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Planfix Zapier integrationAutomate Planfix with Zapier.

The Planfix Zapier integration gives you 10 triggers, 9 actions and 2 searches to move tasks, contacts and comments between Planfix and the rest of your tools. Every trigger is instant, the app is not reserved for paid plans, and this page shows what each step costs.

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Overview

What the Planfix Zapier integration actually does

The Planfix Zapier integration links your Planfix account to Zapier, a tool that runs automations between apps without code. Something happens in Planfix (a task, a contact or a comment is created, changed or deleted), and Zapier reacts by writing, updating or deleting something elsewhere, or back in Planfix itself.

A follow-up task for every new contact. The New Contact trigger fires when a sales rep adds a lead, and the New Task action opens the first call on the spot. Nobody has to remember it.

A comment trail on tasks that matter. Update Task watches your tasks; a filter keeps only the ones you care about, and New Comment writes a note on them so the history stays inside Planfix.

A clean contact base across tools. Update Contact and Delete Contact tell your other apps when a record changes or disappears, so a mailing list or a spreadsheet stops drifting away from Planfix.

What Zapier does not do here matters just as much. There is no search for comments, only for contacts and tasks. No search can create the missing item for you: this app has no find-or-create option. And no Zap reaches back into the past: what existed in Planfix before you switched it on stays where it is.

The same app also runs on Make; the Planfix Make integration page covers that side, and Make vs Zapier sits next to it.

Vocabulary

Zapier words you'll meet on this page

Eight terms, in plain words. Each one is used as-is from here on.

Zap
The automation you build: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for it and does nothing until it comes.
Action
What the Zap does after it starts: the step that writes, updates, sends or deletes something on your behalf.
Task
The unit Zapier bills. One task is one action that completed successfully; your plan counts these and nothing else.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app itself, so nothing waits for the next check.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and quietly stops it otherwise.
Search step
A step that looks up something already stored in an app, so the steps after it can reuse what it found.
Connection
Your Planfix account linked to Zapier once, then reused by every step that talks to Planfix.
Cost

What a Planfix Zap really costs

The trigger never costs a task. Only an action that goes through is billed, and an action that fails is not counted against your plan.

  • Planfix on the free planYes, not a paid-only app
  • Free tasks per month100
  • Free plan Zap length2 steps (trigger + action)
  • Planfix triggers that wait for a check0 of 10

A Zap with three actions eats three tasks per run, one per successful action. The free plan gives 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger, one action. Add a filter, a search or a second action and it becomes a multi-step Zap, which needs a paid plan. Good news for Planfix: all 10 triggers are instant, so the polling grid below never slows them down, even on Free.

Connect

Connect Planfix to Zapier in 3 steps

  1. 01

    Open the connection dialog

    In your Zapier account, go to the Apps page and click + Add connection. A dialog opens with a search box: type Planfix and pick it from the list of apps it offers.

  2. 02

    Sign in to Planfix

    Click Add connection. A new tab opens on Planfix, where you sign in with the account the Zaps should act for. You need an account of your own on the app, not a colleague's session.

  3. 03

    Grant access

    Let Zapier reach the account. If a Zap must touch tasks or contacts you don't own, that account also needs read or write rights on them in Planfix, or the steps will have nothing to work with.

First Zap

Your first Planfix Zap, step by step

GoalEvery new contact flagged by a filter gets a first-call task in Planfix.

  1. 01

    Pick the trigger

    Start a new Zap, choose Planfix as the app and New Contact as the event. Select your Planfix connection. The step shows a lightning bolt: it's an instant trigger.

  2. 02

    Test it on a real contact

    Run the test. Zapier brings back the three most recent contacts from your account, so you pick a real one and map the next steps on actual data rather than on blanks.

  3. 03

    Add a filter

    Click the plus icon, choose Filter, then set the field to look at, the rule and the value. Use a text rule on text and a number rule on numbers, or the filter never passes.

  4. 04

    Add the New Task action

    Add a step, choose Planfix and New Task. Pick a Template, type a Task name and map the contact details from the trigger into the task fields.

