How to use Insightly's Zapier integration

Connecting Insightly to Zapier automates repetitive processes, such as creating and tracking new Contacts, assigning tasks to your team, creating calendar events, and more.

This feature can be used with any CRM or Custom Objects. When using Insightly Marketing, the only available object is Prospects.


Insightly’s Zapier integration is available on all plans. 

How it works

With Zapier you can build Zaps, which automate various repetitive tasks associated with your business. You can connect two or more apps to automate these tasks without coding or relying on developers to build the integration. If needed, the Zapier integration can be used with Insightly’s API v3.

A Zap is a blueprint for a task you want to do repeatedly. For example, a Zap might function like this: "When I get a new Contact in Insightly, update an existing Lead." The first part (getting a new Contact) is the trigger and the second part (update an existing Lead) is the action.

Another example: “When I get a new entry from a Wufoo form, create a new Lead in Insightly.”

Setting up Zaps will save your team valuable time that would have been spent manually creating or completing tasks. With Zapier, you can create workflows that can find or create records in Insightly based on triggers you configure. If you use webhooks with this feature, the limit is 50 for your entire account.

Triggers, Actions, and Searches

There are three important parts to creating a Zapier workflow: triggers, actions, and searches.

Triggers: A trigger is the event in an app that prompts the Zap. Once you set up a Zap, Zapier will monitor the app for that event.

Actions: An action is the event that occurs after being prompted by a trigger, for example creating a new Organization in Insightly. There's a limit of 100 actions that can be added to one Zap.

Searches: A search step finds existing data in an app that future Zapier actions can reference and use.

The following triggers, searches, and actions are available for this integration:


  • New Record - A new record was created in your Insightly account.

  • Updated Record - Triggers when a record is updated.

  • Updated Field - A field was updated on a record in your Insightly account.

  • Deleted Record - A record was deleted on a record in your Insightly account.



  • Create Record - Create a new record in your Insightly account.

  • Update Record - Update a record in your Insightly account.

  • Find Record - Find a record in your Insightly account.


  • Find Object - Searches for an Object by any searchable fields.

Use Cases

  • Save important sales leads that land on your website. If you use the Gravity Forms plug-in for your WordPress site, Zapier will convert those form submissions into Insightly contacts.

  • Build lists for your email marketing campaigns. After a new Contact is added to Insightly, Zapier inserts them directly into your MailChimp email list.

  • Assign tasks to your team that already include the details. Make or move a Trello card to a specific list and let Zapier assign that task to an Insightly user.

How to create a Zap

  1. Navigate to your Zapier dashboard. Click the plus icon in the upper left to create a Zap. When hovered over, the button will read Make a Zap.

  2. Type Insightly into the search bar and select the Insightly app. If you want another app to trigger an event, search for that app instead.

  3. Use the dropdown to select a trigger event. Click Continue.

  4. Select the Insightly account or other app account you want to connect. If you haven’t signed in to the account on Zapier before, a pop up will appear requiring you to enter your API key. Click Continue.

  5. Click Test trigger.

  6. Click Do this. Use the search bar to select an app that the action event will occur in.

  7. Use the dropdown to select an action event. Click Continue.

  8. Select the Insightly account or other app account you want to connect. Click Continue.

  9. Customize the data that you want to send over to your action app. These fields will vary based on the app and the action.
    When customizing the task, you can select items that are pulled from your account or create new items from scratch.
    Additionally, you can use data from previous steps or triggers when utilizing the custom tab. For example, you could select an owner from list of owners or select an owner from created record.

  10. Click Continue.

  11. If you’re on a free premium trial or paid Zapier plan, your Zaps are not limited to a single trigger and action. You can optionally add additional actions steps or search steps.

  12. Click Test & Review or Test & Continue.

  13. Click Turn on Zap.

V3.1 FAQ

Many of our customers have been using our Zapier integration prior to our update in November 2020. Here are some frequently asked questions about the Zapier V3.1 update and how it affects users who were using the previous version of the integration.


Q: Are there any new steps I will need to take if I try to integrate Insightly with Zapier?

A: You will need to login to Insightly via Zapier by using the API key found in User Settings, just as you were required to when you first synced Zapier and Insightly. 


Q: Will the new update make my current Zaps not work?

A: No, the update does not impact previously built Zaps. This update only impacts Zaps that are edited to add a new Insightly step or Zaps created going forward.

If you update a step in a Zap, you will need to update that particular step to the new version of the API.


Q: How is the new function different from the old function?

A: The new function has you start with the action you are looking for: new record, updated record, updated field on record, or deleted record. Then you will designate the object type including custom objects. 

Updated Field Record and Deleted Record are new to V3.1 of the API. 


Q: I am searching for sample data to test my Insightly connection, why wont it work?

A: The old version of the API allowed for searching by Date Last Updated, which would bring in recent records to use. The new version simply grabs the first records found that match the criteria and cannot have new records pulled. This is a design of the new API.


Q: Are you going to ever remove the old Zapier connection down the road?

A: There are no current plans to deprecate or force a switch between the old and new Zapier connections.


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