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Pixifi Zapier integrationAutomate Pixifi with Zapier.

The Pixifi Zapier integration gives you 25 triggers, 12 actions and 4 searches. 24 of those triggers report to Zapier on their own, so a signed contract or a paid invoice can start work in another tool without waiting for a check, even on the free plan.

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Overview

What the Pixifi Zapier integration does for you

It links your Pixifi account to Zapier, so what happens in your studio's back office (a lead coming in, a proposal accepted, an invoice paid) can start a Zap: an automation made of one trigger, the event that starts it, and one or more actions, the steps that do the work for you.

Three results people usually build first. A paid invoice turns into a to-do: Invoice Fully Paid starts the Zap and Create Task puts the delivery work on someone's list. A form filled on your website turns into a Pixifi lead with Create Lead, ready for your usual follow-up. And an accepted proposal opens the job file, with Proposal Accepted followed by Create Project.

The plan question is simpler here than on most apps. 24 of the 25 triggers are instant: Pixifi reports the event itself, so the Zap starts without waiting, free plan included. Only Event Start works by polling, which means Zapier checks on a timer set by your plan, every 15 minutes on the free one.

What Zapier does not do for Pixifi: there is no delete action, and nothing edits an existing client, event or invoice. The only changes it can make to existing records are the two status switches, for events and for leads. A Zap also never reaches back to records that existed before you switched it on. Still choosing a tool? Read Make vs Zapier first.

Vocabulary

Zapier words, in plain English

Eight terms come back all over this page. One line each; after that, the page uses them as they are.

Zap
Your automation on Zapier: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The Pixifi event that starts the Zap, such as a new lead or a payment marked paid. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes something for you, like creating a client or a task in Pixifi.
Task
The unit Zapier bills. One task is one action that completed successfully; the allowance on your plan is a count of those.
Polling vs instant
Polling: Zapier asks Pixifi for new items on a timer. Instant: Pixifi calls Zapier itself when the event happens, no waiting.
Filter
A step that lets the Zap carry on only when what arrived matches the condition you set, and stops it otherwise.
Search step
A step that looks up something already in Pixifi, a client or a staff member, so the steps after it can reuse what it found.
Connection
Your Pixifi account linked to Zapier once, then reused by every step that touches Pixifi, in every Zap you build.
Cost

What it really costs

Zapier does not reserve Pixifi for paid plans: it works on the free plan. What you spend is tasks.

  • Paid plan required for PixifiNo
  • Free plan tasks100 a month
  • Free plan Zap sizeTwo steps: one trigger, one action
  • Instant triggers24 of 25

The trigger never costs a task, and neither do Zapier's checks for new data. Each action that succeeds counts once, so a three-action Zap uses three times what a one-action Zap uses. A failed action is not counted. The free plan gives 100 tasks a month but only two-step Zaps. Add a filter, a search or a second action and the Zap turns multi-step, which needs a paid plan. The interval grid only matters for Event Start.

Connect

Connect Pixifi to Zapier in three steps

  1. 01

    Open your connections

    Before you start, have a Pixifi account, plus read or write access on anything you don't own yourself but want the Zap to touch. In Zapier, open the Apps page of your account and click + Add connection.

  2. 02

    Pick Pixifi

    In the dialog, search for Pixifi by name and select it in the results. Then click Add connection to start linking the two accounts. The sign-in itself comes in the next step.

  3. 03

    Sign in and grant access

    Sign in to Pixifi in the tab that opens, then grant Zapier access to the account. From then on, every step that uses Pixifi reuses this connection, in every Zap you build.

First Zap

Your first Zap: a paid invoice becomes a to-do

GoalEach time an invoice is fully paid in Pixifi and matches your rule, a Pixifi task (the to-do, not a Zapier billing task) is created for the delivery work.

  1. 01

    Build the Zap

    Create a Zap and pick Pixifi as the app that starts it, with Invoice Fully Paid as the event. Choose the Pixifi connection you set up above.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items of the connected account, so you map the next steps on a real paid invoice, not an empty shell.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, and fill the three boxes: the field to look at, the rule, the value. A text rule only works on text, a number rule on numbers. This step makes the Zap multi-step.

