeds Refund a Payment, so nobody logs in to Payfunnels to click through it.

Now what Zapier does not do here. It cannot create a customer, a payment or an invoice in Payfunnels: the only two actions are a refund and a cancellation. The three searches return lists of payments, subscriptions or setup fees; there is no search that finds one customer by name. And the integration never picks up history: a Zap sees only what happens after you switch it on.

Before you commit to one tool, the n8n vs Zapier comparison is worth a read.

Vocabulary

Zapier vocabulary in one minute

The page leans on eight words. Here is what each one means in plain English.

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. Payfunnels offers ten of them.
Action
What the Zap does once it has started: the step that writes, sends or changes something. Payfunnels has two, refund and cancel.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan's quota is a count of those.
Polling trigger
A trigger Zapier checks on a timer, asking the app for new items at a fixed interval. None of the Payfunnels triggers work this way.
Instant trigger
A trigger the app reports itself: it calls Zapier the moment the event happens. All ten Payfunnels triggers are instant.
Filter
A step that lets the Zap go on only when what arrived meets your condition, and stops it otherwise. It needs a paid plan.
Search step
A step that looks up something that already exists in an app, so the next steps can use what it found.
Cost

What a Payfunnels Zap really costs

The trigger is free. What you pay for, in tasks, is every action that succeeds after it.

  • Free plan100 tasks a month, unlimited Zaps
  • Zap size on free2 steps: one trigger, one action
  • Payfunnels triggers10 instant, interval grid does not apply
  • Payfunnels premium?No, available on the free plan

A Payfunnels trigger never uses a task. Each successful action counts as one, whether it runs in Payfunnels or elsewhere, and an action that fails is not counted. So a Zap that refunds a payment and then emails the customer costs two tasks per refund. The free plan builds Zaps of two steps only, one trigger and one action. Add a filter, a second action or one of the three searches and the Zap becomes multi-step, which needs a paid plan. The interval grid below applies to polling triggers only: since every Payfunnels trigger is instant, it does not slow these Zaps down on any plan.

Connect

Connect Payfunnels to Zapier in three steps

  1. 01

    Open the connection dialog

    On the Apps page of your Zapier account, click + Add connection. A connection is your Payfunnels account linked once, then reused by every Zap step that touches Payfunnels.

  2. 02

    Find Payfunnels

    Search for Payfunnels in the dialog, pick it, and click Add connection. You need an existing Payfunnels account; the dialog does not open one for you.

  3. 03

    Sign in and allow access

    Sign in to Payfunnels in the tab that opens and grant Zapier access. If you plan to refund or cancel on an account you do not own, make sure you hold write access to those payments and subscriptions.

First Zap

Your first Zap: greet a subscriber after the first payment

GoalWhen the first instalment of a subscription is paid, tell the team in chat and send the customer a welcome email.

  1. 01

    Pick the trigger

    Build a new Zap, choose Payfunnels as the app and First Recurring Payment as the event, then select your Payfunnels connection.

  2. 02

    Test it on real data

    Run the test. Zapier brings back the three most recent first payments of your account, so the next steps are mapped on a real subscriber.

  3. 03

    Add the team message

    Add the first action in your chat app and place the values from the trigger in the message. Test the step and read what it sent before going further.

  4. 04

    Add the welcome email

    Add the second action in your mail app. With two actions this is a multi-step Zap, so it needs a paid plan; on the free plan, keep only the email.

  5. 05

    Publish

    Publish the Zap to switch it on. Because the trigger is instant, the next first payment starts it straight away, whatever your plan.

Triggers

The 10 Payfunnels triggers

10 events start a Zap when something happens in Payfunnels, and 10 of them are instant: the app calls Zapier straight away, whatever your plan.

1

First Recurring Payment

Instant trigger

In Zapier“Triggers when the First payment of recurring subscription is successfully paid.”

Starts your Zap when the first payment of a recurring subscription goes through. Later instalments do not fire it, so it marks the moment a subscriber becomes a paying one.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
send onboarding material or open access to a member area only once money has arrived.
Watch out
for every payment, not just the first, use Payment Successful instead.
2

Invoice Created

Instant trigger

In Zapier“Triggers when invoice Created.”

Fires when a new invoice appears in Payfunnels. The Zap gets the fresh invoice and can copy it, announce it or file it wherever your team keeps them.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
add a line to the shared invoice register your bookkeeper works from.
Watch out
a copy made here goes stale when the invoice changes; pair it with Invoice Updated.
3

Invoice Deleted

Instant trigger

In Zapier“Triggers when invoice deleted.”

