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Payrexx Zapier integrationAutomate Payrexx with Zapier.

The Payrexx Zapier integration gives you 0 triggers, 23 actions and 8 searches. Payrexx never starts a Zap here: another app fires first, then Zapier creates paylinks, refunds payments or pulls transactions in Payrexx. It runs on the free plan.

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Overview

What the Payrexx Zapier integration actually does

The Payrexx Zapier integration plugs your Payrexx payment account into Zapier, a tool that chains apps together without code. You build a Zap there: one starting event, then the steps that follow. Payrexx brings no starting event of its own, so another app kicks things off and Payrexx does the work: payment links, refunds, subscriptions, exports.

One payment link per request. A form is sent or a row is added, and Create Paylink builds a Payrexx payment page with the amount, currency, title and reference you mapped. That reference then appears on the transaction paid through the link, so you can tie the payment back to an order number or a bill.

Refunds and receipts handled from another tool. Once a transaction ID is in hand, Refund a Transaction issues the refund and Send a Transaction Mail Receipt emails the customer a receipt. Nobody has to log into the dashboard for it.

Payment data sent where your bookkeeping lives. Retrieve Transactions, Retrieve Payouts and Retrieve a List of Invoices pull what happened in Payrexx so the next step can file it elsewhere. That is the accounting use Payrexx itself puts forward.

What Zapier does not do for Payrexx: react to a payment. With no trigger, no Zap starts when a customer pays, a payout is made or a subscription changes. If that event is your starting point, the Payrexx Make integration is the other page to read before you choose.

Vocabulary

Zapier words you will meet on this page

Eight terms cover everything below. Each one is explained here once, then used as is.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time that event happens.
Trigger
The event in an app that starts the Zap. Payrexx has none on Zapier, so the trigger always comes from another app.
Action
What the Zap does once started: the step that creates, sends, refunds or deletes something for you in Payrexx.
Task
The unit Zapier bills. One task equals one action that completes successfully; your plan counts those, nothing else.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app itself the moment the event happens.
Filter
A step that lets the Zap carry on only when the incoming data meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already in Payrexx, like a transaction, so the following steps can reuse what it found.
Connection
Your Payrexx account linked to Zapier once, then reused by every step of every Zap that touches Payrexx.
Cost

What a Payrexx Zap costs you in tasks

Payrexx is not reserved for paid plans: it works from the free plan. The bill is counted in tasks, and only a successful action is billed.

  • Free plan100 tasks per month
  • Free plan ZapsTwo steps: one trigger, one action
  • TriggerNever costs a task
  • Failed actionNot counted

The trigger never costs a task, however often Zapier checks it. Each Payrexx action that goes through counts once, so a Zap that creates a paylink and then sends a receipt eats two tasks per run. A failed action is not counted. The catch on the free plan: Zaps stop at two steps, one trigger and one action. Add a filter, a search or a second action and you need a paid plan. The interval grid below only matters if the app that starts your Zap uses a polling trigger.

Connect

Connect Payrexx to Zapier in three steps

  1. 01

    Open your Apps page

    In your Zapier account, go to Apps and click + Add connection. You need an existing Payrexx account before you start, and read or write access on anything you do not own but want the Zap to touch.

  2. 02

    Pick Payrexx in the dialog

    Type Payrexx in the search box of the dialog that appears, select it, then click Add connection. Zapier opens a new tab to reach your Payrexx account.

  3. 03

    Sign in and grant access

    Log into Payrexx in that tab and allow Zapier to work on the account. The connection is then saved, and every Payrexx step in every Zap can reuse it without asking again.

First Zap

Your first Payrexx Zap: a payment link for every order row

GoalEach new row in an order sheet becomes a Payrexx payment link, but only for rows that carry an amount.

  1. 01

    Start with the trigger app

    Payrexx has no trigger, so the Zap opens on another app. Pick it and its event, here a new row in your order sheet, and choose its connection.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items from that account, so you map the next steps on a real row rather than on blanks.

