Resources · Zapier integration

PEP Cloud Zapier integrationAutomate PEP Cloud with Zapier.

The PEP Cloud Zapier integration offers 4 triggers, 1 action and 0 searches. All four triggers are instant, so a new client or a won, lost or fresh eBid reaches your Zap without waiting, and one action keeps your client list in step.

See the 5 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the PEP Cloud Zapier integration does for a contractor

It links your PEP Cloud account to Zapier so that sales events, a new client or an eBid created, won or lost, start an automation on their own. In the other direction, one action lets a Zap create a client in PEP Cloud, or update the one that already exists.

Three results that come up often. Won jobs that reach the crew calendar: eBid Won starts the Zap and the scheduling tool gets the job. A lost-bid review list: eBid Lost adds a line to the sheet where the owner looks back at prices that did not land. Web leads that end up in PEP Cloud: a form or an ad tool starts a Zap that runs Create or Update Client, so the estimator finds the prospect already filed.

What Zapier does not do here is worth knowing before you plan. There is a single action, so a Zap cannot create an eBid, change its status or touch a job. There is no search step either: a Zap cannot look up a client in PEP Cloud on its own. Create or Update Client is the only way in, and it decides by itself whether to create or update by checking the email first, then the first and last name.

To see how the main automation tools differ, read Make vs Zapier. To get a team set up without the trial and error, there is the Zapier agency.

Vocabulary

Zapier words, one line each

Seven terms you will meet in the editor and on this page.

Zap
The automation you build: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in PEP Cloud that starts the Zap, such as an eBid being won. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once started: the step that writes, sends or moves something for you, like filing a client.
Task
The unit Zapier bills: one action that completes successfully. Your plan's allowance is a count of those.
Instant trigger
A trigger the app reports itself, at the moment the event happens, so nothing waits for Zapier's next check.
Filter
A step that lets the Zap continue only when what arrived meets the condition you set, and stops it otherwise.
Connection
Your PEP Cloud account linked to Zapier once, then reused by every step of every Zap that uses PEP Cloud.
Cost

What a PEP Cloud Zap really costs

The trigger never costs a task. Each action that succeeds costs one, and an action that fails is not counted against your plan.

  • Trigger fires0 tasks
  • Create or Update Client succeeds1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo, works on Free

PEP Cloud is not a premium app, so it works on the free plan: 100 tasks a month, unlimited Zaps and two steps per Zap. eBid Won followed by Create or Update Client fits. A filter or a second action makes the Zap multi-step, which needs a paid plan. The polling grid does not apply here, since all 4 triggers are instant, and a few apps and actions take more than one task. Every extra action counts on its own.

Connect

Connect PEP Cloud to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. Have your PEP Cloud account ready, with access to the clients and eBids the Zap should work on.

  2. 02

    Pick PEP Cloud

    Search for PEP Cloud in the dialog, select it, then click Add connection. A new tab opens on the PEP Cloud side, where you finish linking the two accounts.

  3. 03

    Sign in and allow access

    Log in to PEP Cloud in that tab and grant Zapier access to the account. The connection is saved once, and every PEP Cloud step you add to a Zap later reuses it.

First Zap

Your first Zap: turn won eBids into filed clients

GoalWhen an eBid is won in PEP Cloud, create or update the matching client, but only when your condition passes.

  1. 01

    Pick the trigger

    Build: choose PEP Cloud as the app that starts the Zap and eBid Won as the event, then select your PEP Cloud connection.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent won eBids of the account, so you map the next steps on a real one.

  3. 03

    Add the filter

    Add a Filter from the plus icon and set the field, the rule and the value. A number rule only works on numbers: pick the wrong type and it never passes.

  4. 04

    Add Create or Update Client

    Pick PEP Cloud and Create or Update Client. Map the email and the first and last name from the trigger, then answer Lead? to mark a real client rather than a prospect.

  5. 05

    Test and publish

    Test each step and check what came back, then click Publish. The filter makes this a paid multi-step Zap; remove it to stay on Free.

Triggers

PEP Cloud triggers: 4 instant events

4 events start a Zap when something happens in PEP Cloud, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Client Created

Instant trigger

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

A client added to PEP Cloud starts the Zap, with that client's record ready for the next step.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the office manager wants each new client copied into the accounting tool before the first invoice.
Watch out
Create or Update Client can create clients too, so a Zap that runs it from this trigger sets itself off again and again.
2

eBid Created

Instant trigger

In Zapier“Triggers when an eBid is created.”

Each new eBid an estimator puts together in PEP Cloud becomes the starting point of a Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the owner wants a message in the team channel for every estimate created, to keep an eye on the pipeline.
Watch out
eBids created before the Zap is published never come through, so start the Zap before a busy season, not halfway.
3

eBid Lost

Instant trigger

In Zapier“Triggers when an eBid is lost.”

