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Pitchbox Zapier integrationAutomate Pitchbox with Zapier.

The Pitchbox Zapier integration gives you 13 triggers, 7 actions and 9 searches. Every one of those triggers is instant, so a milestone change, a new tag or a finished task can start your automation right away, even on the free plan.

See the 29 operations

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Overview

What the Pitchbox Zapier integration does for your outreach

Pitchbox is an outreach platform for link building and influencer campaigns. Connecting it to Zapier lets events inside your campaigns (a tag, a milestone, a task, a matched email) start an automation, and lets that automation write back into Pitchbox: new opportunities, notes, tasks and custom field values.

Three results people actually build with it. A clean pipeline: a prospect URL collected somewhere else becomes an opportunity through Create Opportunity, already filed in the right campaign. Follow-ups nobody forgets: Opportunity Tagged starts the Zap, and Create Task drops the next step into a project, with the option to close it by itself when the opportunity replies. A shared history: Milestone Change fires, and Create Opportunity Note writes down what moved, so the team reads the story in one place.

Now the limits, because they matter as much. Zapier offers no action to create a campaign, delete an opportunity or send an outreach email from Pitchbox. Nothing here archives a user either: User Archived only reports it. And none of the 29 operations touches what happened before your Zap went live.

If you are still weighing the tool itself, start with our Zapier review. Another comparison page: n8n vs Zapier.

Vocabulary

Zapier words you will meet on this page

Zapier has its own vocabulary. Here it is in plain words, once, so the rest of the page reads easily.

Zap
The automation you build on Zapier: one event that starts it, then one or more steps that run each time that event happens.
Trigger
The event in an app that kicks off the Zap. Once the Zap is switched on, Zapier sits and waits for that event.
Action
What the Zap does after it starts: the step that creates, writes or changes something in an app on your behalf.
Task
The unit Zapier bills you for: one action your Zap finished successfully. Your plan's allowance is a count of these.
Instant vs polling trigger
An instant trigger is reported by the app itself the moment it happens. A polling one is checked by Zapier on a timer. Pitchbox only has instant ones.
Filter
A step that lets the Zap continue only when the incoming item meets a condition you set, and quietly stops it otherwise.
Search step
A step that looks up something that already exists in an app, so the following steps can reuse what it found.
Connection
Your Pitchbox account linked to Zapier once, then reused by every step of every Zap that talks to Pitchbox.
Cost

What a Pitchbox Zap really costs

Zapier counts tasks, not Zaps. The Pitchbox trigger itself never costs anything, and Pitchbox is not a paid-only app, so it runs on the free plan.

  • Pitchbox trigger0 tasks
  • Each successful action1 task
  • Free plan allowance100 tasks a month
  • Free plan Zap size2 steps (trigger + action)
  • Paid-only appNo

Each action that goes through counts as one task, and an action that fails is not counted. A Zap with three actions uses three times what a one-action Zap uses. The free plan gives you 100 tasks a month and Zaps of two steps only: one trigger, one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. The polling grid below does not apply here, since every Pitchbox trigger is instant.

Connect

Connect your Pitchbox account to Zapier

  1. 01

    Open your connections

    In your Zapier account, go to the Apps page and click + Add connection. You need a Pitchbox account, plus read or write access to any campaign or project you do not own and want the Zap to touch.

  2. 02

    Pick Pitchbox

    Type Pitchbox in the search box of the dialog, select it, then click Add connection. A new tab opens on the Pitchbox side. The tab is where Pitchbox asks you to sign in.

  3. 03

    Sign in and allow access

    Log in to Pitchbox in that tab and grant Zapier access to the account. The connection now shows on your Apps page, and every Pitchbox step you build reuses it.

First Zap

Your first Pitchbox Zap, step by step

GoalEvery time an opportunity gets the tag you care about, Pitchbox gets a follow-up task in the right project.