  3. 03

    Add a filter

    Click the plus icon, choose Filter, then set the field to check, the rule and the value. Pick a number rule for an amount, or the filter never passes. This step makes the Zap paid.

  4. 04

    Add Create Paylink

    Add a Payrexx step, choose Create Paylink and your connection. Map title, description, purpose and reference, then the amount in the smallest unit: 100 cents for one dollar.

  5. 05

    Test the action

    Run the Payrexx step once and read what comes back. A real paylink is created in your account, so delete it afterwards with Delete a Paylink if it was only a test.

  6. 06

    Publish

    Click Publish to switch the Zap on. From then on, each new row that passes the filter turns into a payment link, and only rows added after publishing count.

Actions

The 23 Payrexx actions, grouped by what they do

Payrexx gives you 23 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Make an API Call

Action

In Zapier“Make a custom API Call to the Payrexx Rest API”

Sends a custom request to Payrexx when none of the ready-made actions covers your case. You type a path such as Transaction and the step reuses your Payrexx connection.

When to use it
a Payrexx feature you need has no action of its own on Zapier.
Watch out
it is the technical option here, and you need the Payrexx developer documentation open next to you.
2

Create Gateway

Action

In Zapier“Create a new Payment Gateway”

Builds a Payrexx payment gateway, a checkout ready to collect a set amount in a given currency, with the payment methods you tick.

When to use it
a booking tool confirms an order and the customer needs a checkout for that exact amount.
Watch out
the amount goes in the smallest unit, so 100 cents for one dollar, not 1.
3

Delete a Gateway

Action

In Zapier“Delete a Payment Gateway by ID”

Removes a payment gateway by its ID, so the checkout can no longer be used.

When to use it
a booking is cancelled before payment and its checkout should disappear.
Watch out
the gateway ID comes from the step that created it or from your Payrexx logs.
4

Delete an Invoice

Action

In Zapier“Delete an Invoice by ID”

Erases one Payrexx invoice, identified by its ID.

When to use it
a duplicate invoice is flagged in your bookkeeping tool and should vanish from Payrexx too.
Watch out
deletion is final, so test it on a dummy invoice before publishing.
5

Retrieve a List of Invoices

Action

In Zapier“Retrieve a list of Invoices from your Payrexx account”

Pulls the list of invoices held in your Payrexx account into the Zap.

When to use it
your accountant wants every Payrexx invoice copied into a shared spreadsheet.
Watch out
it is an action, so each successful run counts as one task.
6

Create Paylink

Action

In Zapier“Create a new Paylink”

Produces a shareable Payrexx payment link. Title, description, purpose and reference are all mandatory, along with amount and currency.

When to use it
a quote is accepted in your CRM and the client should receive a link to pay it.
Watch out
the reference is what shows on the resulting transaction, so map your order or bill number there.
7

Delete a Paylink

Action

In Zapier“Delete a Payment Paylink by ID”

Takes a payment link offline by deleting it from Payrexx.

When to use it
a quote expires in your CRM and its link should stop accepting money.
Watch out
keep the paylink ID from Create Paylink, or look it up in your Payrexx logs.
8

Create a Manual Payout

Action

In Zapier“Create a new Manual Payout”

Starts a manual payout in Payrexx for an amount, a currency and a payment provider, all three required.

When to use it
a finance approval in another tool should release the money without someone logging in.
Watch out
this moves real money, so put a filter in front and test with care.
9

Retrieve Payouts

Action

In Zapier“Retrieve a list of Payouts made in your Payrexx account”

Fetches the payouts made from your Payrexx account, with their UUIDs.

When to use it
reconciliation, where bank deposits are matched against what Payrexx actually paid out.
Watch out
the UUIDs it returns are what the two payout searches ask for later.
10

Create a QrCode

Action

In Zapier“Creates a new QrCode.”

Generates a Payrexx QR code tied to a webshop address, the only field it insists on.