  4. 04

    Add Create Task

    Add Pixifi again as the action app and pick Create Task. Two fields are required, Task Title and Task Due Date: fill them from the invoice the test brought back.

  5. 05

    Test the action

    Run the step once and check the result in Pixifi before going further. Each successful run of this action is one task on your Zapier plan.

  6. 06

    Publish

    Click Publish to switch the Zap on. Only invoices paid after that moment will start it. Prefer to learn this with someone? See the Zapier training.

Triggers

Pixifi triggers: what starts a Zap

25 events start a Zap when something happens in Pixifi, and 24 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Contract Signed and Accepted

Instant trigger

In Zapier“Triggers when a Contract is signed and Accepted.”

A client signs, the contract shows as accepted in Pixifi, and Zapier is told. Of all the booking signals in the app, this is the firmest one: the paperwork is 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
kick off onboarding, for example by opening the project or sending a welcome pack from another tool.
Watch out
both conditions count, signed and accepted, so a signature alone will not start anything.
2

Event Workflow Custom Trigger

Instant trigger

In Zapier“Triggers when an Event Workflow Phase Action or Automatic Action has been triggered in Pixifi.”

Your event workflows already run phase actions and automatic actions. This trigger lets one of those steps hand off to Zapier, so a precise point of the workflow can reach tools Pixifi does not talk to.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
you want one exact phase of a wedding or session workflow to start the Zap, not every change on the event.
Watch out
Specific Custom Trigger is required, and it decides which custom trigger this Zap listens to.
3

Lead Workflow Custom Trigger

Instant trigger

In Zapier“Triggers when a Lead Workflow Phase Action or Automatic Action has been triggered in Pixifi.”

Sales follow-up lives in your lead workflows. With this one, a phase action or an automatic action inside a lead workflow 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
push the inquiry to your mailing tool at the exact phase you picked, for instance after the price list has gone out.
Watch out
leave Specific Custom Trigger empty and the setup cannot be finished, since the field is required.
4

Product Workflow Custom Trigger

Instant trigger

In Zapier“Triggers when a Product Workflow Phase Action or Automatic Action has been triggered in Pixifi.”

Products such as albums or prints follow workflows of their own, apart from events and leads. Here, an action fired by a product workflow, phase or automatic, sends its signal to 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
alert whoever handles production outside Pixifi when an album reaches the phase you chose.
Watch out
point Specific Custom Trigger at the product workflow step you mean; the field is required.
5

Project Workflow Custom Trigger

Instant trigger

In Zapier“Triggers when a Project Workflow Phase Action or Automatic Action has been triggered in Pixifi.”

Not every job is a dated event. For work tracked as a project, this trigger follows the project workflows and reacts when one of their phase actions or automatic actions runs.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
commercial or long jobs, where milestones matter more than a single shoot date.
Watch out
the Specific Custom Trigger you pick is required and decides which project workflow step starts the Zap.
6

Event Start

Polling trigger

In Zapier“Triggers a specified time before an Event starts.”

The only reminder-style trigger in the list: it starts the Zap a set time before an event begins, a delay you count in hours or in days.

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
send the crew a reminder, or create the prep checklist, the day before a shoot.
Watch out
Time Before and its unit are both required, and the Zap starts at the first check after that moment, not to the minute.
7

Event Switches Status

Instant trigger

In Zapier“Triggers when the status of an Event is changed.”

Every time an event moves to another status in Pixifi, this trigger picks up the change and passes the event to Zapier, whoever made the switch.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keep a booking calendar or a shared sheet in step with the status your team sets in Pixifi.
Watch out
any status change starts it, so add a filter if only one status matters, which makes the Zap multi-step.
8

Invoice Fully Paid

Instant trigger

In Zapier“Triggers when an Invoice is marked as "PAID" in Pixifi (either manually or automatically by checkout).”

