How do I trigger an automation using Zapier?
You can trigger a Vendasta automation from any third-party app in Zapier by using that app as the Zap trigger and the Vendasta App's Run Automation action. The automation must be turned on in Vendasta and use a compatible trigger.
The Vendasta App in Zapier lets you connect the Vendasta CRM to third-party systems. You can select any third-party system available in Zapier as a trigger that initiates an action in the Vendasta CRM.
How do I trigger an automation with Zapier?
Step 1: Selecting the Trigger
In this step, you can select the trigger that initiates an action in your workflow. As an example when a New Payment in Quickbooks Online can be used as a trigger, however, you can also choose from various other triggers available in Zapier.
Step 2: Choosing the Action App
After selecting the trigger, you'll need to choose the app that will carry out your desired action. In this scenario, that app would be the Vendasta App. This means that whenever a New Payment is received in Quickbooks online, an automation would be executed in the Vendasta CRM. As part of the Vendasta App in Zapier various actions are possible.
Step 3: Choosing the Action
In this step, you'll set the action to be performed when the trigger event happens. For this scenario, the action is to Run Automation in the Vendasta CRM.
Remember, you can change the action anytime by clicking on the dropdown menu and choosing a different option. After selecting the action, click "Continue" to proceed to the next step.
Step 4: Signing In
In this step, you'll connect your Vendasta account. Click on "Sign in" to be redirected to the login page. Here, you'll enter your Partner ID or the Account ID of the client you are setting up Zapier for and grant the necessary permissions. After this, you'll be automatically redirected back to Zapier.
You only need to complete this process once. In the future, you'll be automatically signed into your account when using the Vendasta Action.
Step 5: Entering the Organization ID
In this step, you will need to enter the Organization ID, which is a mandatory field. This ID is automatically populated based on the Partner ID or Account ID you used when signing in.
Step 6: Trigger
In the 'Trigger' field, select the type of Automation that you would want to run in the Vendasta CRM.
You will be able to search and select the Trigger type from the Dropdown provided. There are five options available
- Triggered via API
- Triggered manually for an Account
- Triggered via API for an Account
- Triggered manually for an Order
- Triggered via API for an Order
Once you have chosen the Trigger type, please enter the Account ID or Order ID based on the Type of Trigger Chosen.
For Automations Triggered manually for an Account or Triggered via API for an Account enter the Account ID.
For Automations Triggered manually for an Order or Triggered via API for an Order enter the Order ID.
Step 7: Automation ID
In the 'Automation ID' field, enter the ID of the automation you want Zapier to run in Vendasta when a trigger occurs in an external system, such as Quickbooks.
The 'Automation ID' field is a searchable dropdown that lets you find the Automation ID by searching with either the ID or the Automation name. This makes it easier to select the correct automation to run in Vendasta when a trigger occurs in an external system.
If you do not see your automation on the list, make sure it has one of the following triggers:
Note: The automation in Vendasta must be turned on for it to be triggered via Zapier.
Step 8: Testing the Step
Before publishing the Zap, be sure to test the steps in Zapier. This can help identify any missing fields or incorrect data.
After testing, a 'Run Automation Successful' message confirms that the Zap is working as expected and ready to be published.
How do I connect Facebook Lead Ads to Vendasta automations?
You can automatically create contacts in Vendasta CRM whenever a new lead submits a Facebook Lead Ad. This uses Zapier as middleware between Facebook and Vendasta.
Prerequisites:
- An active Zapier account
- A Facebook Lead Ads account with at least one active lead form
- Partner Center access with permission to manage automations and CRM
Set up the Zap
- In Zapier, create a new Zap and set Facebook Lead Ads as the trigger with New Lead as the trigger event.
- Connect your Facebook account, then select the Page and lead form to watch.
- Click Test trigger to pull in a sample lead.
- Add a Vendasta action:
- Run Automation — triggers a specific Vendasta automation for each new lead, allowing you to run a full onboarding or notification flow.
- Create or Update Contact — writes the lead directly to CRM.
- Connect your Vendasta account and enter your Partner ID when prompted.
- Map the lead fields (first name, last name, email, phone) to the corresponding Vendasta CRM fields.
- Test the action, then publish the Zap.
Associate contacts with companies
If a contact should be linked to a company in Vendasta CRM, pass the Company ID in the Primary Company field — not the company name. The company must already exist in CRM before the Zap runs.
To find a Company ID, open the company in Partner Center → CRM → Companies and check the URL: .../companies/76543/details — the number is the Company ID.
Common issues
| Issue | Fix |
|---|---|
| Primary company not linking | Use the numeric Company ID, not the company name |
| Leads not appearing in CRM | Verify the Zap is On and all required fields are mapped |
| Automation not triggering | Confirm the automation is toggled On in Partner Center and uses a compatible trigger type |
Frequently asked questions
Why don't I see my automation in the Automation ID list?
Make sure the automation uses a compatible trigger, such as Triggered via API or Triggered manually for an Account or Order, and that it is turned on in Vendasta. Automations that are off can't be triggered via Zapier.
Which ID do I use to sign in to the Vendasta App in Zapier?
Enter your Partner ID, or the Account ID of the client you are setting up Zapier for. The Organization ID field is then populated automatically based on the ID you signed in with.
Can I trigger a Vendasta automation from QuickBooks?
Yes. In Zapier, set a QuickBooks Online event such as New Payment as the trigger, then add the Vendasta App's Run Automation action and select the automation to run.
Can I sync Facebook Lead Ads leads with the Vendasta CRM?
Yes, through Zapier. Set Facebook Lead Ads with New Lead as the trigger, then add a Vendasta action: Run Automation to run a Vendasta automation for each lead, or Create or Update Contact to write the lead directly to the CRM.
How do I make sure incoming data maps to the right CRM fields?
Map the fields in the Vendasta action step in Zapier, for example first name, last name, email, and phone to the corresponding Vendasta CRM fields. Test the action before you publish the Zap to catch missing fields or incorrect data.
How do I link a contact to a company from Zapier?
Pass the numeric Company ID, not the company name, in the Primary Company field. The company must already exist in the CRM, and you can find its ID in the company's URL in Partner Center → CRM → Companies.
How do I know my Zap is working?
Test the step in Zapier before publishing. A 'Run Automation Successful' message confirms the Zap is working and ready to publish.