When to use it
a new product page goes live and the shop counter needs a code customers can scan to pay.
Watch out
keep the UUID that comes back, since deleting or retrieving the code later asks for it.
11

Delete a QrCode

Action

In Zapier“Delete a QrCode by UUID”

Retires a QR code, found by its UUID.

When to use it
a product is withdrawn from your catalogue and its pay-by-scan code should die with it.
Watch out
the UUID comes back from Create a QrCode, or sits in the logs of your Payrexx account.
12

Delete a QrCode Scan

Action

In Zapier“Delete a QrCode Scan by Session ID”

Clears a single scan of a QR code, by the session ID of that scan.

When to use it
a test scan made during setup should not linger next to real customer scans.
Watch out
it deletes the scan only, the QR code itself stays live.
13

Create a New Subscription

Action

In Zapier“Create a new subscription which will be recurringly billed to the user you provide”

Sets up a recurring charge for an existing Payrexx contact, billed on the rhythm you define.

When to use it
a member signs up in your community tool and should be billed on a recurring basis from then on.
Watch out
interval, duration and cancellation interval are written as period codes such as P1M, not as plain words.
14

Delete a Subscription

Action

In Zapier“Delete a Subscription by Subscription ID”

Ends a subscription by deleting it, using its subscription ID.

When to use it
a member cancels in your community platform and billing should stop on the Payrexx side.
Watch out
once deleted, the subscription is gone; to change a price, prefer Update a Subscription.
15

Login a Subscription Customer

Action

In Zapier“Create a new authentication link for your subscription users to login and manage their subscriptions”

Creates a sign-in link that lets a subscriber open and manage their own subscription.

When to use it
a customer asks your help desk to change their plan, and you reply with a self-service link instead of doing it for them.
Watch out
it needs the subscriber's contact ID from Payrexx, not their email address.
16

Update a Subscription

Action

In Zapier“Change existing subscription configuration like amount, currency, purpose or vat rate”

Changes a running subscription: its amount, currency, purpose or VAT rate.

When to use it
a price change is decided in your billing sheet and existing subscribers must follow it.
Watch out
the subscription ID is mandatory, and you get it when the subscription is created or from your Payrexx logs.
17

Cancel a Waiting Transaction

Action

In Zapier“Cancel a waiting transaction by ID”

Cancels a transaction still in a waiting state, before any money changes hands.

When to use it
an order is withdrawn in your shop and the pending payment should not go through.
Watch out
it only works on waiting transactions, and asks for the transaction ID like the other payment actions.
18

Charge a Pre-Authorized/Reserved Transaction

Action

In Zapier“Debit an amount based on a previous Tokenisation or Reservation by the previous Transation ID”

Debits money that was reserved or tokenised earlier, based on that first transaction's ID.

When to use it
a rental is returned in your fleet tool and the deposit hold should turn into the final charge.
Watch out
without the original transaction ID, nothing can be charged; fetch it with a search first.
19

Create a Cash Transaction

Action

In Zapier“Create a new cash transaction which will be added to the transaction history in your Payrexx account”

Records a cash payment in your Payrexx transaction history, with just an amount and a currency.

When to use it
a till or event app logs cash sales and you want Payrexx to show every payment in one place.
Watch out
as everywhere in Payrexx, the amount is in the smallest unit of the currency.
20

Delete a Reserved Transaction

Action

In Zapier“Delete a Reserved Transaction by ID”

Drops a reserved transaction, releasing the amount that was held.

When to use it
a hotel stay ends without extras and the card hold is no longer needed.
Watch out
it targets reservations only; a completed payment goes through Refund a Transaction instead.
21

Send a Transaction Mail Receipt

Action

In Zapier“Send a receipt by E-Mail for a transaction”

Emails the receipt of a given transaction to the customer, straight from Payrexx.

