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Perfex CRM Zapier integrationAutomate Perfex CRM with Zapier.

The Perfex CRM Zapier integration gives you 10 triggers, 10 actions and 1 search. Every trigger is polled, every action creates a record, and this page shows what each one does, what it costs and where it breaks, before you open Zapier.

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Overview

What the Perfex CRM Zapier integration actually does

The Perfex CRM Zapier integration links your CRM to the rest of your tools without code. Zapier watches Perfex CRM for new records (a lead, an invoice, a ticket) and passes them on, or it creates records in Perfex CRM when another app starts the chain. Sales, delivery and billing stop living in separate silos.

Three results come up again and again. A sales follow-up: New Lead opens a reminder through Create Task, tied to that lead. A clean project kickoff: New Customer feeds Create Project, so the account and its project exist together from the start. A billing trail: New Invoice and New Payment hand each record to the spreadsheet or accounting tool your finance people already read. Each of those three fits in two steps, so it runs on the Free plan.

What Zapier does not do here matters just as much. None of the 10 triggers is instant: Zapier checks Perfex CRM on a timer, every 15 minutes on the Free plan. Every action creates something. There is no update and no delete, so a Zap can add a record but never correct one. And the only search, Find Customer, looks a customer up by its ID, nothing else. A record edited after its creation is invisible to every trigger.

Weighing other tools first? See Make vs Zapier.

Vocabulary

Zapier words, in plain English

Eight terms come back on every line of this page. Here they are once, without jargon.

Zap
The automation you build in Zapier: one trigger, then one or more actions that run every time the trigger's event happens.
Trigger
The event that starts a Zap, here something new in Perfex CRM such as a lead or a ticket. Once the Zap is on, Zapier waits for it.
Action
The step that does the work after the Zap starts. On this app, an action always creates a record, from a task to an invoice.
Task
The unit Zapier bills: one action that completed successfully. The allowance on your plan is a count of those.
Polling vs instant trigger
Polling: Zapier asks the app for new items at a fixed interval. Instant: the app tells Zapier itself. All Perfex CRM triggers are polled.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it there otherwise.
Search step
A step that looks up something already in an app, such as a Perfex CRM customer, so the following steps can reuse what it found.
Connection
Your Perfex CRM account linked to Zapier once, then reused by every step that touches Perfex CRM in any of your Zaps.
Cost

What a Perfex CRM Zap really costs

The trigger costs nothing, and neither does the checking: Zapier can look at Perfex CRM as often as your plan allows without billing a thing. Only a completed action counts as a task.

  • Trigger0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, 2 steps per Zap
  • Paid plan required for the appNo

A failed action is not counted, so a broken step does not drain the plan. A Zap with three actions uses three tasks per run, against one for a single-action Zap. Perfex CRM is not reserved for paid plans, so it works on Free: 100 tasks a month and unlimited Zaps, but each Zap stops at two steps, one trigger and one action. Add a second action, a filter or a search step and it becomes a multi-step Zap, which needs a paid plan.

Connect

Connect your Perfex CRM account in 3 steps

  1. 01

    Open Apps and add a connection

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

  2. 02

    Pick Perfex CRM

    In the dialog, type Perfex CRM and pick it from the results. Then click Add connection: Zapier opens a new tab where the Perfex CRM side of the link takes place.

  3. 03

    Sign in and grant access

    Sign in to Perfex CRM in that tab and grant Zapier access to the account. The connection is now saved, and every Zap step that uses Perfex CRM picks it from a list instead of asking again.

First Zap

Your first Zap: every new customer gets a project and a task

GoalEach new Perfex CRM customer gets a project and a first task, with nobody retyping anything.

  1. 01

    Pick the trigger

    In the Build stage, choose Perfex CRM as the app that starts the Zap and New Customer as the event. Select the connection you made earlier.

  2. 02

    Test it on real data

    Run the trigger test. Zapier brings back the three most recent customers of the connected account, so you map the next steps on a real record rather than on an empty shell.

  3. 03

    Add Create Project

    Add Perfex CRM again with Create Project. Set Related Type to customer, map the customer from the trigger into Client ID, then fill the project name, start date and status.