When an eBid is marked lost, this trigger hands it to the Zap, which turns a quiet setback into something you can review.

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 every lost bid in a sheet to compare prices across a season of exterior jobs.
Watch out
sending only the large jobs takes a filter, and a filter makes the Zap multi-step on a paid plan.
4

eBid Won

Instant trigger

In Zapier“Triggers when an eBid is won.”

The yes from a homeowner or a general contractor: a won eBid sets off the Zap, the natural link between sales and the work itself.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
put the won job on the crew's calendar and make sure the client is filed with Create or Update Client.
Watch out
testing brings back the three most recent won eBids, so have a real one in the account first.
Actions

The PEP Cloud action

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

1

Create or Update Client

Action

In Zapier“Creates a new client or updates an existing client first based on email and then based on first and last name.”

Files a client in PEP Cloud: it updates the existing one when the email matches, then tries the first and last name, and creates a new client only when neither matches.

When to use it
a web form collects a quote request and the estimator wants the prospect waiting in PEP Cloud, marked through Lead? as a prospect.
Watch out
without an email, two people with the same name can merge into one client.
When it breaks

When a PEP Cloud Zap breaks

Zapier attaches no help article to PEP Cloud, and no rate limit of its own is documented. The failures below are the ones every Zap shares, applied to PEP Cloud.

  • The client Zap that loops

    Client Created plus Create or Update Client in the same Zap is a loop: each client it creates starts the Zap again, and the task count drains fast.

  • Old eBids stay where they are

    A Zap reacts only to what happens after it is published. Bids won or lost before that never come through; moving them is a separate job.

  • An import gets held back

    Bringing a full client list into PEP Cloud at once sends a huge batch to the trigger, and Zapier's flood protection can hold it back.

  • Two clients become one

    Create or Update Client matches on the email, then on the first and last name. Without an email, a namesake gets updated instead of a new client created.
Need help

Need help automating PEP Cloud with Zapier?

A person reads every message.

FAQ

PEP Cloud and Zapier: common questions

01Is the PEP Cloud Zapier integration free?
Yes, on Zapier's side. PEP Cloud is not a premium app, so it works on the free plan, which gives 100 tasks a month and unlimited Zaps. The limit is the shape of the Zap: the free plan builds two-step Zaps only, one trigger and one action. eBid Won followed by Create or Update Client fits. Add a filter or a second action and the Zap becomes multi-step, which needs a paid plan. Your PEP Cloud subscription is separate and not covered here.
02How many tasks does a PEP Cloud Zap use?
One for each action that succeeds, and none for the trigger. A Zap that runs Create or Update Client after each won eBid uses one task per win. A Zap with three actions uses three each time. An action that fails is not counted. Since PEP Cloud has four triggers but a single action, most of your count will come from the steps you add in other tools, so the number of eBids and clients you expect is the figure to watch.
03Is PEP Cloud on Zapier real time?
Yes. All 4 triggers are instant: PEP Cloud reports the event to Zapier itself, so the Zap starts right away whatever your plan. The polling intervals of the plans, 15 minutes on Free down to 1 minute on Team and Enterprise, only apply to polling triggers, and PEP Cloud has none. In the editor, a Zap built on an instant trigger shows a lightning bolt. The speed covers the start; each following step still has to run and succeed.
04What do you need to connect PEP Cloud to Zapier?
A PEP Cloud account, plus read or write access on any clients or eBids you do not own but want the Zap to touch. The connection takes three moves: open the Apps page of your Zapier account and click + Add connection, search for PEP Cloud and click Add connection, then sign in to PEP Cloud in the tab that opens and grant Zapier access. The connection is saved once and every PEP Cloud step reuses it.
05Why does Create or Update Client update the wrong client?
Because of how it matches. It looks for an existing client by email first, then by first and last name, and updates the first match instead of creating a new record. Feed it an email whenever you have one. Without it, two different people with the same name end up merged into one client. Also check the Lead? answer, which says whether the person is a client you work with or just a prospect, so the estimator sees the right status.
06What if the PEP Cloud operation you need isn't there?
Then Zapier cannot do it for PEP Cloud today. The list is four triggers on clients and eBids, and one action, Create or Update Client. There is no action to create or change an eBid, and no search to look up a client from another tool. Check the operation list on Zapier's app page before you plan around a missing step, and keep that part of the job in PEP Cloud by hand while the Zap covers the rest.
07Zapier, Make or n8n for PEP Cloud?
Pick by criteria, not by name. On Zapier, PEP Cloud gives you 4 instant triggers, one create-or-update action, no search, and it runs on the free plan, which stops at two-step Zaps. So ask each tool the same questions: does it offer the PEP Cloud events you rely on, can it write what you need back into PEP Cloud, and what does a workflow with a filter cost you there. The answer depends on your process, not on a ranking.
Same platform

Other docs you might need on this stack.

Browse all integrations