When to use it
your support team marks a ticket as “needs receipt” and the customer should get it without a manual export.
Watch out
the Zap must already know which transaction it is, usually through a search step placed just before.
22

Refund a Transaction

Action

In Zapier“Create a new refund for a previoulsy made Transaction by ID”

Issues a refund on a payment already made, identified by its transaction ID.

When to use it
a return is approved in your e-commerce back office and the money should go back without anyone opening Payrexx.
Watch out
a refund is hard to undo, so keep a filter on the approval status upstream.
23

Update Pre-Authorization/Tokenization Contact Details

Action

In Zapier“Update the contact details of a Pre-Authorization or Tokenization transaction”

Edits the contact details stored on a pre-authorised or tokenised transaction.

When to use it
a client updates their address in your CRM before a reserved amount is charged.
Watch out
it touches only those two kinds of transaction, never a regular completed payment.
Searches

The 8 Payrexx searches

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

Payrexx searches sit at the bottom of the event list, under the SEARCH heading of Action event. Most fetch an item that already exists, by its ID or UUID, so the next steps can use it. A field can also offer + Add search step, which inserts the search and wires it in for you. Any search makes the Zap multi-step, so paid.

1

Retrieve a Gateway

Search

In Zapier“Retrieve a Payment Gateway by ID”

Brings back a payment gateway from its ID, so you can see where it stands.

When to use it
a customer says they paid, and you want the transaction tied to their checkout before replying.
Watch out
its result carries the transaction ID that refund and receipt actions need.
2

Retrieve an Invoice

Search

In Zapier“Retrieve an Invoice by ID”

Looks up one invoice by its ID and hands its details to the next steps.

When to use it
before archiving an invoice in your document tool, you pull its latest state from Payrexx.
Watch out
without the ID you are stuck; your Payrexx logs are the fallback.
3

Retrieve a Paylink

Search

In Zapier“Retrieve a Payment Paylink by ID”

Reads a payment link from its ID, including the transaction it led to.

When to use it
a sales rep wants to know whether a link already sent has been paid before chasing.
Watch out
it is the usual way to get a transaction ID when the Zap only knows the link.
4

Retrieve a Payout Without Details

Search

In Zapier“Retrieve a Payout by UUID without detailled information”

Fetches a payout by its UUID, in its short form without the detailed breakdown.

When to use it
a quick check that a payout exists before you log it in your finance sheet.
Watch out
the UUID shows on the payout's detail view in the Payrexx dashboard, or in Retrieve Payouts.
5

Retrieve a Payout With Details

Search

In Zapier“Retrieve a Payout by UUID with detailled information”

Same lookup by UUID, but with the full detail of the payout.

When to use it
reconciliation, when your accountant needs what a payout is made of and not just its total.
Watch out
pick this one or the short version on purpose; they share the same input but not the same output.
6

Retrieve a QrCode

Search

In Zapier“Retrieve a QrCode by UUID”

Pulls a QR code and its information from its UUID.

When to use it
your shop team audits which pay-by-scan codes are still active in Payrexx.
Watch out
map the UUID returned by Create a QrCode, not a scan session ID.
7

Retrieve a Transaction

Search

In Zapier“Retrieve a Payment Transaction by ID”

Finds a single payment from its transaction ID and exposes its data to the Zap.

When to use it
a refund request comes in and you want the original payment in front of you before acting.
Watch out
it needs the exact ID, not an amount or a customer name.
8

Retrieve Transactions

Search

In Zapier“Retrieve Transactions made through Payrexx”

Returns the transactions made through Payrexx, with an option to keep only those tied to the access key the connection uses.

When to use it
the report your bookkeeper asked for, started by a trigger in another app.
Watch out
several results come back, so check the multiple-results setting.

The three settings every search exposes

  1. Successful if no search results are found?
    Left at its default, an empty search stops the Zap there 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?
    Payrexx offers no find-or-create on Zapier, so none of these searches can create the missing item for you.
  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 pass all of them on.
When it breaks

When a Payrexx Zap breaks

Zapier lists no help article and no limit specific to Payrexx. What breaks comes from how Zaps work in general, plus the IDs Payrexx keeps asking for.