  4. 04

    Add Create Task

    Add Create Task below it, with a task name, a start date and a Related Type. Two actions make this a multi-step Zap, so this one needs a paid plan.

  5. 05

    Test, then publish

    Test each action once and read what came back before going further. When both look right, click Publish to switch the Zap on. Customers added from then on start it.

Triggers

The 10 Perfex CRM triggers

10 events start a Zap when something happens in Perfex CRM. Zapier checks for them at the interval your plan allows.

1

New Contract

Polling trigger

In Zapier“Triggers when a new contract created.”

Starts a Zap each time a contract is added in Perfex CRM and hands that contract to the steps that follow. Good for anything that must happen once a deal is written down.

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
your legal or delivery team works in another tool and has to hear about each new contract without anyone forwarding it.
Watch out
the trigger test pulls the three most recent contracts, so the account needs at least one before you can map anything.
2

New Customer

Polling trigger

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

Fires on every customer record created in Perfex CRM. That customer, with everything Zapier read about it, becomes the raw material of the Zap.

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
opening a project, a shared folder or a welcome sequence for each new account.
Watch out
customers who were already in Perfex CRM before you published the Zap never come through. Moving them is a separate job.
3

New Estimate

Polling trigger

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

Picks up each estimate that appears in Perfex CRM and passes it on. A quote leaving the CRM can then land wherever your sales follow-up actually happens.

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
a sales manager wants every new estimate posted in the team chat for a second look.
Watch out
an estimate created right after a check waits for the next one. On Free, that can mean up to 15 minutes before the Zap moves.
4

New Invoice

Polling trigger

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

Reacts to invoices created in Perfex CRM, whoever creates them. Each invoice starts its own run of the Zap, with its own data.

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
copying every invoice into the accounting tool or the spreadsheet your accountant checks.
Watch out
Zapier remembers the invoices it has already seen, so one invoice never starts the Zap twice. A record that seems skipped was usually not new to Zapier.
5

New Lead

Polling trigger

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

Watches the leads of Perfex CRM and starts the Zap for every lead it has not seen before. This is the classic entry point of a sales automation.

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
giving each fresh lead a follow-up task, or alerting the salesperson in charge of it.
Watch out
after a bulk lead import, the sudden pile can be held back by Zapier's flood protection instead of running lead by lead.
6

New Payment

Polling trigger

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

Kicks off when a payment is recorded in Perfex CRM. The Zap receives that payment and can tell another tool the money came in.

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
notifying the account manager, or updating a cash-in tracker kept outside the CRM.
Watch out
the trigger type comes from the app and cannot be changed in the editor. There is no instant version, so a payment alert never beats the next check.
7

New Project

Polling trigger

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

Brings each new Perfex CRM project into Zapier the first time it shows up. Whatever the project carries is then ready to map in later steps.

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
building the matching board in a project tool, or warning the team that will staff it.
Watch out
on paid plans, a check can be run by hand from the editor, which saves waiting while you test with a fresh project.
8

New Proposal

Polling trigger

In Zapier“Triggers when new proposal is created.”

Catches each proposal created in Perfex CRM and turns it into the start of a Zap, so the next steps know a proposal was just drafted.

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
logging every proposal in a pipeline sheet the sales director reviews.
Watch out
unlike the other triggers, this one asks for a Contact Id when you set it up. It is required, so have that contact's ID at hand or map it.
9

New Task

Polling trigger

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

Fires for every task created in Perfex CRM, whether a person or another Zap created it. Each task arrives with what Zapier read about 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
mirroring Perfex CRM tasks into the personal to-do app someone actually opens.
Watch out
never let the same Zap run Create Task. Each task it writes would start it again, and the task count drains fast.
10

New Ticket

Polling trigger

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

Starts the Zap whenever a support ticket is opened in Perfex CRM, and hands that ticket to the next steps.