  1. 01

    Pick the trigger

    Build the Zap with Pitchbox as the app and Opportunity Tagged as the event, then choose your Pitchbox connection. Every Pitchbox step you add later reuses that connection.

  2. 02

    Test it on real data

    Run the trigger test. Zapier brings back the three most recent items from your account, so you can map the next steps on a real opportunity.

  3. 03

    Add the filter

    From the plus icon, add a Filter step and set it in Configure & test: the field to check, the rule, the value. This makes the Zap multi-step, so it needs a paid plan.

  4. 04

    Add Create Task

    Pick Pitchbox again and Create Task. Fill the three required boxes: Project ID, Name and Description, mapping details of the tagged opportunity into the last two.

  5. 05

    Test, then publish

    Run the action once and read what Pitchbox sent back. Then publish the Zap to switch it on. Only tags added after that moment will start it.

Triggers

The 13 Pitchbox triggers

13 events start a Zap when something happens in Pitchbox, and 13 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Campaign Archived

Instant trigger

In Zapier“Triggers when a campaign is archived.”

Starts your Zap when a campaign gets archived in Pitchbox, which is usually the moment a link-building push is officially over.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
wrap-up work, such as updating the client's row in a reporting sheet or telling the account manager the campaign is closed.
Watch out
archiving and deleting are separate events, so a Zap built on this one never hears about a deleted campaign.
2

Campaign Created

Instant trigger

In Zapier“Triggers when a campaign is created.”

A brand-new campaign in Pitchbox kicks off the Zap. Handy for agencies that spin up one campaign per client and want the paperwork around it to follow.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
opening a matching card in your project tool or a folder for the client, so nobody has to remember that step.
Watch out
campaigns created before you publish the Zap are never picked up.
3

Campaign Deleted

Instant trigger

In Zapier“Triggers when a campaign is deleted.”

Fires when someone deletes a campaign, which is final in a way archiving is not. Useful as a safety net when several people share the same Pitchbox account.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
alerting a team lead in chat, or flagging the related rows elsewhere as dead, so other tools stop pointing to a campaign that no longer exists.
4

Custom Field Updated

Instant trigger

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

Reacts whenever a custom field value changes on Pitchbox. Custom fields are where teams keep their own data (a site topic, for instance), so this trigger follows whatever you decided to track.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
syncing that value to a spreadsheet or a CRM that the rest of the business reads.
Watch out
pairing it with Update Custom Field can make the Zap restart itself in a loop.
5

New Matched Email

Instant trigger

In Zapier“Triggers when an email is matched.”

Goes off when Pitchbox matches an incoming email to your outreach. In practice, it is the closest thing to a reply alert this integration offers.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
pinging the person in charge of the prospect so a warm answer does not sit unread in a shared inbox.
Watch out
to read the full message in a later step, add the Get Communication Info search, which needs the Communication ID.
6

Milestone Change

Instant trigger

In Zapier“Triggers when an opportunity milestone is changed.”

This one fires each time an opportunity moves to another milestone, which makes it the backbone of most Pitchbox pipelines on Zapier.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
logging progress, notifying a client when a link goes live, or creating the next task when an opportunity reaches a given stage.
Watch out
every change fires it, so add a filter when only one milestone should count, and avoid writing back with Change Opportunity Milestone.
7

Opportunity Tagged

Instant trigger

In Zapier“Triggers when a tag is added to an opportunity.”

Fires the moment a tag lands on an opportunity. Tags are the quickest gesture in Pitchbox, which makes this a light way to hand work to Zapier without leaving the app.

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 tag your writers watch can create a task for the writer or a card on your editorial board.
Watch out
it fires for every tag, so put a filter right after it.
8

Opportunity Untagged

Instant trigger

In Zapier“Triggers when a tag is removed from an opportunity.”

The mirror of the previous one: removing a tag from an opportunity starts the Zap. It lets you undo, elsewhere, what a tag set in motion.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
closing the follow-up card or removing a prospect from a shared list once the tag that put it there is gone.
Watch out
like its twin, it fires for any tag, so pair it with a filter.
9

Task Created

Instant trigger

In Zapier“Triggers when a task is created.”