Six cases account for most of the trouble. For deeper fixes, the Zapier troubleshooting page is the next stop.

  • Nothing from before the Zap

    A Zap only reacts to what happens after it is switched on. Old orders or old rows never get a paylink; moving that backlog is a separate job.

  • The Zap feeds itself

    If a step writes back into the sheet the trigger watches, the Zap sets itself off again and again, and the task count drains fast.

  • A bulk import is held back

    A trigger that suddenly returns a huge batch, after an import or a migration, can be stopped by Zapier's flood protection.

  • Missing ID, failed step

    Deletes, refunds and lookups need an ID. If no earlier step carries it, the Payrexx step fails. A failed action is at least not billed.

  • An empty search stops the Zap

    With the default setting, a Payrexx search that finds nothing ends the run, and the steps after it are skipped without warning.

  • Free plan, two steps only

    A filter or a search turns the Zap into a multi-step Zap, which the free plan does not run. Upgrade, or keep one trigger and one action.
Need help

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FAQ

Payrexx Zapier integration: frequent questions

01Is the Payrexx Zapier integration free?
Yes, Payrexx is not reserved for paid plans, so it works on the free Zapier plan. That plan gives 100 tasks per month and an unlimited number of Zaps, but each Zap is limited to two steps: one trigger and one action. A Zap that adds a filter, a search step or a second action becomes multi-step and needs a paid plan. Payrexx itself is reached through your existing Payrexx account.
02How many tasks does a Payrexx Zap use?
One task per Payrexx action that completes successfully. The trigger, which here comes from another app, never costs anything, however often Zapier checks it. A Zap that creates a paylink and then emails a receipt uses two tasks every time it runs. An action that fails is not counted. A few apps and a few actions take more than one task, so watch your usage page after the first runs.
03Does Payrexx work in real time with Zapier?
It depends on the app that starts the Zap, because Payrexx has no trigger of its own. If that app offers an instant trigger, it reports the event itself and the Zap runs straight away, whatever the plan. If it uses a polling trigger, Zapier checks on a timer: every 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. Payrexx actions run once the Zap has started.
04What does it take to connect Payrexx to Zapier?
A Payrexx account, and read or write access on anything you do not own yourself but want the Zap to touch. The connection starts from the Apps page of Zapier with + Add connection. You search for Payrexx, sign in to it in the tab that opens and grant Zapier access. The connection is saved once and every Payrexx step reuses it. Payrexx has no trigger, so you will also connect the app that starts the Zap, the same way.
05Why does a Payrexx Zap charge the wrong amount?
Almost always because of the unit. Payrexx expects amounts in the smallest unit of the currency, so 100 cents to charge one dollar. Mapping a price written with a decimal point from a sheet sends a far smaller amount than intended. Convert the value before the Payrexx step, and give the currency as a three-letter code such as CHF or EUR. Test on a paylink you delete afterwards. The same rule applies to Create Gateway, Create a Manual Payout and Create a New Subscription.
06What if the Payrexx operation you need is not on Zapier?
Check the custom request action first. It lets a Zap send a request to Payrexx that the 23 ready-made actions do not cover, by typing a path such as Transaction. It is the technical route and calls for the Payrexx developer documentation. If what is missing is a trigger, such as a payment received, Zapier has no answer today: the Zap has to start in another app. Before that, check whether a search such as Retrieve Transactions already returns what is missing.
07Zapier, Make or n8n for Payrexx?
Decide by criteria, not by brand. On Zapier, Payrexx gives 23 actions and 8 searches but no trigger, so the deciding question is where your Zap starts. If it starts in another app and Payrexx only does the work, Zapier covers it, from the free plan for two-step Zaps. If a Payrexx event must start the automation, check what each other tool offers for Payrexx before committing. Also weigh the plan: any filter or search pushes a Zapier Zap onto a paid plan.
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