When an invoice reaches “PAID” in Pixifi, whether someone marked it by hand or the checkout did it, Zapier hears about it and the Zap can move 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
thank the client, update your bookkeeping, or release the delivery work.
Watch out
it waits for the whole invoice to be settled; to react to each payment on its own, use Payment Is Paid.
9

Lead Converted

Instant trigger

In Zapier“Triggers when a Lead is Converted into a new Client + (Event or Project)”

A lead that becomes a client brings two records into Pixifi at once: a new client, plus an event or a project. This trigger fires at that conversion.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
move the person from your prospect list to your client list in another tool.
Watch out
the conversion can produce an event or a project, so build the later steps to cope with both cases.
10

Lead Switches Status

Instant trigger

In Zapier“Triggers when the status of a Lead is changed.”

Your pipeline moves when a lead changes status, and this trigger follows those moves one by one, from first inquiry to the last stage you use.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
notify the person who sells, or log the step in a reporting sheet, when a lead advances.
Watch out
like its event cousin, it catches every status change, not only the one you care about.
11

New Client

Instant trigger

In Zapier“Triggers when a new Client is created in Pixifi.”

Each client record added to Pixifi is passed to Zapier with this trigger, which makes it the natural source for any list of customers you keep elsewhere.

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 new clients into your email list or your accounting tool so nobody retypes them.
Watch out
a converted lead also creates a client, so a Zap here and one on Lead Converted can both react to the same person.
12

New Event

Instant trigger

In Zapier“Triggers when a New Event is Scheduled in Pixifi.”

Scheduling a new event in Pixifi, a wedding, a portrait session, a corporate shoot, is what this one listens for, and the event goes straight to the 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
block the date in a team calendar or open a folder for the shoot.
Watch out
do not answer it with Create Event in the same Zap, or the Zap sets itself off again and again.
13

Expense Is Created

Instant trigger

In Zapier“Triggers when an Expense is created in Pixifi.”

Costs logged in Pixifi do not have to stay there: each expense created in the app can feed a Zap and travel to the tool your accountant actually reads.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
send each new expense to your accounting software or to a shared spending sheet.
Watch out
only new expenses count; one logged before the Zap was published will never be sent.
14

New Invoice

Instant trigger

In Zapier“Triggers when a New Invoice is sent in Pixifi. (invoices that are marked as in Draft won't be sent).”

Here the signal is an invoice going out: when Pixifi sends a new invoice to a client, the Zap starts with that invoice in hand.

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 the amount due in a cash forecast, or alert the person who chases payments.
Watch out
an invoice left as a draft is never sent, so it does not start the Zap until someone actually sends it.
15

New Lead

Instant trigger

In Zapier“Triggers when a new Lead is created in Pixifi.”

Inquiries are the top of your funnel, and every lead created in Pixifi reaches Zapier through this trigger, ready for whatever comes next.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
add the contact to a newsletter tool, or start a follow-up sequence before a competitor replies.
Watch out
a Zap on New Lead that itself runs Create Lead would set itself off again and again.
16

New Project

Instant trigger

In Zapier“Triggers when a New Project is created in Pixifi.”

Projects are the side of Pixifi that is not tied to one event date, and each one created there opens a Zap run through this trigger.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
set up a shared folder or a chat channel for the project team.
Watch out
Lead Converted can produce a project too, so check that two Zaps do not handle the same job twice.
17

New Task

Instant trigger

In Zapier“Triggers when a New Task is added/assigned in Pixifi.”

Tasks added or assigned in Pixifi start the Zap with this trigger, which is handy when your team lives in another to-do 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
mirror Pixifi tasks into the to-do app each person actually works in.
Watch out
never let this Zap run Create Task: each new task would create another one, and your task count would climb fast.
18

Payment Is Paid

Instant trigger

In Zapier“Triggers when a Payment is marked as "PAID" in Pixifi (either manually or automatically by checkout).”