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
pushing new tickets to the on-call channel of the support team.
Watch out
support usually wants speed. On Free the next check can be 15 minutes away; Professional brings it to 2, Team and Enterprise to 1.
Actions

The 10 Perfex CRM actions

Perfex CRM gives you 10 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Timesheet

Action

In Zapier“Creates a TimeSheet in the system”

Logs time against a task in Perfex CRM. You point it at the task, give it a start time, and the entry lands in that task's timesheet.

When to use it
hours tracked in another tool should end up in Perfex CRM for billing.
Watch out
Task Id is required, so the task has to exist before the timesheet.
2

Create Contract

Action

In Zapier“Creates a Contract in the system.”

Writes a new contract in Perfex CRM for a given client, with a subject and a start date.

When to use it
a deal marked as won in another tool should turn into a contract draft.
Watch out
Date Start expects the YYYY-MM-DD format, so reshape a date coming from another app before mapping it.
3

Create Customer

Action

In Zapier“Creates a Customer in the system.”

Adds a customer to Perfex CRM. Only the company name is required, which makes it the lightest action of the app.

When to use it
a signed form or a paid order elsewhere should create the client record.
Watch out
Find Customer looks up by ID only, so its Find or Create Customer option only prevents a duplicate when an earlier step already carries that customer's ID.
4

Create Invoice

Action

In Zapier“Creates an Invoice in the system.”

Builds a full invoice in Perfex CRM, line item and totals included. It is the heaviest action of the app, with 15 required fields, from the invoice number to the total.

When to use it
an order paid in a shop tool needs its invoice in the CRM.
Watch out
the customer and the item are both asked for by ID, so they must already be in Perfex CRM.
5

Create Lead

Action

In Zapier“Creates a Lead in the system.”

Drops a new lead into Perfex CRM. It needs a name, a source and a status, and nothing more to get started.

When to use it
form fills, ad sign-ups or chat contacts should land in the CRM as leads, not in an inbox.
6

Create Project

Action

In Zapier“Creates a Project in the system”

Opens a project in Perfex CRM, tied to a lead, a customer or internal work, with a billing type, a start date and a status.

When to use it
a won deal or a new customer should kick off delivery work.
Watch out
Related Type only accepts lead, customer or internal.
7

Create Proposal

Action

In Zapier“Creates a Proposal in system.”

Drafts a proposal in Perfex CRM for a lead or a customer, with one line item and its totals. It asks for nearly as much as an invoice: recipient, email, currency, item, totals.

When to use it
a quote request from your site should become a proposal ready to review.
Watch out
Currency Id and Item Id are IDs, not names.
8

Create Task

Action

In Zapier“Creates a Task in system.”

Creates a task in Perfex CRM and attaches it to something through Related Type: a lead, a customer, an invoice, a project, a ticket, a proposal and more.

When to use it
any event elsewhere that means someone in the team now has work to do.
9

Create Ticket

Action

In Zapier“Creates a Ticket in the system.”

Opens a support ticket in Perfex CRM, in a chosen department, for a contact and assigned to a user.

When to use it
a support form or a shared mailbox should feed tickets straight into the CRM.
Watch out
Contact Id and User Id must both point to people already in the account.
10

Create Estimate

Action

In Zapier“Creates a Estimate in the system”

Produces an estimate in Perfex CRM for a client, with its number, its date, one item and the totals.

When to use it
a pricing request collected through a form needs a quote without anyone retyping it.
Watch out
Estimate Date takes YYYY-MM-DD, like the contract start date.
Searches

The Perfex CRM search: Find Customer

1 search step looks for data that already exists in Perfex CRM, so a later step can use it.

A search step creates nothing: it fetches a customer already in Perfex CRM so later steps can reuse it. In the editor, searches sit at the bottom of the Action event list, under SEARCH. Adding one makes the Zap multi-step, so a paid plan is needed.

1

Find Customer

SearchFind or create

In Zapier“Finds a Customer in the system”

Looks up a Perfex CRM customer by its ID and passes the record to the next steps. The editor also shows Find or Create Customer: same search, create box ticked, not a separate operation.

When to use it
a Zap needs the full customer before creating an invoice or a project.
Watch out
it searches by ID only, so an earlier step must already carry that ID.

