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Pitchly Zapier integrationAutomate Pitchly with Zapier.

The Pitchly Zapier integration gives you 2 triggers, 2 actions and 1 search. Both triggers are instant, so a new or changed record in a Pitchly database can start a Zap right away, even on the free plan. Here is what each one does and where it breaks.

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Overview

What the Pitchly Zapier integration does with your data

Pitchly gathers raw data into databases of records, then turns those records into work documents such as pitch decks and proposals. Linking it to Zapier lets your other tools feed those databases, and lets a change in Pitchly start work elsewhere, without anyone retyping a deal or a bio by hand.

Three results cover most uses. First, records filled from outside: Create Record turns a form entry, a closed deal in your CRM or a new hire into a Pitchly record, so the material for the next proposal is already there. Second, records kept in sync: Find Record locates the right entry and Update Record changes it, which keeps a database aligned with the system your team actually updates. Third, alerts and copies on change: New Record and Updated Record push news out of Pitchly, into a sheet, a chat channel or another tool.

What Zapier does not do here matters just as much. There is no action to delete a record, nothing that builds a deck or a proposal, and nothing that creates or edits a database itself. Every operation works on records inside a database you pick, and the database must exist first. Both triggers are instant, so your plan never slows them down; it only limits how many steps you chain and how many tasks you spend.

New to the tool? There is a Zapier training course for that.

Vocabulary

Zapier words, in plain English

Eight terms you will meet in the editor, explained once here and used as is on the rest of the 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 an app that starts the Zap, such as a new record in Pitchly. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once it has started: the step that writes, sends or moves something for you in an app.
Task
The unit Zapier bills. One action completed successfully is one task, and your plan is a count of those.
Instant vs polling trigger
An instant trigger is reported by the app itself the moment it happens. A polling trigger is checked by Zapier on a timer.
Filter
A step that lets the Zap carry on only when what arrived meets your condition, and stops it there otherwise.
Search step
A step that looks up something that already exists in an app, so the steps after it can use what it found.
Connection
Your Pitchly account linked to Zapier once, then reused by every step of every Zap that touches Pitchly.
Cost

What Pitchly costs you in Zapier tasks

The trigger costs nothing. Only an action that goes through is billed, and one that fails is not counted.

  • Trigger0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, 2-step Zaps
  • Premium appNo, free plan works

Pitchly is not a premium app, so it runs on the free plan: 100 tasks a month and Zaps of two steps, one trigger and one action. A New Record trigger followed by Create Record fits. Add Find Record before Update Record, or a filter, and the Zap turns multi-step, which needs a paid plan. Each extra action that succeeds is one more task per record, so a three-action Zap spends three times what a one-action Zap does.

Connect

Connect your Pitchly account in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a Pitchly account first, with read or write access to any database you do not own but want the Zap to use.

  2. 02

    Pick Pitchly

    Type Pitchly in the search box of the dialog, select it, then click Add connection. Zapier opens a new tab where Pitchly asks you to sign in to your account.

  3. 03

    Sign in and grant access

    Log in with the Pitchly account that holds your databases, then allow Zapier to reach it. The connection is saved once, and every later Zap that uses Pitchly reuses it.

First Zap

Your first Pitchly Zap: tell the team when a key record changes

GoalEach time a record is updated in a chosen Pitchly database, check it against a condition and post a message to the team channel only when it matches.

  1. 01

    Build: set the trigger

    Create a Zap, choose Pitchly as the app that starts it and Updated Record as the event, pick your connection, then the Database to watch.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items from that database, so the next steps are mapped on a real record rather than on blanks.

  3. 03

    Add the filter

    From the plus icon, add Filter, then fill its three boxes: the field to look at, the rule, and the value to compare with. Rules are typed, so a text rule only works on text and a number rule only on numbers; a mismatch blocks everything.

  4. 04

    Add the message

    Add Slack as the action and write the message, mapping what the trigger returned. One catch: with the filter in the middle, this is a multi-step Zap, and multi-step Zaps need a paid plan.

  5. 05

    Test and publish

    Test each step, read what came back, then publish to switch the Zap on. Only records that pass the filter go on to the message and cost a task.

Triggers

Pitchly triggers in Zapier

2 events start a Zap when something happens in Pitchly, and 2 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Record

Instant trigger

In Zapier“Triggers when a new record is added to a database.”

Starts a Zap whenever a record is added to the Pitchly database you choose. Whether someone typed it in or another Zap created it, the new entry becomes the starting point of the run.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
copy each new client case study added by your marketing team into the sheet the sales team browses before writing a proposal.
Watch out
the trigger watches one Database at a time, so two databases mean two Zaps, and a Zap that adds records to the very database it watches will keep starting itself.
2

Updated Record

Instant trigger

In Zapier“Triggers when an existing record is updated in a database.”

Reacts when an existing record in the chosen database is changed, rather than created. It is the trigger to use when the content of a record matters more than its arrival.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
warn the proposal team in their channel when a deal record is edited, so the next deck goes out with the right figures.
Watch out
pairing this trigger with Update Record on the same database creates a loop, because each update the Zap makes counts as a new change and starts the Zap again.
Actions

Pitchly actions in Zapier

Pitchly gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Record

Action

In Zapier“Creates a new record in a database.”

