Zapier Integration
Connect Instafill.ai with 8,000+ apps through Zapier to automate your document workflows. Route completed forms to Google Drive, post Slack notifications when a PDF is ready, sync conversion data to a spreadsheet, and more. No code required.
Supported triggers and actions
Triggers
| Name | Type | Description |
|---|---|---|
| Form Converted | Trigger (Instant) | Fires when a flat PDF is converted to a fillable form. |
| Form Filled | Trigger (Instant) | Fires when a form is filled with data. |
Actions
| Name | Type | Description | Required input |
|---|---|---|---|
| Fill Form | Create | Fills a PDF form with data from provided sources using AI. | Form ID |
| Upload Form | Create | Uploads a PDF form to your Instafill.ai workspace for filling. | PDF File URL |
| Convert PDF | Create | Converts a flat PDF into a fillable form. | PDF File URL |
| Check if PDF Is Flat | Create | Checks whether a PDF is flat or already fillable. | PDF File URL |
| Find Fill Status | Search | Finds the status of a form fill by its ID. | Fill ID |
| Find Conversion Status | Search | Returns the current status and result of a conversion job. | Job ID |
| Find Form | Search | Finds a form in your workspace by name. | Search Query |
New triggers and actions are added regularly. See the Instafill.ai page on Zapier for the current list.
Getting started
Before you open Zapier, generate an API key in your Instafill.ai account: Settings → Workspace → Manage API Keys
API keys are shown only once. Copy it before closing the page.
Then, in Zapier:
- Click Create a Zap and search for Instafill.ai.
- When prompted to connect your account, paste the API key.
- Configure your trigger or action, run a test, and publish the Zap.
Example workflows
Get notified in Slack when a form is ready
Instafill.ai (Form Converted) → Slack (Send Message)
Post a message with the review link to your team channel the moment conversion finishes.
Auto-save forms to Google Drive
Instafill.ai (Form Converted) → Google Drive (Upload File)
Keep fillable forms organized in a shared folder without manual downloads.
Automatically convert flat PDFs from incoming emails
Gmail (New Attachment) → Instafill.ai (Check if PDF Is Flat) → Filter (Only continue if flat) → Instafill.ai (Convert PDF)
Detect and convert flat PDFs from incoming emails.
Track every conversion in a spreadsheet
Instafill.ai (Form Converted) → Google Sheets (Create Row)
Keep a record of every conversion with timestamps and review links.
How conversion works in Zapier
Conversion is asynchronous. When you trigger Convert PDF, Instafill.ai starts processing and returns a job ID immediately — the converted form isn't ready yet.
There are two ways to handle this in a Zap:
- Use the Form Converted trigger in a separate Zap. This trigger fires automatically when conversion finishes, so you don't need to poll for the result.
- Add a Find Conversion Status step after Convert PDF to check whether the job is complete before continuing the Zap.
For most workflows, the Form Converted trigger is the simpler option.
Troubleshooting
API key is invalid
Copy the full key from Manage API Keys. If the key was lost before copying, generate a new one — existing keys can't be retrieved.
Form Converted trigger is not firing
This trigger fires only for flat-to-fillable conversions. Make sure the Zap is turned on and check Zap history for errors.
Convert PDF returns a job ID but no form
Conversion runs asynchronously. Use Find Conversion Status to poll the result, or use the Form Converted trigger in a separate Zap.
PDF File URL is not accepted
The URL must be a direct, publicly accessible link to the file. Preview or share links (e.g., Google Drive) won't work. Use the direct format instead:
https://drive.google.com/uc?export=download&id=YOUR_FILE_ID
FAQ
Do I need a paid plan?
API access is available on all paid Instafill.ai plans. Zapier has its own free tier that works with any of them.
Are there limits on how many Zaps I can create?
No limits from Instafill.ai. Zapier plan limits apply.
Does it work with multi-page PDFs?
Yes. Each conversion counts as one operation regardless of how many pages the PDF has.
Will more triggers and actions be added?
Yes. The integration is actively expanding alongside the Instafill.ai API.
Support
- Instafill.ai — chat widget at instafill.ai or email [email protected]
- Zapier — zapier.com/app/get-help
- API docs — docs.instafill.ai