Watches for new Pitchbox tasks, whoever or whatever created them. It turns Pitchbox tasks into items your team sees in the tools it already opens every day.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
copying each task into a shared to-do app or a calendar so outreach work sits next to everything else.
Watch out
a Zap that answers this trigger with Create Task feeds itself and burns your tasks fast.
10

Task Deleted

Instant trigger

In Zapier“Triggers when a task is deleted.”

Removing a task in Pitchbox is the event here. On its own it sounds minor, yet it keeps mirrored copies of your tasks honest.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
deleting or striking out the matching item in the to-do app you synced with Task Created, so the two lists never drift apart.
Watch out
once the task is gone from Pitchbox, the Get Task Info search has nothing left to look up.
11

Task Completed

Instant trigger

In Zapier“Triggers when a task is marked as complete.”

Kicks in when a task is marked as complete in Pitchbox, the signal that a piece of outreach work is really done.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
reporting finished work to a client sheet, or chaining the next task so the sequence keeps rolling without a manager in the middle.
Watch out
a Zap on this trigger that runs Complete Task can set itself off again.
12

User Archived

Instant trigger

In Zapier“Triggers when a user is archived.”

Starts a Zap when a Pitchbox user is archived, typically when a freelancer leaves the team or a client seat is closed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
offboarding: reminding an admin to reassign that person's open opportunities and to remove their access in the other tools you share.
Watch out
Zapier has no action to archive a user, so this flow only runs one way.
13

User Created

Instant trigger

In Zapier“Triggers when a user is created.”

Here the event is a new user added to your Pitchbox account. It is the onboarding counterpart of User Archived.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
sending the newcomer a welcome checklist, or adding them to the team directory so the right people know who joined.
Watch out
users added before the Zap goes live are not caught; only new arrivals after publishing count.
Actions

The 7 Pitchbox actions

Pitchbox gives you 7 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Complete Task

Action

In Zapier“Completes a task.”

Marks a task as done. It asks for the Task ID and the Completed By User ID, so Pitchbox knows who gets the credit.

When to use it
closing the Pitchbox task when the matching job is finished in another tool, such as an article delivered.
Watch out
the user ID must belong to someone in the connected account.
2

Create Opportunity

Action

In Zapier“Creates a new opportunity.”

Adds a new prospect to a Pitchbox campaign. It needs two things: the Url of the site and the Campaign ID it belongs to.

When to use it
feeding Pitchbox from a form, a spreadsheet or a research tool, so prospects land in the right campaign without copy and paste.
Watch out
the campaign must already exist, since no action creates one.
3

Create Opportunity Note

Action

In Zapier“Creates a note on an opportunity.”

Writes a note on an existing opportunity. You give it the Opportunity ID and the Note content, both required.

When to use it
keeping a trace inside Pitchbox of what happened elsewhere, such as a call logged in your CRM or a milestone your client approved.
4

Create Task

Action

In Zapier“Creates a new task.”

Puts a new task in a Pitchbox project. Project ID, Name and Description are all required. Two optional boxes can close the task by itself, either when the opportunity replies by email or when its milestone changes.

When to use it
scheduling the next step the moment something happens upstream.
Watch out
leaving Description empty blocks the step.
5

Update Custom Field

Action

In Zapier“Updates a custom field value.”

Writes a new value into a custom field of an opportunity. Opportunity ID, Custom Field Token and New Value are required.

When to use it
bringing scores or statuses computed elsewhere back into Pitchbox.
Watch out
the token is the bare name from the Custom Field settings page, without the FLD_ prefix or curly brackets: SITE_TOPIC, not {{FLD_SITE_TOPIC}}.
6

Change Opportunity Milestone

Action

In Zapier“Changes an opportunity's milestone.”