Runs when an invoice is removed from Payfunnels. It is the event that keeps a copy elsewhere honest, since nothing else tells the other tool the invoice is gone.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
mark the matching row in your register as void, or warn finance in chat.
Watch out
the Zap has to find the matching row in the other tool, which takes a search step there and a paid plan.
4

Invoice Updated

Instant trigger

In Zapier“Triggers when a invoice is updated.”

Reacts to any change on an existing invoice in Payfunnels. Use it to keep the other copies of that invoice in line with the source.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
refresh the invoice line in your spreadsheet or accounting tool after an edit.
Watch out
several edits in a row mean several runs, and each successful action in them costs a task.
5

New Customer

Instant trigger

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

Goes off when a customer record is created in Payfunnels. It comes before any payment, so it suits steps that do not depend on money having arrived.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
add the contact to your CRM or newsletter tool without retyping anything.
Watch out
a new customer is not yet a paying one; for that, start from First Recurring Payment or Payment Successful.
6

Payment Failed

Instant trigger

In Zapier“Triggers when payment failed.”

Catches a payment that did not go through. On a payments tool this is the event worth reacting to fastest, and here it arrives without waiting for a check.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
alert the account owner in chat, or open a follow-up ticket in your helpdesk.
Watch out
resist wiring it straight into Cancel a Subscription; a customer with a temporary card issue would be lost.
7

Payment Successful

Instant trigger

In Zapier“Triggers when a payment succeeded.”

Starts the Zap on every payment that succeeds, one-off or recurring. It is the broadest money event of the app, and the busiest.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
log revenue in a sheet, or send a receipt from a tool your customers already know.
Watch out
volume is the cost driver here; a busy account turns each action of this Zap into many tasks a month.
8

One Time Setup Fees Created

Instant trigger

In Zapier“Triggers when a new one time setup fees is created.”

Fires when you add a new one-time setup fee in Payfunnels, the charge billed once on top of a plan. It follows your catalog, not your customers.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
keep your price list in a shared sheet in sync, or tell sales a new fee exists.
Watch out
it reacts to the fee being defined, not to a customer paying it.
9

One Time Setup Fees Deleted

Instant trigger

In Zapier“Triggers when one time setup fees is deleted.”

Runs when a one-time setup fee is removed from Payfunnels. Anything that still quotes that fee elsewhere is now wrong, and this event is your chance to say so.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
archive the fee in your pricing sheet, or warn the people who send quotes.
Watch out
without a search in the other tool, the Zap cannot find which row to archive.
10

One Time Setup Fees Updated

Instant trigger

In Zapier“Triggers when a one time setup fees is updated.”

Reacts when an existing one-time setup fee changes in Payfunnels. It closes the loop with the two fee triggers above, so your copy of the catalog never drifts.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
update the matching line of your price list right after someone edits the fee.
Watch out
three Zaps for created, updated and deleted fees means three Zaps to maintain when the sheet moves.
Actions

The 2 Payfunnels actions

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

1

Cancel a Subscription

Action

In Zapier“Terminates a subscription”

Ends a subscription in Payfunnels. It needs the subscription Id and a cancellation option, chosen from the list the step offers.

When to use it
act on a cancellation request that arrives through a form, an email or your support tool.
Watch out
this is not reversible from Zapier; test it on a dummy subscription before you publish.
2

Refund a Payment

Action

In Zapier“Creates a refund for a transaction”

Sends a refund on a Payfunnels payment from inside a Zap. Three fields are required: the payment Id, the amount and the reason.

When to use it
process refunds approved in your helpdesk or form tool without opening Payfunnels.
Watch out
the amount cannot be more than the original payment, so map it from the payment itself rather than typing a figure.
Searches

The 3 Payfunnels searches

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

A search step looks up what already exists in Payfunnels and hands it to the next steps. Searches sit at the bottom of the action-event list, under the SEARCH heading of Action event. Adding one makes the Zap multi-step, so it needs a paid plan. Each search has settings for when the lookup does not go as planned.

1

List One Time Setup Fees

Search

In Zapier“Retrieves a list of one time setup fees based on filters like page and limit.”

Pulls the setup fees defined in your Payfunnels account, page by page, so a later step can use them.

When to use it
rebuild your pricing sheet from the source when you suspect it has drifted.
Watch out
it returns a list, so set the multiple-results option on purpose.
2

List Payments

Search

In Zapier“Retrieves a list of payments”

Returns payments from your Payfunnels account so the Zap can work with one that no trigger delivered.

