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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​

NameTypeDescriptionRequired input
Form ConvertedTrigger (Instant)Fires when a flat PDF is converted to a fillable form.None — fires automatically
Convert PDFActionConverts a flat PDF into a fillable form.PDF File URL
Check if PDF Is FlatActionChecks whether a PDF is flat or already fillable.PDF File URL
Find Conversion StatusActionReturns the current status and result of a conversion job.Job ID

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:

  1. Click Create a Zap and search for Instafill.ai.
  2. When prompted to connect your account, paste the API key.
  3. 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​

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