  5. 05

    Test the action

    Run the step once and open Planfix: the task should be there. Read what came back before going further, because a wrong template shows up here, not after publishing.

  6. 06

    Publish

    Click Publish to switch the Zap on. With a filter in it, this is a multi-step Zap, so it needs a paid plan. Contacts created before this moment won't be picked up.

Triggers

Planfix triggers in Zapier

10 events start a Zap when something happens in Planfix, and 10 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Comment

Instant trigger

In Zapier“Trigger when a comment is created”

Fires on every fresh comment written on a Planfix task and passes it to the next steps of the Zap. It's the trigger for teams who discuss work inside tasks and want those exchanges to travel elsewhere without anyone copying them by 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
a support lead wants each client comment echoed in the team chat so nobody has to keep Planfix open all day.
Watch out
comments posted by your own Zap through the New Comment action start this trigger too, so the two together on the same tasks can loop.
2

Delete Comment

Instant trigger

In Zapier“Trigger when a comment is deleted”

Reacts when a comment is removed from Planfix. Useful when another tool keeps a copy of your comments and must forget the ones that no longer exist, so both sides tell the same story about a task.

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 mirror task comments into a shared log and want removed ones flagged there instead of lingering forever.
Watch out
the comment is already gone on the Planfix side, so a later step can't fetch more about it from Planfix.
3

Update Comment

Instant trigger

In Zapier“Trigger when a comment is updated”

Starts the Zap when someone edits an existing comment. Corrections, added details, a reworded promise to a client: each edit becomes an event you can forward or record somewhere else.

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 project manager wants changed comments re-sent to the client channel so the outside copy never shows the old wording.
Watch out
an Update Comment action on the same comments rewrites them and starts this trigger again, one run after another.
4

New Contact

Instant trigger

In Zapier“Trigger when a new contact is created”

Fires when a contact is created in Planfix, whether it's a person or a company. Zapier highlights it as one of the app's main triggers, and it's the natural entry point for anything sales or onboarding related.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
every new lead entered by a rep should land in your email tool and get a first-call task, without a second round of typing.
Watch out
contacts imported in one big batch can all arrive at once, and Zapier may hold such a flood back.
5

Delete Contact

Instant trigger

In Zapier“Trigger when a contact is deleted”

Runs when a contact disappears from Planfix. It closes the loop on clean-up: whatever other tool holds that person or company can be told to remove or archive them as well.

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 client asks to be erased, someone deletes the record in Planfix, and your newsletter list should drop them on its own.
Watch out
a Delete Contact action in another Zap fires this trigger too, so chained Zaps can delete more than you meant.
6

Update Contact

Instant trigger

In Zapier“Trigger when a contact is updated”

Watches existing contacts and starts the Zap whenever one is changed. New phone number, new status, company flag switched: the change reaches your other apps without anyone exporting it by 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
a contact's details live in Planfix and in a billing tool, and the billing side must follow every edit.
Watch out
a Zap that answers with Update Contact on the same records sets itself off again and burns tasks fast. Add a filter to break the circle.
7

Update Field

Instant trigger

In Zapier“Trigger when a field is updated”

Narrower than the other update triggers: it fires when one specific field changes, not on any edit. Zapier lists it among the app's main triggers, and it's the cleanest way to react to a single value without filtering every change.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
only a change of one value should alert finance, not every typo fixed on the record.
Watch out
the step asks for a Type and a Field before it can be tested, so decide which field you watch first.
8

New Task

Instant trigger

In Zapier“Trigger when a new task is created”

Fires as each task is created in Planfix. Another of the triggers Zapier puts forward, it suits teams that run their work from Planfix and want the rest of their tools to know when a job lands.