When to use it
find the payment to refund when a request arrives from a form rather than from Payfunnels.
Watch out
check which payment the search hands on before wiring it into Refund a Payment.
3

List Subscriptions

Search

In Zapier“Retrieves a list of subscriptions”

Fetches subscriptions from Payfunnels, the natural source of the Id that Cancel a Subscription asks for.

When to use it
handle cancellation requests that come from email or support rather than from Payfunnels itself.
Watch out
if several subscriptions come back, the default keeps the first; make sure that is the one to cancel.

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 and the steps that depend on it 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 a find-or-create. Payfunnels offers no such variant on Zapier, so you will not see it on these three searches.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one, which is the default, stop the Zap, or hand all of them on at once.
When it breaks

When a Payfunnels Zap breaks

Zapier lists no Payfunnels-specific error or rate limit. What goes wrong comes from the required fields of the two actions and from Zapier's general behavior.

  • The refund is refused

    Refund a Payment needs an amount that does not exceed the original payment. A typed figure or a wrong mapping above that sends the step back with an error.

  • The action has no Id

    Both actions require an Id. If no trigger or list search earlier in the Zap provides it, the step cannot run and nothing is refunded or cancelled.

  • Old payments are ignored

    A Zap reacts only to what happens after you switch it on. Payments, invoices and customers from before that never reach it; moving them is a separate job.

  • A bulk import stalls the Zap

    When a trigger suddenly returns a huge batch, after a migration for instance, Zapier's flood protection can hold the runs back.
Need help

Need help automating Payfunnels with Zapier?

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FAQ

Payfunnels Zapier integration: frequent questions

01Is the Payfunnels Zapier integration free?
Yes. Payfunnels is not a premium app on Zapier, so it runs on the free plan. That plan gives you 100 tasks a month and unlimited Zaps, with one limit nobody advertises: each Zap holds two steps, one trigger and one action. A Payfunnels trigger followed by a single email fits. A filter, a second action or one of the three list searches makes the Zap multi-step, and that needs a paid plan. The instant triggers behave the same on free and paid plans.
02How many Zapier tasks does a Payfunnels Zap use?
The trigger itself uses none, whichever of the ten you pick. Each action that completes successfully counts as one task, whether it is Refund a Payment, Cancel a Subscription or a step in another app. An action that fails is not counted. So a Zap that refunds a payment and then emails the customer costs two tasks per refund. On a busy account, Payment Successful is the trigger that multiplies tasks fastest, since it starts the Zap on every payment.
03Is Payfunnels on Zapier real time?
Yes, for all ten triggers. They are instant: Payfunnels itself tells Zapier when the event happens, so the Zap starts without waiting for a scheduled check. That is why the plan interval grid, 15 minutes on Free and down to 1 minute on Team and Enterprise, does not apply to these Zaps. The type comes from the app and cannot be changed in the editor. A Zap built on an instant trigger shows a lightning bolt in the editor.
04What does it take to connect Payfunnels to Zapier?
A Payfunnels account and a Zapier account. On the Apps page of Zapier, click + Add connection, search for Payfunnels, pick it and click Add connection, then sign in to Payfunnels in the new tab and grant access. If you plan to refund payments or cancel subscriptions on an account you do not own, you also need write access to them. Once made, the connection is reused by every Zap that uses Payfunnels.
05Why does Refund a Payment fail in a Payfunnels Zap?
Usually because a required field is missing or wrong. The action needs the payment Id, an amount and a reason, and the amount cannot exceed the original payment. If the Id is not mapped from a Payfunnels trigger or from the List Payments search, the step has nothing to refund. If the amount is typed by hand or mapped from the wrong value, it can end up higher than the payment. Test the step on a real payment before publishing.
06What if the Payfunnels action you need is not there?
Then Zapier cannot do it with Payfunnels today. The two actions are Refund a Payment and Cancel a Subscription, nothing else: no customer, invoice or payment can be created from a Zap. What you can do is react to Payfunnels events in other tools, using the ten triggers, and read lists with the three searches. The offer can change when Payfunnels publishes a new version of its Zapier app, so check the app page again later.
07Zapier, Make or n8n for Payfunnels?
Choose on criteria, not on a ranking. First, check that the tool offers the Payfunnels events and actions you need: on Zapier, ten instant triggers, a refund, a cancellation and three list searches. Second, look at billing: Zapier counts one task per successful action and nothing for the trigger. Third, count steps: any Zap beyond one trigger and one action needs a paid Zapier plan. Hold the other tools to those same three questions before deciding.
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