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 skips the steps that relied on it. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create. The setting above disappears, and the step asks for the fields needed to create the missing customer.
  3. If multiple search results are found?
    Three ways out when several customers match: keep the first one (the default), stop the Zap, or pass all of them on at once.
When it breaks

When a Perfex CRM Zap breaks

Zapier attaches no help article to Perfex CRM, so the problems below are Zapier's general limits, seen through this app.

They come from two things: triggers that are all polled, and actions that only create. For a method when a Zap stalls, see Zapier troubleshooting.

  • Old records never come through

    A Zap only reacts to what is added after you publish it. Leads, invoices or tickets already in Perfex CRM stay where they are, and moving them is a separate job.

  • A Zap that keeps waking itself

    A Zap started by New Customer that also runs Create Customer writes where its own trigger looks. It sets itself off again and again, and the task count drains fast.

  • Bulk imports held back

    Import a big batch of leads or customers at once and the next check returns a huge pile. Zapier's flood protection can hold it back instead of running the Zap for each one.

  • Duplicates are filtered out

    Zapier keeps track of what a polling trigger has already seen, so the same record never starts the Zap twice. A record that looks skipped was probably not new.
Need help

Need help automating Perfex CRM with Zapier?

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FAQ

Perfex CRM and Zapier: the questions people ask

01Is the Perfex CRM Zapier integration free?
Yes, on the Free plan. Perfex CRM is not reserved for paid plans, so a Zap with one Perfex CRM trigger and one action runs without paying. The Free plan gives 100 tasks a month and checks polling triggers every 15 minutes. The catch is the shape of the Zap: two steps only, one trigger and one action. Add a second action, a filter or a search step and it turns into a multi-step Zap, which needs a paid plan. A customer, project and task flow already crosses that line.
02How many tasks does a Perfex CRM Zap use?
One task per action that succeeds, and nothing else. The trigger is free, and Zapier checking Perfex CRM for new records costs nothing however often it looks. A Zap that runs Create Project then Create Task uses two tasks for each new customer. An action that fails is not counted against the plan. So the bill follows the number of actions in the Zap times the number of records that start it, not the number of checks.
03Does Perfex CRM trigger Zaps in real time?
No. All 10 Perfex CRM triggers are polling triggers: Zapier asks Perfex CRM for new records at a fixed interval. That interval depends on the plan: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. The trigger type comes from the app itself and cannot be switched in the editor. On paid plans a check can also be run by hand from the editor, which helps while testing. For a support or sales team, that delay is the real question to settle before building.
04What does connecting Perfex CRM to Zapier require?
A Perfex CRM account, plus read or write access on any record you do not own yourself but want the Zap to touch. In Zapier, open Apps, click + Add connection, pick Perfex CRM, then sign in to Perfex CRM in the tab that opens and grant access. The connection is saved once and reused by every step that uses Perfex CRM. Many actions then ask for IDs, so the customers, items or contacts they point to have to exist first.
05Why does Create Invoice ask for so many fields?
Because Perfex CRM wants a complete invoice in one go: 15 required fields, from the customer and the invoice number to the line item, the billing street, the subtotal and the total. Create Estimate and Create Proposal are almost as demanding. The customer and the item are asked for by ID, so both must already be in Perfex CRM. Find Customer can supply the customer ID before the invoice step, at the price of making the Zap multi-step.
06What if the Perfex CRM operation you need is not on the list?
Then this integration cannot do it directly. The list is closed: 10 triggers on new records, 10 create actions and 1 search by customer ID. There is no update, no delete, and no trigger on a changed record. The workable route is to reshape the flow around what exists, for example by searching a customer before creating one rather than editing it. When that is not enough, another automation tool or a specialist has to look at the case.
07Zapier, Make or n8n for Perfex CRM?
It comes down to criteria, not to a winner. On the Zapier side, the facts are clear: 10 polling triggers and no instant one, actions that only create, a single search by ID, and a Free plan limited to two-step Zaps and 100 tasks a month. If those limits fit the flow, Zapier covers it without code. If the flow needs to update records, or to react faster than your plan's interval, check those same points on the other tools before choosing.
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