Adds a fresh record to the Pitchly database you name, filled with what earlier steps carried. The Database field is required.

When to use it
turn every signed deal in your CRM into a Pitchly record, ready for the next case study.
Watch out
if the same item can arrive twice, put Find Record in front, or use its find-or-create version, so you do not end up with duplicates.
2

Update Record

Action

In Zapier“Updates an existing record in a database.”

Changes a record that already exists. It needs both the Database and the Record to edit, and that record is easiest to supply through a Find Record step placed just before.

When to use it
refresh a client's details in Pitchly when they change in your CRM.
Watch out
fields you leave empty are not updated, so blank values never wipe what the record already holds.
Searches

Pitchly search in Zapier

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

Searches sit at the bottom of the action-event list, under the SEARCH heading. Three settings decide what happens when the result is not the one you expected.

1

Find Record

SearchFind or create

In Zapier“Finds a record in a database.”

Looks up a record in the database you pick and hands it to the steps that follow, usually Update Record. The editor also shows Find or Create Record: this same search with the creation box ticked, not a separate operation.

When to use it
locate a client's entry before updating it, so no duplicate gets created.
Watch out
a search makes the Zap multi-step, which needs a paid plan.

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 and the steps that needed its result are skipped. Switched on, the Zap carries on with nothing in hand.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create: the setting above disappears and Zapier asks for what it needs to create the missing record.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first one (the default), stop the Zap, or pass all of them on at once.
When it breaks

When a Pitchly Zap breaks

Zapier links no help article to Pitchly, so these traps are Zapier's general limits, applied to a records database.

With a database app, the classic failures come from writing back into the place being watched, and from bulk changes. When a Zap stops and the cause is not obvious, the Zapier troubleshooting page is the next stop.

  • Existing records are never picked up

    A Zap only reacts to what happens after you switch it on. Records already in the database stay where they are; moving that backlog is a separate job.

  • Update loops on the same database

    Updated Record plus Update Record on one database means each edit made by the Zap starts it again, and every round burns a task.

  • Bulk imports can be held back

    When a trigger suddenly sends a huge batch, after a mass import into a database or a migration, Zapier's flood protection can hold those runs back.

  • Empty fields do not clear a record

    Update Record skips fields left empty. If you meant to erase a value, a blank in the Zap will not do it; the old value stays in Pitchly.
Need help

Need help automating Pitchly with Zapier?

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FAQ

Pitchly and Zapier: frequent questions

01Is the Pitchly Zapier integration free?
Yes, it works on Zapier's free plan, because Pitchly is not a premium app. The free plan gives you 100 tasks a month and Zaps of two steps: one trigger and one action. New Record followed by one row in a sheet fits within that. The moment you add a search such as Find Record, a filter or a second action, the Zap becomes multi-step and needs a paid plan.
02How many Zapier tasks does a Pitchly Zap use?
One task per action that completes, and nothing for the trigger. A Zap that creates a Pitchly record from each new form entry spends one task per entry. A Zap that finds a record and then updates it is multi-step, and each successful action in it is counted. An action that fails is not billed. Loops are the real danger: a Zap that updates the database its own trigger watches can spend tasks endlessly.
03Does Pitchly trigger Zaps in real time?
Yes. Both Pitchly triggers, New Record and Updated Record, are instant: Pitchly reports the change to Zapier itself, and the Zap starts without waiting for a scheduled check. That holds on every plan, free included, so the polling interval of your plan never applies here. In the editor, a Zap built on an instant trigger shows a lightning bolt, which is a quick way to confirm it before you publish.
04What does it take to connect Pitchly to Zapier?
A Pitchly account, plus read or write access to any database you do not own and want the Zap to touch. The connection happens from the Apps page in Zapier: add a connection, pick Pitchly, sign in in the tab that opens and grant access. Every Pitchly operation then asks for a Database, so make sure the one you need is visible from that account before you start building. It takes a couple of clicks.
05Why does Update Record leave some fields unchanged?
Because Update Record ignores fields that are left empty or receive an empty value. That protects your records from being wiped by a missing value in an earlier step, but it also means a blank cannot erase anything. If a field must be cleared, do it in Pitchly. The action also needs the exact Record to edit, which is why a Find Record step in front of it is the usual setup.
06What if a Pitchly operation is missing from Zapier?
Then Zapier cannot do it for this app today. The integration offers two triggers, two actions (Create Record, Update Record) and one search (Find Record), and nothing more: no deleting records, no building decks, no managing databases. A missing step has to happen in Pitchly itself. Before planning a workaround, compare the job with the full list on this page, one step at a time, and keep the gaps on the Pitchly side.
07Zapier, Make or n8n for Pitchly?
Decide by criteria, not by brand. On Zapier, Pitchly gives you two instant triggers, two actions and one search, and runs on the free plan as long as the Zap stays at two steps. So ask three things: does the other tool offer the Pitchly operations your process needs, how many steps will the scenario take, and who on the team will maintain it. The right tool is the one that covers the whole scenario.
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