Zap Templates for SaaS Revenue: Step-by-Step Setups

A personal note recovers more failed payments than automatic retries alone, and it goes out while there is still time before the subscription lapses.

Steps

1. 1. Chartsy - Payment Failed

   Account:

   Leave blank if you have one

2. 2. Filter by Zapier - Only continue if...

   Condition:

   [Customer Email] (Text) Exists

3. 3. Gmail - Send Email

   To:

   [Customer Email]

   Subject:

   Your payment for [Plan Name] didn't go through

   Body:

   Hi [Customer Name],
   
   Your payment of [Amount] [Currency] didn't go through ([Failure Reason]).
   Could you update your card so your subscription keeps running? Just reply if you need a hand.

Note: Failed payments aren't available for Polar or Freemius. With Microsoft Outlook, use its Send Email action with the same fields and Body Format set to Text. Paddle sends no decline reason, so take "([Failure Reason])" out if you bill with Paddle.

Failed payment notices sit unseen in a billing dashboard. In Slack, someone can follow up the same day.

Steps

1. 1. Chartsy - Payment Failed

2. 2. Slack - Send Channel Message

   Channel:

   Your billing or team channel

   Message Text:

   :warning: [Summary] - [Customer Email]

   Send as a bot?:

   Yes, Bot Name "Chartsy"

Note: Failed payments aren't available for Polar or Freemius.

Personal follow-up saves high-value customers, but it is easy to forget between other work. A task due today puts it on your list.

Steps

1. 1. Chartsy - Payment Failed

2. 2. Todoist - Create Task

   Content:

   Follow up: [Customer Name] payment of [Amount] [Currency] failed

   Description:

   [Summary] - [Customer Email]

   Due Date String:

   today

Note: Failed payments aren't available for Polar or Freemius.

Reminders work best as a sequence over a few days. This Zap records a "payment_failed" event on the customer's Brevo contact, and a Brevo automation sends the emails.

Steps

1. 1. Chartsy - Payment Failed

2. 2. Filter by Zapier - Only continue if...

   Condition:

   [Customer Email] (Text) Exists

3. 3. Brevo - Event Create

   Event Name:

   payment_failed

   Contact identifier (email):

   [Customer Email]

   Event properties:

   amount [Amount], currency [Currency], plan [Plan Name], reason [Failure Reason]

Note: In Brevo, create an automation that starts on the "payment_failed" custom event. Failed payments aren't available for Polar or Freemius.

Once the money comes in, everyone should know - so nobody keeps chasing a customer who has already paid.

Steps

1. 1. Chartsy - Payment Recovered

2. 2. Slack - Send Channel Message

   Channel:

   The channel your failed-payment Zap posts to

   Message Text:

   :white_check_mark: [Summary] ([Days To Recover] days after it first failed)

Note: For Paddle, only payments retried from 4 November 2026 onward are reported, and Days To Recover is empty.

A customer who fixed their card shouldn't get more reminders. This records a "payment_recovered" event your Brevo automation can use as its exit condition.

Steps

1. 1. Chartsy - Payment Recovered

2. 2. Filter by Zapier - Only continue if...

   Condition:

   [Customer Email] (Text) Exists

3. 3. Brevo - Event Create

   Event Name:

   payment_recovered

   Contact identifier (email):

   [Customer Email]

   Event properties:

   amount [Amount], failed_attempts [Failed Attempts]

Note: In the Brevo automation from the previous template, add an exit condition: stop when "payment_recovered" occurs.

Asking why someone canceled, before their access ends, is one of the cheapest ways to learn what to fix - and sometimes to win them back.

Steps

1. 1. Chartsy - Subscription Canceled

2. 2. Todoist - Create Task

   Content:

   Talk to [Customer Name] about canceling [Plan Name]

   Description:

   [Summary] - [Customer Email]

   Due Date String:

   today

Seeing every new customer keeps a small team motivated, and the channel they came from shows which marketing is paying off.

