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Pipefy Zapier integrationAutomate Pipefy with Zapier.

The Pipefy Zapier integration offers 9 triggers, 5 actions and 2 searches. Cards and database records can start a Zap at once when they are created, moved, updated or running late, and a Zap can create, move or update them in return.

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Overview

What the Pipefy Zapier integration does in practice

The Pipefy Zapier integration links the processes you run in Pipefy, made of pipes, cards and database records, to the other apps your team uses. Every Pipefy trigger is instant, and the actions let a Zap create a card, move it, change a field or add a record without anyone opening Pipefy.

Three results teams build with it. Requests that open themselves: a form answer or a support ticket arrives in another tool, and Create Card puts it in the right pipe. Deadlines nobody misses: Late Card or Overdue Card starts the Zap the moment Pipefy flags a card, and the owner gets an alert where they actually look. A clean archive: Done Card fires when work is finished, and Create Record logs it in a Pipefy database table for later reporting.

Since all nine triggers are instant, Pipefy reports each event to Zapier itself. The polling interval of your plan never applies, free plan included.

What Zapier does not do with Pipefy: there is no action to delete a card or a record, assign someone, or edit a database record once it exists. Searches only look up by title. And seven of the nine triggers ask for a Pipe, so each Zap watches one pipe, not your whole account.

The same app is covered on another platform in the Pipefy Make integration. To weigh both tools, there is Make vs Zapier.

Vocabulary

Zapier vocabulary for Pipefy users

Eight terms carry this page. One line each, in plain words.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The Pipefy event that starts the Zap, such as a card moved or a record created. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once started: the step that creates, moves or updates something for you, in Pipefy or elsewhere.
Task
The unit Zapier bills. Each action that completes successfully is one task, and your plan counts those.
Instant trigger
The app reports the event to Zapier the moment it happens. All nine Pipefy triggers work like this.
Polling trigger
A trigger Zapier checks on a timer, asking the app for new items. Pipefy has none, so no plan delay applies.
Filter
A step that lets the Zap continue only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something already in an app, so later steps can use what it found. Pipefy offers two.
Cost

What a Pipefy Zap really costs

Pipefy is not a premium app, so the free plan can use it.

  • Any Pipefy trigger0 tasks
  • Successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Filter or searchMulti-step Zap, paid plan

Triggers cost nothing: a card being moved or finished does not touch your allowance. Each Create Card, Move Card, Create Record or Update Card Field that succeeds is one task; one that fails is not counted. The free plan offers 100 tasks a month, but only two-step Zaps: one trigger and one action. Add a filter, a second action, or Find Card or Find Database Records, and the Zap becomes multi-step, which needs a paid plan. Instant triggers do not get faster on a higher plan.

Connect

Connect your Pipefy account in three steps

  1. 01

    Find Pipefy

    On the Apps page of your Zapier account, click + Add connection, type Pipefy in the dialog and pick it. You need an existing Pipefy account before starting.

  2. 02

    Sign in

    Click Add connection and sign in to Pipefy in the tab that opens. Choose the account that can see the pipes and database tables your Zaps will use, including those owned by colleagues.

  3. 03

    Grant access

    Allow Zapier to use the account. The connection is stored once and reused by every Pipefy step, whether it watches a pipe, moves a card or looks up a record.

First Zap

Your first Pipefy Zap

GoalEach card finished in your purchasing pipe is logged as a record in a Pipefy database table, but only for cards that pass your rule.

  1. 01

    Pick the trigger

    Create a Zap, choose Pipefy as the app that starts it and Done Card as the event, select your connection, then the Pipe to watch.

  2. 02

    Test with real cards

    Run the test. Zapier brings back the three most recent finished cards of that pipe, so you build the next steps on a real card rather than empty placeholders.

  3. 03

    Add the filter

    From the plus icon, add a filter: the value to look at, the rule, the value to compare with. Pick a text rule for text. The filter makes the Zap multi-step, so it needs a paid plan.

  4. 04

    Set Create Record

    Add Pipefy again with the event Create Record, choose the Table, and map what the test card returned into the record's fields.

  5. 05

    Test and publish

    Test the action, check the new record in Pipefy, then click Publish. Every card finished after that moment starts the Zap on its own.

Triggers

Pipefy triggers on Zapier

9 events start a Zap when something happens in Pipefy, and 9 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Done Card

Instant trigger

In Zapier“Triggers when a card is done.”

Fires when a card in the pipe you pick is done. It marks the end of a process, which is the right moment to archive, invoice or tell the requester.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an IT team that wants the employee who opened a hardware request emailed as soon as the card is closed.
Watch out
you must choose a Pipe when setting it up; a second pipe needs a second Zap.
2

Overdue Card

Instant trigger

In Zapier“Triggers when a card is overdue.”