Each payment, rather than the whole invoice, is what this trigger watches: when one is marked “PAID”, by hand or by checkout, it fires.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
deposits and instalments, recorded in your bookkeeping one by one as they clear.
Watch out
if you only care about the invoice being fully settled, Invoice Fully Paid is the better fit.
19

Product Switches Status

Instant trigger

In Zapier“Triggers when the status of a Product is changed.”

Products carry statuses of their own in Pixifi, and a change of status there is what wakes this trigger up.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
tell the client their album went to print, or update a production board the lab can see.
Watch out
no Zapier action changes a product status, so this flow only goes from Pixifi outward.
20

Project Switches Status

Instant trigger

In Zapier“Triggers when the status of a Project is changed.”

Follow your projects through their stages: whenever one changes status in Pixifi, Zapier gets the project with its new status.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
update a client portal or a planning sheet as a project moves along.
Watch out
unlike events and leads, no action switches a project status from Zapier, so that change has to happen in Pixifi.
21

Proposal Accepted

Instant trigger

In Zapier“Triggers when a Proposal is accepted.”

The yes you were waiting for: when a client accepts a proposal, this trigger starts the Zap with the accepted proposal.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
open the project in Pixifi with Create Project, or tell the team the job is confirmed.
Watch out
acceptance and signature are two different signals; when the contract matters more, use Contract Signed and Accepted.
22

Proposal Sent

Instant trigger

In Zapier“Triggers when a Proposal is sent.”

Earlier in the sales cycle, this one reacts when a proposal leaves Pixifi for a client, before any answer comes back.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
plan a follow-up in your sales tool, or log the proposal in a pipeline sheet.
Watch out
it tells you the proposal went out, not that the client opened or read it.
23

Questionnaire Answered

Instant trigger

In Zapier“Triggers when a Questionnaire is filled out completely and submitted.”

A questionnaire only counts once the client has filled in every part and submitted it; at that point this trigger passes the submission to 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
hand the shot list or the planning details to a second shooter who never logs in to Pixifi.
Watch out
a half-finished questionnaire stays invisible to Zapier until it is complete and submitted.
24

System Notification

Instant trigger

In Zapier“Triggers when a System Notification is generated in Pixifi.”

Pixifi generates system notifications of its own, and this trigger turns each of them into a Zap run you can send anywhere.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
route those alerts to a channel your team reads more often than Pixifi itself.
Watch out
it catches every system notification, so a filter helps keep the ones worth forwarding, on a paid plan.
25

Task Completed

Instant trigger

In Zapier“Triggers when a Task is marked as completed in Pixifi.”

Ticking a task off in Pixifi can set off what comes next: this trigger fires when a task is marked completed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
tell the client a deliverable is ready, or move the job to its next step in another tool.
Watch out
only completions made after the Zap is published count; older ticks are never picked up.
Actions

Pixifi actions: what a Zap can do

Pixifi gives you 12 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Client

Action

In Zapier“This will create a new Client in Pixifi.”

Adds a fresh client record to Pixifi from whatever the trigger brought in.

When to use it
a booking form on your website should land as a client without anyone retyping it.
Watch out
if the person may already exist, the find-or-create option of Find Client by Info avoids a duplicate.
2

Create Event

Action

In Zapier“This will create a new Event in Pixifi.”

Puts a new event on the Pixifi calendar from data held elsewhere.

When to use it
bookings taken in a scheduling tool that should show up in Pixifi too.
Watch out
Event Date and Event Type are required; Find Event Type by Name helps when the source only carries the type's name.
3

Switch Event Status

Action

In Zapier“This will Switch the status of an Event in Pixifi with the new Status passed in.”

Moves an existing event to the status you pass in, one of the two ways a Zap can change an existing record.

When to use it
a payment or a signature recorded elsewhere should push the event to its next stage.
Watch out
The Event ID is required, so an earlier step must carry it.
4

Create Expense

Action

In Zapier“This will create a new Expense in Pixifi.”

Logs an expense in Pixifi from a receipt or a purchase recorded in another app.

When to use it
a card or expense tool where spending is captured first, which you want reflected in Pixifi.
Watch out
a Zap that starts on Expense Is Created must not end here, or it feeds itself.
5

Create Invoice

Action

In Zapier“This will create a new Invoice in Pixifi.”