Moves an opportunity to another milestone. You pass the Opportunity ID and the New Milestone, both required.

When to use it
advancing a prospect when the proof lives outside Pitchbox, for example a signed agreement or a paid invoice.
Watch out
do not combine it with the Milestone Change trigger on the same opportunity, or the Zap loops.
7

Update Task

Action

In Zapier“Updates a task.”

Changes an existing task, identified by its Task ID. Its main use is switching the two auto-complete options on or off, on communication and on milestone.

When to use it
a task created by hand now needs to close by itself once the prospect answers.
Searches

The 9 Pitchbox searches

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

A search step reads something already stored in Pitchbox and hands it to the next steps. In the editor, Pitchbox searches sit at the bottom of the Action event list, under SEARCH. Adding one makes the Zap multi-step. Three settings decide what happens when the result is not what you expected.

1

Get Campaign Info

Search

In Zapier“Returns information about a campaign.”

Fetches the details of a campaign, so later steps can quote it instead of a bare number.

When to use it
a client report that should name the campaign an opportunity belongs to.
Watch out
like any search, it makes the Zap multi-step, so a free plan cannot run it.
2

Get Communication Info

Search

In Zapier“Returns information about an email communication.”

Reads one email exchange from Pitchbox. The Communication ID is required.

When to use it
right after New Matched Email, to pass the reply itself to a teammate or a summary step.
Watch out
if nothing matches, the Zap stops at this step unless you switch on the setting above.
3

Get Email Account Info

Search

In Zapier“Returns information about a connected email account.”

Looks up one of the mailboxes connected to Pitchbox, by its Email Address, which is required.

When to use it
working out which sender a piece of outreach went from when several mailboxes share one account.
Watch out
type an address that is already connected in Pitchbox, or the search comes back empty.
4

Search Opportunities

Search

In Zapier“Finds opportunities.”

Finds opportunities inside a project. Project ID is required; you can also narrow the result to outreach still in progress.

When to use it
checking whether live outreach already exists before adding the same prospect again.
Watch out
when several opportunities match, the default keeps only the first one; change the setting to pass them all.
5

Get Opportunity Info

Search

In Zapier“Returns information about an opportunity.”

Pulls the full record of a single opportunity from its Opportunity ID, which is required.

When to use it
a trigger handed you an ID and the next step needs the readable details behind it.
Watch out
adding it to a two-step Zap pushes the Zap beyond what the free plan builds.
6

Search Opportunity Tasks

Search

In Zapier“Finds tasks related to a given opportunity.”

Lists the tasks tied to one opportunity, given its Opportunity ID. A Show Completed switch decides whether finished tasks come back too.

When to use it
avoiding a duplicate follow-up before Create Task runs.
Watch out
leave Show Completed off when only open follow-ups matter, or finished ones come back as well.
7

Get Project Info

Search

In Zapier“Returns information about a project.”

Returns what Pitchbox holds about a project, so later steps can show its details rather than a bare ID.

When to use it
labelling a notification or a sheet row with the project name rather than its ID.
Watch out
a project is not a campaign; reach for Get Campaign Info when the campaign is what you need.
8

Get Task Info

Search

In Zapier“Returns information about a task.”

Reads one task from its Task ID, required here. It returns what Pitchbox holds on that task, ready for the next steps.

When to use it
before Update Task or Complete Task, to check the task is still open and see what it says.
Watch out
a deleted task cannot be found.
9

Get User Info

Search

In Zapier“Returns information about a user.”

Brings back the details of a Pitchbox user.

When to use it
after User Created or Task Completed, to address a message to the right person by name instead of an internal ID.
Watch out
add a filter after it if only some users should receive the message.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap there and skips the steps that depended on it. Switched on, the Zap carries on with nothing in hand.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. Pitchbox offers no such variant, so you will not see it on these searches.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one (the default), stop the Zap, or pass all of them along.
When it breaks

When a Pitchbox Zap breaks

Zapier links no help article to Pitchbox, so the traps below are the general ones, applied to how Pitchbox works.