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 agency opens a Planfix task per client request and wants a matching card in its planning board.
Watch out
a New Task action in the same account creates tasks that start this trigger, so a Zap pairing both multiplies itself.
9

Delete Task

Instant trigger

In Zapier“Trigger when a task is deleted”

Once a task has been removed, this trigger sets the Zap off. It keeps external copies honest: a calendar slot, a time-tracking line or a client report can be cleared as soon as the source task no longer exists.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
cancelled jobs are deleted in Planfix and should vanish from the shared planning sheet too.
Watch out
a Find a Task step placed after this trigger will look for a task that's gone and stop the Zap by default.
10

Update Task

Instant trigger

In Zapier“Trigger when a task is updated”

Covers any change made to an existing task. Because it fires on every edit, it pairs well with a filter that keeps only the changes worth acting on, like a task moving to a given 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
a client should be told when their job changes stage, and nothing else in the task matters to them.
Watch out
an Update Task action on the same tasks retriggers the Zap on each run. Without a filter, that loop eats your task count.
Actions

Planfix actions in Zapier

Planfix gives you 9 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

New Comment

Action

In Zapier“Creates a new comment.”

Writes a comment on an existing Planfix task, which keeps the story of a job in one place even when events happen in other tools.

When to use it
a payment confirmed in your invoicing app should leave a note on the matching task.
Watch out
you need the Task No. of the target task, plus the Text.
2

Update Comment

Action

In Zapier“Update a comment”

Rewrites the text of a comment already posted in Planfix. Rarely the first action you build, but useful to keep an automatic status note current instead of stacking new ones.

When to use it
one summary comment per task that your Zap refreshes on each change.
Watch out
the Text field is required.
3

New Contact

Action

In Zapier“Creates a new contact.”

Adds a person or a company to Planfix, with options to mark it as a company and to show it when people pick task participants or a counterparty.

When to use it
new sign-ups from your website should exist in Planfix before anyone calls them.
Watch out
a Template is required, so the account needs one.
4

Update Contact

Action

In Zapier“Update contact”

Edits a Planfix contact you point to by its number, including whether it's a company and whether it shows up in the participant and counterparty pickers.

When to use it
a customer updates their profile in your portal and Planfix should follow.
Watch out
the Contact No. is mandatory; get it from Find a Contact if no earlier step carries it.
5

Delete Comment

Action

In Zapier“Delete a comment”

Erases one comment from Planfix. The step needs the Comment Id, so it usually follows a trigger that delivered that comment.

When to use it
an automatic note posted by mistake should be cleaned up when the source event is reversed.
Watch out
no search finds comments, so the Comment Id must come from an earlier step.
6

Delete Contact

Action

In Zapier“Delete a contact”

Deletes a contact from Planfix, given its Contact No. Pair it with an erasure request from another app to keep your records in line.

When to use it
an unsubscribe form that must also remove the person from Planfix.
Watch out
a Delete Contact trigger elsewhere will fire on what this removes.
7

Delete Task

Action

In Zapier“Delete a task”

Removes a Planfix task by its number. It's the one to use when another tool is the master of a job's existence.

When to use it
an order cancelled in your shop should clear its Planfix task.
Watch out
needs the Task No.; test it on a throwaway task first, since the deletion is real.
8

New Task

Action

In Zapier“Creates a new task”

Opens a task in Planfix from anything another app hands over: a form entry, a deal, an email. Zapier lists it among the main actions.

When to use it
each signed quote in your sales tool should become a production task.
Watch out
it won't run without a Template and a Task name.
9

Update Task

Action

In Zapier“Update a task”

Changes an existing task, identified by its number. Handy when the status of a job is decided outside Planfix.

When to use it
a delivery marked done in your shipping tool should rename or move the Planfix task.
Watch out
both the Task No and a Task name are required, even if you only meant to change something else.
Searches

Planfix searches in Zapier

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

A search step looks something up in Planfix so a later step can reuse it: typically the Contact No. or Task No. that an update or delete action requires. In the editor, the searches sit at the bottom of the Action event list, under SEARCH. Adding one makes your Zap multi-step.

1

Find a Contact

Search

In Zapier“Search for contact”

Looks up an existing Planfix contact so the following steps get its number and details without you typing them.

When to use it
an email arrives from a client and the Zap must update that client's Planfix record.
Watch out
whether it wants an exact match or accepts something close is decided by Planfix, so test with a real value.
2

Find a Task

Search

In Zapier“Search for task”

Retrieves a task that already exists, which is the usual way to get the Task No. that comment, update and delete actions insist on.