Starts the Zap when a card in the chosen pipe becomes overdue. It is one of three deadline triggers in Pipefy, next to Late Card and Expired Card.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a finance team that wants the approver pinged when an invoice approval card misses its due date.
Watch out
Pipefy decides when a card counts as overdue, late or expired; test all three on your pipe to see which one matches the alert you have in mind.
3

Expired Card

Instant trigger

In Zapier“Triggers when a card is expired.”

Runs when a card in the pipe you select expires. Think of it as the last call on a card that was left hanging.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a sales operations lead who wants expired quote requests listed in a spreadsheet, so someone can decide whether to reopen them.
Watch out
it only covers the Pipe set in the trigger; expirations in other pipes go unnoticed by this Zap.
4

Updated Card Field

Instant trigger

In Zapier“Triggers when a card field is updated.”

Reacts when a field on a card of the chosen pipe is updated. Any edit to a field can start it, so on a busy pipe it runs often.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a recruiting team that wants the hiring manager told when a field on a candidate card changes.
Watch out
paired with Update Card Field on the same pipe, each update the Zap makes starts it again, in a loop.
5

Late Card

Instant trigger

In Zapier“Triggers when a card is late.”

Goes off when a card in the pipe you pick is late. Useful for teams that track service levels and want to act before a client complains.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a customer support lead who wants a late ticket card escalated to a team channel.
Watch out
the Pipe is mandatory, and the three deadline triggers are easy to mix up, so test this one on your pipe before relying on the alert.
6

Moved Card

Instant trigger

In Zapier“Triggers when a card is moved.”

Triggers when a card is moved within the chosen pipe. Each move is a step forward in your process, and the Zap can react to it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a marketing team that wants the designer notified when a brief card moves into production.
Watch out
combine it with Move Card on the same pipe and every move the Zap makes counts as a new move, which restarts it.
7

New Card

Instant trigger

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

Every card created in the pipe you choose starts the Zap, whether a person, a form or another Zap created it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a facilities team that wants each new maintenance request copied into its shared calendar or chat.
Watch out
a Zap that runs Create Card on that same pipe sets itself off again with each card it creates.
8

New Database Record

Instant trigger

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

A new record created in a Pipefy database sets this one off. Databases hold reference data, such as suppliers or clients, that your pipes draw on.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a procurement team that wants every supplier added in Pipefy copied into its accounting tool.
Watch out
records created before the Zap was published never come through, so plan a separate import for the existing list.
9

Updated Record Field

Instant trigger

In Zapier“Triggers when a record field is updated.”

Watches database records and reacts when one of their fields is updated. It keeps other tools in step with the reference data held in Pipefy.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an operations manager who wants a supplier's change of contact pushed to the CRM without copy-paste.
Watch out
each edit is a run; a record edited field by field can start the Zap several times in a row.
Actions

Pipefy actions on Zapier

Pipefy gives you 5 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Card

Action

In Zapier“Creates a new card.”

Adds a new card to the Pipe you select. It is how requests from forms, emails or other tools enter your Pipefy process.

When to use it
every signed contract in your e-signature tool opens an onboarding card.
Watch out
the Pipe is required, and New Card on that pipe will fire for each card created.
2

Move Card

Action

In Zapier“Move a card.”

Moves an existing card to another step of its process. It needs the Card Id, so the card has to be known from an earlier step.

When to use it
a payment confirmed elsewhere pushes the order card forward.
Watch out
without a Card Id from the trigger or Find Card, the action has nothing to move.
3

Create Record

Action

In Zapier“Creates a new table record.”

Creates a record in the database Table you pick. Good for storing reference data or logging finished work.

When to use it
a new customer in your billing tool becomes a record in the Pipefy clients table.
Watch out
the Table is mandatory and must be visible to the connected account.
4

Update Card Field

Action

In Zapier“Update a card field value.”

Changes the value of one Field on a card, identified by its Card Id. Use it to write back information that arrived in another tool.

When to use it
a shipment confirmed in your logistics tool is written onto the order card.
Watch out
a Zap started by Updated Card Field on the same pipe will loop.
5

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

An advanced action, still in beta, that sends a raw request to Pipefy with your existing connection. It asks for a method, a URL and a Stop on error choice.

When to use it
someone at ease with Pipefy's developer documentation needs an operation the other actions lack.
Watch out
the URL must stay on Pipefy's own domains.
Searches

Pipefy searches on Zapier

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

A search step finds a card or a record that already exists, so later steps can use it, often to get the Card Id that Move Card and Update Card Field need. Searches sit at the bottom of the action list under SEARCH, and adding one makes the Zap multi-step. Three settings decide what happens when the result is not one clean match.