Steps

1. 1. Chartsy - New Paying Customer

2. 2. Slack - Send Channel Message

   Message Text:

   :tada: [Summary]
   First touch: [First Touch Channel]

   Send as a bot?:

   Yes, Bot Name "Chartsy"

Note: For Discord, use Discord's Send Channel Message action with [Summary] as the message.

A short note from the founder right after the first payment builds loyalty, and the replies are often your best feedback.

Steps

1. 1. Chartsy - New Paying Customer

2. 2. Filter by Zapier - Only continue if...

   Condition:

   [Customer Email] (Text) Exists

3. 3. Gmail - Send Email

   To:

   [Customer Email]

   Subject:

   Thanks for choosing [Plan Name]

   Body:

   Hi [Customer Name],
   
   Thanks for subscribing - it means a lot. If anything is missing or confusing, just reply to this email and it comes straight to me.

Note: Works the same with Microsoft Outlook's Send Email action.

Trial users and paying customers need different emails. This keeps your customer onboarding and upsell automations to paying customers only.

Steps

1. 1. Chartsy - New Paying Customer

2. 2. Filter by Zapier - Only continue if...

   Condition:

   [Customer Email] (Text) Exists

3. 3. Brevo - Contact Create or Update

   Email:

   [Customer Email]

   List(s):

   Your paying customers list

   Update if exists:

   Yes

Welcome emails convert best when they arrive right after signup and match what brought the person in. The tags let you send different sequences to visitors from search, social or a launch.

Steps

1. 1. Chartsy - New Signup

   Tracked Site:

   Leave blank for all sites

2. 2. Mailchimp - Add/Update Subscriber

   Audience:

   Your audience

   Subscriber Email:

   [Email]

   Tag(s):

   [Source], [Campaign]

   Update Existing:

   Yes

Note: For Brevo, use Contact Create or Update with [Email] and the list your welcome automation starts from.

Early on, it is useful to see every signup as it happens, with the campaign and page that brought it.

Steps

1. 1. Chartsy - New Signup

2. 2. Slack - Send Channel Message

   Message Text:

   [Summary] · landed on [Landing Page] · [Country]

A quick Monday read on which marketing channels are worth more time: visits, signups and new revenue against the week before, and where to focus next.

Steps

1. 1. Chartsy - New Weekly Growth Summary

   Channel:

   Source

2. 2. Slack - Send Channel Message

   Message Text:

   [Summary]

   Send as a bot?:

   Yes, Bot Name "Chartsy"

Note: For Microsoft Teams, use its Send Channel Message action with [Summary]. Pick Campaign or Content as the Channel to compare posts and campaigns instead of sources.

Revenue, MRR, new subscribers, churn, refunds and traffic for yesterday, compared with the day before and the 7-day average.

Steps

1. 1. Chartsy - New Daily Snapshot

2. 2. Slack - Send Channel Message

   Message Text:

   [Summary]

Note: To hear only about bad days, add a Filter by Zapier step before Slack: Revenue Change Vs Trailing Average Percent (Number) Less than -30.

Support answers faster and prioritizes better when it can see what a customer pays without leaving the help desk.

Steps

1. 1. Zendesk - New Ticket

2. 2. Chartsy - Find Customer

   Email:

   The ticket's Requester Email

3. 3. Zendesk - Add Comment to Ticket

   Ticket:

   The ticket ID from step 1

   Comment Body:

   Chartsy: [Summary]
   MRR [MRR] [Currency] · lifetime [Lifetime Revenue] · failed payments (30 days): [Failed Payments Last 30 Days]

   Public?:

   No

Note: Customers are matched by the email on the ticket. If nobody matches, turn on "continue if no search results" in the Find Customer step, or the Zap stops there.

Knowing that a message comes from a high-value customer changes how quickly and carefully you reply.

Steps

1. 1. Help Scout - New Conversation

2. 2. Chartsy - Find Customer

   Email:

   The conversation's Customer Email

3. 3. Help Scout - Add Note

   Conversation:

   The conversation ID from step 1

   Text:

   Chartsy: [Summary]

Note: Customers are matched by the email on the conversation.