Most broken Pitchbox Zaps fall into one of these four cases. For the wider list of Zapier failures, see Zapier troubleshooting.

  • The past is not replayed

    A Zap only reacts to what happens after you switch it on. Existing opportunities, tags and tasks are never picked up; moving that backlog is a separate job.

  • A Zap that triggers itself

    Custom Field Updated feeding Update Custom Field, or Milestone Change feeding Change Opportunity Milestone, writes where the trigger watches. The Zap restarts again and again and drains your tasks.

  • Bulk imports get held back

    When a trigger suddenly returns a huge batch, after a mass import of prospects for example, Zapier's flood protection can hold those runs back instead of firing them all.

  • An empty search stops the run

    By default, a search that finds nothing ends the Zap at that step, and every step that needed its result is skipped. Switch the setting on if the Zap should go on anyway.
Need help

Need help automating Pitchbox with Zapier?

A person reads every message.

FAQ

Pitchbox Zapier integration: questions people ask

01Is the Pitchbox Zapier integration free?
Yes, as long as your Zap stays at two steps. Pitchbox is not reserved for paid plans, so the free plan runs it with 100 tasks a month and Zaps made of one trigger and one action. The catch is that a filter, a search or a second action turns the Zap into a multi-step one, and that needs a paid plan. Plenty of useful Pitchbox flows need a filter, because triggers like Opportunity Tagged fire for every tag, so plan for that.
02How many tasks does a Pitchbox Zap use?
One task per action that succeeds, and nothing for the trigger. A Zap that reacts to Milestone Change and runs Create Opportunity Note costs one task each time a milestone moves. Add a second action and each run costs two. An action that fails is not counted. The real danger is a loop: a Zap that writes into the very thing its trigger watches can restart itself repeatedly and use up the month's allowance quickly.
03Is the Pitchbox integration real time?
Yes, every trigger is. All 13 Pitchbox triggers are instant: Pitchbox reports the event to Zapier itself, so the Zap starts right away, whatever your plan. The interval grid that slows down polling triggers on the free plan does not apply. In the editor, a Zap built on one of these triggers shows a lightning bolt. So on Pitchbox, the free plan loses nothing on speed; its limits are the task count and the two-step size.
04What is needed to connect Pitchbox to Zapier?
A Pitchbox account you can sign in to, and read or write access on any campaign or project you do not own but want the Zap to touch. The connection itself happens from the Apps page of Zapier: add a connection, pick Pitchbox, sign in in the tab that opens, then grant access. Before building actions, check that the campaigns, projects and users whose IDs they ask for already exist.
05Why does Update Custom Field reject the field token?
Usually because the token is typed with its decorations. Update Custom Field expects the bare token name, copied from the Custom Field settings page of Pitchbox, without the FLD_ prefix and without the curly brackets. If the token reads {{FLD_SITE_TOPIC}}, the box takes SITE_TOPIC. The Opportunity ID and the New Value are required too, so a blank in either one stops the step as well. Copy the token from the settings page rather than retyping it, and test the step once before you publish.
06What if a Pitchbox operation is not on the list?
Then the integration does not offer it, and the editor will not show it. The 29 visible operations cover campaigns, opportunities, tasks, users and custom fields, but nothing creates a campaign, deletes an opportunity or sends an email. Often a search followed by an action covers the gap, for instance Search Opportunity Tasks before Update Task. When it cannot, the job stays manual in Pitchbox or moves to another automation tool.
07Zapier, Make or n8n for Pitchbox?
It depends on three criteria rather than on a winner. First, check that the tool offers Pitchbox at all and which events it exposes; on Zapier there are 13 instant triggers. Second, count your steps: on Zapier, anything past one trigger and one action needs a paid plan. Third, look at volume, because Zapier bills each successful action as a task. Compare the same criteria on the other tool before choosing.
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