1

Find Card

SearchFind or create

In Zapier“Finds a card by Title.”

Looks for a card by its title in the Pipe you set. In the editor it also appears as Find or Create Card, which is the same search with creation ticked.

When to use it
before updating an order card, find it from the order title another app sent.
Watch out
titles are not unique, so decide what happens when several cards match.
2

Find Database Records

Search

In Zapier“Find a database records by title.”

Finds records in a database Table by their Record Title, both required. The record found can feed the next steps.

When to use it
check whether a supplier already exists before Create Record adds a duplicate.
Watch out
it searches by title only, so records named alike are hard to tell apart.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on default, a search that finds nothing stops the Zap there and the dependent steps are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns Find Card into Find or Create Card: the setting above disappears and the step asks for the fields needed to create the missing card.
  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 Pipefy Zap breaks

Zapier links one help article to this app, How to get started with Pipefy on Zapier, and records no Pipefy-specific limit. The cases below come from how every Zap behaves, applied to pipes.

Pipefy has triggers and actions on the same objects, so loops are the classic trap here. For a stuck Zap, see Zapier troubleshooting.

  • A card that keeps updating itself

    Updated Card Field as the trigger and Update Card Field on the same pipe: each change the Zap writes counts as a new update and starts it again.

  • Moves that never stop

    Moved Card watching a pipe and Move Card acting on it: every move made by the Zap is one more move, and the task count runs down fast.

  • Old cards are ignored

    A Zap only reacts to what happens after it is published. Cards and records created or finished before stay out; catching up is a separate job.

  • A bulk import is held back

    Importing many cards or records at once can produce a huge batch of events, and Zapier's flood protection may hold those runs back.
Need help

Need help automating Pipefy with Zapier?

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FAQ

Pipefy Zapier integration: frequent questions

01Is the Pipefy Zapier integration free?
Yes, the free plan can run it. Pipefy is not a premium app, so Zapier does not keep it for paid plans. The free plan gives 100 tasks a month and Zaps of two steps: one trigger plus one action, for example New Card plus a chat message, or a form answer plus Create Card. As soon as you add a filter, a second action, Find Card or Find Database Records, the Zap becomes multi-step and needs a paid plan.
02How many tasks does a Pipefy Zap use?
Only actions that succeed are billed. None of the nine Pipefy triggers costs a task, so a card moved or finished is free on its own. Each successful Create Card, Move Card, Create Record, Update Card Field or action in another app is one task, and an action that fails is not counted. The real risk is a loop: a Zap that updates or moves cards on the pipe it watches keeps starting itself and burns through the allowance.
03Does Pipefy trigger Zaps in real time?
Yes. All nine Pipefy triggers are instant: Pipefy reports each event to Zapier itself, and the Zap starts right away, whatever your plan. The polling interval that slows many apps on the free plan does not apply to Pipefy. This comes from the app, not from an editor setting. For deadline triggers such as Late Card, what decides the timing is when Pipefy flags the card, not Zapier. Speed is the same on every plan.
04What does it take to connect Pipefy to Zapier?
A Pipefy account with access to the pipes and tables you want to automate. In Zapier, open Apps, click + Add connection, pick Pipefy, click Add connection, sign in in the tab that opens and grant access. Most card triggers, Create Card and Find Card ask for a Pipe, and Create Record and Find Database Records ask for a Table. If the connected account cannot see one of them, it will not show up in the list.
05Why does a Pipefy Zap keep running on its own?
Because it is triggering itself. When the trigger and the action touch the same pipe, such as Updated Card Field with Update Card Field, Moved Card with Move Card, or New Card with Create Card, each change the Zap makes is a new event that starts it again. Every pass of a successful action costs a task. Add a filter that only lets some changes through, watch a different pipe, or move the action to a Zap that starts elsewhere.
06What if the Pipefy operation you need does not exist?
Then the list on Zapier stops at nine triggers, five actions and two searches. There is no step to delete a card or record, assign someone or edit a database record. The advanced request action, still in beta, sends a raw request with your existing connection, as long as the URL stays on Pipefy's domains; it suits someone at ease with Pipefy's developer documentation. Otherwise a manual step in Pipefy or another tool covers the gap.
07Zapier, Make or n8n for Pipefy?
Compare them on what your process needs. On Zapier, Pipefy brings nine instant triggers, five actions and two searches, works on the free plan for two-step Zaps and bills only successful actions. That suits a team that wants quick alerts and card creation without much setup. If your Zaps will chain searches, filters and several actions, check how each platform bills a multi-step run and whether it offers the same Pipefy operations.
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