Builds an invoice in Pixifi, with a line item, from data coming from another tool.

When to use it
orders taken in an online shop or a form that should be billed from Pixifi.
Watch out
it is the most demanding action here, with a type, a due date, a subject the client sees, and the line item's type and quantity all required.
6

Attach Document to Lead

Action

In Zapier“This will create a new Document and attach it to a Lead in Pixifi.”

Creates a document and hangs it on an existing lead, from a link to the file.

When to use it
a brief, a mood board or a signed form stored in cloud storage that belongs with the inquiry.
Watch out
File Link/Url is required, so the file must be reachable by link.
7

Create Lead

Action

In Zapier“This will create a new Lead in Pixifi.”

Turns an inquiry captured outside Pixifi into a lead, so it enters your usual lead workflow.

When to use it
contact forms, ad forms or a chatbot that collect inquiries in another tool.
Watch out
never pair it with the New Lead trigger in the same Zap, or it loops.
8

Create "Project" Type Lead

Action

In Zapier“This will create a new Lead in Pixifi, but instead of having Event data, it will contain Project data.”

Works like Create Lead, except the new lead carries project data instead of event data.

When to use it
commercial or ongoing work that has no single event date, coming from a form outside Pixifi.
Watch out
pick this one or Create Lead on purpose, since the lead type shapes everything after conversion.
9

Switch Lead Status

Action

In Zapier“This will Switch the status of a Lead in Pixifi with the new Status passed in.”

Changes the status of an existing lead, so your pipeline reflects what happened outside Pixifi.

When to use it
a call booked in a calendar tool should move the lead along without anyone touching it.
Watch out
The Lead ID is required; without it in an earlier step, the action has nothing to point at.
10

Create Payment

Action

In Zapier“This will create a new Payment in Pixifi.”

Records a payment you received somewhere else, so Pixifi's books match your bank.

When to use it
money collected through a payment tool that Pixifi does not see.
Watch out
Brand, Payment Type, amount, received date and Transaction ID are required; for cash, type “cash”, for a check, its number.
11

Create Project

Action

In Zapier“This will create a new Project in Pixifi.”

Opens a project in Pixifi, the container for work not tied to one event.

When to use it
right after Proposal Accepted, so the job file exists before anyone asks for it.
Watch out
Project Name is required, so map something meaningful rather than a raw number.
12

Create Task

Action

In Zapier“Creates a new Task.”

Drops a new to-do into Pixifi, with a title and a deadline.

When to use it
a paid invoice, a signed contract or a submitted questionnaire should leave someone a next step.
Watch out
Task Title and Task Due Date are both required, and the New Task trigger must not start this same Zap.
Searches

Pixifi searches: reuse what already exists

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

A search step looks up a Pixifi record that already exists. In the editor, searches sit at the bottom of the Action event list, under SEARCH, and some action fields offer + Add search step to insert one for you. Whether a search wants an exact value or a close one is Pixifi's call, not Zapier's.

1

Find Client by ID

Search

In Zapier“Find existing Clients from clientID.”

Fetches one client when you already hold its Pixifi identifier.

When to use it
an earlier step, such as Lead Converted, carried the client's ID and a later action needs the full record.
Watch out
Client's ID is required, so this search cannot start from a name or an email.
2

Find Client by Info

SearchFind or create

In Zapier“Find existing Client from client info (name, email), it will return back the first result found.”

Looks a client up by name or email and returns the first match it finds.

When to use it
before Create Client, to check the person is not already on file. Tick the box and it becomes Find or Create a new Client: same search, which creates the client when nothing matches.
Watch out
only the first match comes back, so two clients sharing a name can be confused.
3

Find Event Type by Name

Search

In Zapier“Find existing Event Type from Event Type Name.”

Turns an event type's name into the event type Pixifi expects.