When to use it
a payment lands in another tool and a comment must go on the right task.
Watch out
if no task matches, the Zap stops here unless you switch on the no-result setting.

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 needed it. Switched on, the Zap carries on without a result.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. Planfix exposes no such option on Zapier, so here a missing item is never created by the search.
  3. If multiple search results are found?
    Three ways out: keep the first match (the default), stop the Zap, or hand every match to the next steps at once.
When it breaks

When a Planfix Zap breaks

Zapier ties no help article of its own to Planfix, so the traps below are the general ones, read through how this app works.

Four traps are worth knowing before you publish: loops, the past, big batches and empty searches. If a run goes wrong anyway, the Zapier troubleshooting guide is the next stop.

  • Nothing from before the Zap

    A Zap reacts only to what happens after you switch it on. Tasks and contacts already in Planfix are not picked up; moving that backlog is a separate job.

  • The update loop

    Update Task as trigger and Update Task as action on the same tasks: each write sets the Zap off again. Same with contacts and comments. A filter breaks the circle.

  • Bulk import held back

    Importing a large batch of contacts or tasks makes the trigger fire for all of them at once, and Zapier's flood protection can hold that wave back.

  • Search found nothing

    By default, a Find a Task or Find a Contact step with no result stops the Zap and skips every step that needed its number.
Need help

Need help automating Planfix with Zapier?

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FAQ

Planfix Zapier integration: frequent questions

01Is the Planfix Zapier integration free?
Yes, Planfix is not reserved for paid plans, so it works on the free Zapier plan. That plan gives you 100 tasks a month and as many Zaps as you like, but each Zap is limited to two steps: one trigger and one action. A Zap that adds a filter, a search or a second action becomes multi-step and needs a paid plan. For a simple flow like a new Planfix contact creating a task, the free plan is enough.
02How many tasks does a Planfix Zap use?
One task per action that succeeds, and nothing for the trigger. A Zap that starts on New Task and writes one comment costs one task per run. A Zap with three actions costs three per run. Searching for new events costs nothing, however often it happens, and an action that fails is not counted. So the bill grows with the number of actions you stack, not with the number of Planfix events that Zapier hears about.
03Do Planfix triggers run in real time?
Yes. All 10 Planfix triggers are instant: Planfix itself tells Zapier when the event happens, and the Zap starts straight away, whatever your plan. The polling grid (15 minutes on Free, down to 1 minute on Team and Enterprise) does not apply to them. In the editor you can spot this by the lightning bolt on the trigger. It is the main reason the free plan is workable with Planfix.
04What does it take to connect Planfix to Zapier?
An account of your own on Planfix, plus read or write rights on any task or contact you don't own and want the Zap to touch. The connection is made once, from the Apps page of your Zapier account, then reused by every Planfix step. Before building, check that your account can see at least one task template and one contact template, because New Task and New Contact require a Template.
05Why does a Planfix Zap keep starting over and over?
Because it writes where its own trigger is watching. An Update Task trigger combined with an Update Task action on the same tasks fires again after every write, and the same goes for contacts and comments. Each loop consumes tasks. The usual fix is a filter right after the trigger that lets through only the changes you really want to act on, which also makes the Zap multi-step and therefore paid.
06What if the Planfix operation you need isn't in Zapier?
Check the list first: 10 triggers, 9 actions and 2 searches cover tasks, contacts and comments. Comments have no search, and no search can create a missing item. When the exact operation is missing, a search plus an action often gets there, for example Find a Task followed by New Comment. If the gap remains, another automation tool or a custom build is the way out. Before that, test the closest existing operation on a real task.
07Zapier, Make or n8n for Planfix?
It depends on your criteria rather than on a winner. On Zapier, Planfix gives you 10 instant triggers, 9 actions and 2 searches, and runs on the free plan for two-step Zaps. If your flows stay simple and you want to start fast, that's enough. If they need filters, searches or many actions per run, compare the cost of a paid Zapier plan with what the other tools charge for the same volume.
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