When to use it
right before Create Event, when your booking tool only says “Wedding” or “Portrait”.
Watch out
Event Type Name is required, and the name has to match the way it is spelled in Pixifi.
4

Find Staff Member by Info

Search

In Zapier“Find existing Staff Members from their personal info (name, email).”

Finds someone on your team from their name or email.

When to use it
you need a staff member's record to route work to the right photographer or assistant.
Watch out
it looks at staff only, not clients, so use Find Client by Info for customers.

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 the steps that depend on it are skipped. 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 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 hand all of them on at once.
When it breaks

When a Pixifi Zap breaks

Zapier attaches no help article to Pixifi, so the traps below are the general ones, applied to this app.

Four situations to know before you publish. If a Zap still misbehaves after that, go through Zapier troubleshooting.

  • No catch-up on old records

    A Zap only reacts to what happens after you switch it on. Clients, leads or invoices already in Pixifi are never picked up; moving them is a separate job.

  • A Zap that feeds itself

    A Zap on New Task that runs Create Task, or New Lead with Create Lead, sets itself off again and again and burns through your task count fast.

  • Bulk imports held back

    Import a large batch of clients or leads and a trigger may return a huge pile at once. Zapier's flood protection can hold that batch back.

  • Event Start never doubles up

    On Event Start, the only polling trigger here, Zapier keeps track of what it has already seen, so the same event does not start the Zap twice.
Need help

Need help automating Pixifi with Zapier?

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FAQ

Pixifi and Zapier: frequent questions

01Is the Pixifi Zapier integration free?
Yes. Pixifi is not one of the apps Zapier reserves for paid plans, so it works on the free plan. That plan gives you 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. Plan prices change too often to quote here, so check the current grid on Zapier before you pick one.
02How many tasks does a Pixifi Zap use?
One task per action that completes successfully, and nothing else. The trigger is free, and so are Zapier's checks for new data, however often they run. A Zap with one action costs one task per run; with three actions, three tasks per run. An action that fails is not counted against your plan. A few apps and actions take more than one task when they complete, so watch your count during the first runs after publishing.
03Is Pixifi on Zapier real time?
For 24 of the 25 triggers, yes. They are instant: Pixifi reports the event to Zapier itself, so the Zap starts without waiting on any plan, and the editor shows a lightning bolt on such a Zap. The exception is Event Start, a polling trigger. Zapier checks it on a timer set by your plan: every 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. Paid plans can also change that timing or run a check by hand.
04What does it take to connect Pixifi to Zapier?
A Pixifi account, plus read or write access on anything you don't own but want a Zap to touch. In Zapier, open the Apps page, click + Add connection, search for Pixifi, pick it and click Add connection. Sign in to Pixifi in the tab that opens and grant Zapier access. Every step that uses Pixifi then reuses that connection, so you only do it once. If an action asks for an Event Type or a Brand, make sure the connected account can see them.
05Why does New Invoice not fire on some invoices?
Because it reacts to invoices being sent, and an invoice left in draft is never sent. Save a draft and nothing reaches Zapier; send it and the Zap starts. Two other reasons are worth ruling out: invoices that existed before the Zap was published are never picked up, and if what you really want is the moment money arrives, Invoice Fully Paid or Payment Is Paid is the right trigger rather than New Invoice.
06What if the Pixifi operation you need is missing?
Start from what exists: 25 triggers, 12 actions and 4 searches, with no delete action and no way to edit an existing client, event or invoice beyond the two status switches. A search followed by an action often closes the gap, for example Find Event Type by Name before Create Event. If the operation really is absent, the change has to be made in Pixifi itself, or handled by another app in the same Zap, which makes it a multi-step Zap on a paid plan.
07Zapier, Make or n8n for Pixifi?
It depends on your criteria, not on a winner. On Zapier, Pixifi offers 24 instant triggers that start a Zap without waiting even on the free plan, 12 actions and 4 searches, and the trigger itself never costs a task. What decides is the shape of your Zaps: the free plan stops at one trigger and one action, so filters, searches or chains of actions mean a paid plan, and every successful action counts as a task. Weigh those points against what the other tools offer for Pixifi before you decide.
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