Third-Party Integrations

Connect Instafill.ai with popular no-code automation platforms for seamless workflow orchestration without writing code

Overview

Third-Party Integrations enable Instafill.ai to connect with leading workflow automation platforms—Make.com (formerly Integromat), Zapier, n8n, and Microsoft Power Automate—allowing users to build sophisticated multi-step automations without writing code. These integrations transform Instafill.ai from a standalone form-filling tool into a powerful component of your broader business workflow, automatically triggering form fills when specific events occur (new CRM lead, Airtable row, Google Form submission), passing filled forms to downstream systems (email, cloud storage, databases), and orchestrating complex multi-system processes with visual workflow builders.

Instead of manually copying data between systems or building custom API integrations from scratch, you can use drag-and-drop interfaces to connect Instafill.ai with 5,000+ applications including CRMs (Salesforce, HubSpot), databases (Airtable, MySQL), communication tools (Slack, Teams), cloud storage (Google Drive, Dropbox), and industry-specific platforms (QuickBooks, Shopify, ServiceNow). Whether you're automating client onboarding, compliance reporting, employee paperwork, or invoice generation, third-party integrations provide the glue connecting Instafill.ai to your existing tech stack.

These integrations support both simple workflows (Google Form submission → Fill PDF → Email result) and complex scenarios (CRM deal closes → Merge contract data → Fill legal forms → Send for e-signature → Store in SharePoint → Notify legal team → Update CRM status), all configured through intuitive visual builders with pre-built templates and no programming knowledge required.

Key Capabilities

  • Make.com (Integromat): Advanced visual workflow builder with 1,000+ app integrations
  • Zapier: Largest automation platform with 5,000+ app connections and easy setup
  • n8n: Open-source workflow automation for self-hosting and custom deployments
  • Microsoft Power Automate: Enterprise automation integrated with Microsoft 365 ecosystem
  • No-Code Setup: Connect apps using visual drag-and-drop interfaces
  • Pre-Built Templates: Start with ready-made workflow templates for common scenarios
  • Multi-Step Automation: Chain together 5, 10, or 50+ steps across multiple apps
  • Conditional Logic: Branching workflows based on data (if/then/else conditions)
  • Error Handling: Automatic retries, fallback actions, and error notifications
  • Scheduled Triggers: Run workflows on schedule (daily, weekly, monthly)
  • Real-Time Triggers: Instant execution when event occurs (new lead, form submission)
  • Data Transformation: Format, filter, and manipulate data between steps
  • Parallel Processing: Execute multiple actions simultaneously for efficiency

Supported Platforms

Make.com (formerly Integromat)

Best For: Advanced users needing complex workflows with sophisticated logic

Advantages:

  • Visual Routing: See data flow between modules visually
  • Advanced Logic: Complex conditional branching, loops, iterators
  • Error Handling: Granular error handling per module
  • Data Transformation: Built-in functions for data manipulation
  • Scenario Templates: 300+ pre-built automation templates

Integration Method: HTTP request module or Instafill.ai connector (if available)

Typical Use Cases:

  • Multi-system workflows (CRM → Instafill → DocuSign → Drive → Slack)
  • Batch processing with loops (process 100 forms nightly)
  • Complex data transformations before form filling

Pricing: Free tier: 1,000 operations/month; Paid plans from $9/month

Setup Guide: Connect Make.com and Instafill.ai

Zapier

Best For: Non-technical users wanting quick, simple automations

Advantages:

  • Ease of Use: Simplest setup of all platforms
  • Largest Ecosystem: 5,000+ app integrations (most of any platform)
  • Pre-Built Zaps: Thousands of ready-made automation templates
  • Multi-Step Zaps: Chain up to 100 steps (on higher plans)
  • Filtering: Built-in filters to control when zaps run

Integration Method: Webhooks or Instafill.ai app (if available in App Directory)

Typical Use Cases:

  • Simple automations (Google Form → Fill PDF → Email)
  • CRM integrations (Salesforce lead → Auto-fill contract)
  • E-commerce (Shopify order → Generate invoice)

Pricing: Free tier: 100 tasks/month; Paid plans from $20/month

Setup Guide: Connect Zapier and Instafill.ai

n8n

Best For: Technical users or companies needing self-hosted automation

Advantages:

  • Open Source: Free to use, modify, and self-host
  • Self-Hosted: Run on your own infrastructure (data never leaves your network)
  • Flexible: Combine visual builder with custom code (JavaScript)
  • No Usage Limits: Process unlimited workflows when self-hosted
  • Community: Active community creating custom nodes

Integration Method: HTTP Request node + Instafill.ai API

Typical Use Cases:

  • Enterprise deployments requiring data to stay on-premises
  • High-volume automation (millions of forms/month)
  • Custom workflows with proprietary logic

Pricing: Free (self-hosted); Cloud version $20/month

Setup Guide: Connect n8n and Instafill.ai

Microsoft Power Automate

Best For: Organizations already using Microsoft 365/Azure ecosystem

Advantages:

  • Microsoft Integration: Seamless with Office 365, SharePoint, Teams, Dynamics 365
  • Enterprise-Grade: SOC 2, HIPAA, GDPR compliant
  • Approval Workflows: Built-in approval processes
  • Desktop Automation: Robotic Process Automation (RPA) capabilities
  • Governance: Centralized admin controls for enterprise

Integration Method: HTTP connector + Instafill.ai API

Typical Use Cases:

  • SharePoint-triggered form filling (new list item → fill form → store in SharePoint)
  • Teams integration (Teams message → Trigger form fill → Post result to Teams)
  • Dynamics 365 workflows (opportunity closes → Generate contract)

Pricing: Included with Microsoft 365 (limited); Standalone from $15/user/month

Setup Guide: Connect Power Automate and Instafill.ai

How It Works

Integration Architecture

Data Flow:

  1. Trigger: Event in external system starts workflow
    • Example: New row added to Airtable
  2. Data Collection: Automation platform retrieves data from trigger source
    • Example: Gets customer name, address, order details from Airtable row
  3. Transformation (optional): Platform formats data for Instafill.ai
    • Example: Combines first + last name, formats address
  4. Instafill.ai API Call: Platform sends data to Instafill.ai via webhook or API
    • Example: POST request to /api/v1/forms/fill with form ID and data
  5. Form Processing: Instafill.ai fills form, returns filled PDF URL
  6. Downstream Actions: Platform performs subsequent actions with filled form
    • Example: Upload PDF to Google Drive, send email notification

Authentication:

All integrations require Instafill.ai API key:

  • Generate API key in Instafill.ai dashboard (Settings → API Keys)
  • Store API key in integration platform (secure storage)
  • Include in all API requests via Authorization: Bearer {api_key} header

Common Workflow Patterns

Pattern 1: Form Submission → Auto-Fill → Email

Example: Google Form submission automatically generates filled PDF and emails to respondent

Steps:

  1. Trigger: New Google Form response
  2. Action 1: Extract form data
  3. Action 2: Call Instafill.ai API to fill PDF
  4. Action 3: Email filled PDF to respondent

Use Case: Event registration forms, intake forms, surveys generating personalized certificates

Pattern 2: CRM Event → Multi-Document Generation

Example: Salesforce opportunity closes → Generate contract, invoice, onboarding forms

Steps:

  1. Trigger: Salesforce opportunity status = "Closed Won"
  2. Action 1: Retrieve customer data from Salesforce
  3. Action 2: Fill contract PDF with customer data (Instafill.ai)
  4. Action 3: Fill invoice PDF with order data (Instafill.ai)
  5. Action 4: Fill onboarding form with account data (Instafill.ai)
  6. Action 5: Create folder in Google Drive
  7. Action 6: Upload all 3 PDFs to folder
  8. Action 7: Send email to sales team with Drive folder link
  9. Action 8: Update Salesforce opportunity with document links

Use Case: Sales automation, client onboarding, multi-document workflows

Pattern 3: Scheduled Batch Processing

Example: Every night at midnight, process all day's orders and generate invoices

Steps:

  1. Trigger: Schedule (daily at 00:00)
  2. Action 1: Query database for orders created today
  3. Action 2: Loop through each order:
    • Extract order data
    • Call Instafill.ai to fill invoice PDF
    • Upload invoice to cloud storage
    • Mark order as "Invoice Generated"
  4. Action 3: Send summary email (X invoices generated)

Use Case: Nightly batch jobs, recurring report generation, bulk processing

Pattern 4: Approval Workflow

Example: Form filled → Submitted for manager approval → If approved, send for signature

Steps:

  1. Trigger: Form submission (webhook from web form)
  2. Action 1: Fill PDF with submitted data (Instafill.ai)
  3. Action 2: Send approval request to manager (email or Teams message)
  4. Condition: If approved:
    • Action 3A: Send PDF to DocuSign for e-signature
    • Action 3B: Notify applicant: "Your form has been approved and sent for signature"
  5. Condition: If rejected:
    • Action 3C: Notify applicant: "Your form requires corrections"

Use Case: Compliance workflows, expense approvals, contract reviews

Setup Guides

Make.com Setup

Step-by-Step: Connect Make.com and Instafill.ai

Prerequisites:

  • Make.com account (free tier sufficient for testing)
  • Instafill.ai account with API key

Steps:

  1. Create New Scenario in Make.com
  2. Add Trigger Module (example: Google Sheets → Watch Rows)
  3. Add HTTP Module → "Make a Request"
  4. Configure HTTP Module:
    • URL: https://api.instafill.ai/v1/forms/fill
    • Method: POST
    • Headers:
      • Authorization: Bearer YOUR_API_KEY_HERE
      • Content-Type: application/json
    • Body Type: Raw
    • Request Content: 
      {
  "form_id": "form_abc123",
  "data": {
    "name": "{{1.name}}",
    "address": "{{1.address}}",
    "email": "{{1.email}}"
  }
}
  5. Map Data Fields: Use Make.com's variable picker to map trigger data to Instafill.ai fields
  6. Add Response Handler (optional): Parse Instafill.ai response JSON
  7. Add Downstream Modules: Example: Google Drive → Upload File (use PDF URL from Instafill.ai response)
  8. Test Scenario: Run once to verify connection
  9. Activate Scenario: Turn on to run automatically

Example Scenario: Download Make.com Template (link to template if available)

Troubleshooting:

  • 401 Error: Check API key is correct
  • 400 Error: Validate JSON body format
  • Timeout: Increase timeout setting (forms can take 30-60 seconds to process)

Zapier Setup

Step-by-Step: Connect Zapier and Instafill.ai

Prerequisites:

  • Zapier account (free tier: 100 tasks/month)
  • Instafill.ai account with API key

Steps:

  1. Create New Zap in Zapier
  2. Choose Trigger App (example: "Google Forms" → "New Response")
  3. Connect Trigger: Follow prompts to connect Google Forms account
  4. Test Trigger: Zapier retrieves sample data
  5. Add Action: Search for "Webhooks by Zapier"
  6. Choose Action Event: "POST"
  7. Configure POST Request:
    • URL: https://api.instafill.ai/v1/forms/fill
    • Payload Type: JSON
    • Data: 
      {
  "form_id": "form_abc123",
  "data": {
    "name": "[Map from trigger]",
    "address": "[Map from trigger]",
    "email": "[Map from trigger]"
  }
}
    • Headers:
      • Authorization: Bearer YOUR_API_KEY
      • Content-Type: application/json
  8. Map Data Fields: Click in each field, select data from trigger step
  9. Test Action: Send test request, verify response
  10. Add More Actions (optional): Example: "Gmail" → "Send Email" with filled PDF
  11. Turn On Zap: Activate to run automatically

Pre-Built Zaps: Browse Instafill.ai Zap Templates (if available in Zapier App Directory)

Troubleshooting:

  • "Bad Request" Error: Check JSON syntax (common: missing comma, unmatched brackets)
  • No Response: Check Instafill.ai API endpoint URL is correct
  • Data Not Mapping: Ensure trigger step tested successfully before mapping

n8n Setup

Step-by-Step: Connect n8n and Instafill.ai

Prerequisites:

  • n8n instance (cloud or self-hosted)
  • Instafill.ai account with API key

Steps:

  1. Create New Workflow in n8n
  2. Add Trigger Node (example: "Webhook" for incoming HTTP requests)
  3. Add HTTP Request Node
  4. Configure HTTP Request Node:
    • Method: POST
    • URL: https://api.instafill.ai/v1/forms/fill
    • Authentication: Generic Credential Type
      • Name: Authorization
      • Value: Bearer YOUR_API_KEY
    • Body Content Type: JSON
    • Specify Body: Using Fields Below
    • Body Parameters:
      • form_id: form_abc123
      • data: {{ $json }} (passes webhook data directly)
  5. Add Data Transformation (optional): Use "Set" node to reformat data before Instafill.ai call
  6. Add Downstream Nodes: Example: "Google Drive" → Upload file using PDF URL from response
  7. Test Workflow: Execute workflow manually to verify
  8. Activate Workflow: Turn on to listen for triggers

Template Workflow: Import n8n Template (JSON export if available)

Self-Hosting Notes:

  • No external limits on workflow executions
  • Can process millions of forms/month
  • Recommended: 2 CPU, 4GB RAM minimum for production

Power Automate Setup

Step-by-Step: Connect Microsoft Power Automate and Instafill.ai

Prerequisites:

  • Microsoft 365 account with Power Automate access
  • Instafill.ai account with API key

Steps:

  1. Create New Flow in Power Automate
  2. Choose Trigger (example: "SharePoint" → "When an item is created")
  3. Connect Trigger: Select SharePoint site and list
  4. Add Action: "HTTP" (Premium connector)
  5. Configure HTTP Action:
    • Method: POST
    • URI: https://api.instafill.ai/v1/forms/fill
    • Headers: 
      {
  "Authorization": "Bearer YOUR_API_KEY",
  "Content-Type": "application/json"
}
    • Body: 
      {
  "form_id": "form_abc123",
  "data": {
    "name": "@{triggerBody()?['Title']}",
    "address": "@{triggerBody()?['Address']}"
  }
}
  6. Parse JSON (optional): Add "Parse JSON" action to extract PDF URL from response
  7. Add Downstream Actions: Example: "SharePoint" → "Create file" to store filled PDF
  8. Save and Test: Manually trigger flow to verify
  9. Turn On Flow: Activate for automatic execution

Microsoft Teams Integration: Add "Post message" action to notify Teams channel when form filled

Approval Workflow: Use "Start and wait for an approval" action between form fill and downstream actions

Use Cases

No-code integrations are most commonly used to bridge CRM, HR, and e-commerce systems with form generation. Sales teams trigger contract production the moment a Salesforce deal closes—delivering a signature-ready PDF to the customer within minutes—while HR departments auto-generate complete onboarding packets the instant a new hire record appears in Airtable or a similar database.

Benefits

  • No-Code Simplicity: Build automations without programming knowledge
  • Rapid Deployment: Set up workflows in hours, not weeks
  • Broad Connectivity: Connect to 5,000+ apps across ecosystems
  • Visual Workflow Design: See data flow and logic visually
  • Pre-Built Templates: Start from proven automation templates
  • Error Handling: Automatic retries and notifications when issues occur
  • Scalability: Handle 10 or 10,000 forms/month without code changes
  • Cost Efficiency: Eliminate custom development and maintenance costs
  • Flexibility: Modify workflows anytime without developer involvement
  • Audit Trail: Built-in logging in automation platforms
  • Team Collaboration: Share workflows with team members

Security & Privacy

API Key Security:

  • Storage: Integration platforms store API keys securely (encrypted)
  • Transmission: API keys sent over HTTPS only
  • Rotation: Regenerate API keys periodically in Instafill.ai dashboard

Data Flow:

  • Encryption: All data encrypted in transit (TLS 1.3)
  • Temporary Storage: Integration platforms may cache data temporarily (check platform's data retention policies)
  • GDPR Compliance: Ensure integration platform is GDPR-compliant if processing EU citizen data

Access Control:

  • Least Privilege: Create API keys with minimum required permissions
  • Workspace Isolation: API keys stored with workspaceId binding (via ApiKeyDb.cs) — cannot access resources outside their workspace regardless of the calling platform
  • All data accessed through automation platforms is scoped to workspaceId and protected via the shared JWT authentication middleware running in both the .NET and Python service layers
  • Audit Logging: All API calls logged in Instafill.ai (track which integration called which form)

Platform-Specific Notes:

  • Make.com: Data stored in EU (Frankfurt) or US (Virginia) regions
  • Zapier: Data stored in US (Virginia and Oregon)
  • n8n (self-hosted): Full control—data never leaves your infrastructure
  • Power Automate: Data residency follows Microsoft 365 tenant region

Common Questions

Which integration platform should I choose?

Decision Matrix:

Choose Zapier if:

  • You want the easiest setup with minimal learning curve
  • You need to connect to less common/niche apps (largest ecosystem)
  • Budget is moderate ($20-50/month acceptable)
  • Workflows are relatively simple (< 10 steps)

Choose Make.com if:

  • You need advanced workflow logic (complex conditionals, loops)
  • Visual data flow mapping is important to you
  • Budget is tighter ($9/month to start)
  • Workflows are complex but you're not technical enough for coding

Choose n8n if:

  • You need self-hosted solution (data stays on your servers)
  • You have high-volume needs (millions of operations/month)
  • You're technical and comfortable with some coding
  • Budget is very limited (self-hosted is free)

Choose Power Automate if:

  • You're already using Microsoft 365/Office 365
  • You need SharePoint, Teams, or Dynamics 365 integrations
  • Enterprise governance/compliance is critical
  • You want desktop automation (RPA) in addition to cloud workflows

Most Popular: Zapier (easiest for beginners) and Make.com (best value for advanced workflows)

Can I use multiple platforms simultaneously?

Yes, absolutely.

Common Scenarios:

  1. Different Workflows, Different Platforms:

    • Zapier: Simple workflows (Google Form → Fill PDF → Email)
    • Make.com: Complex workflows (CRM → Multi-form generation → DocuSign → Storage)

  2. Platform-Specific Integrations:

    • Power Automate: SharePoint and Teams integrations
    • Zapier: Other app integrations (Airtable, Salesforce, etc.)

  3. Production vs Development:

    • n8n (self-hosted): Production workflows (high volume)
    • Make.com: Testing and development (lower volume)

API Key Management:

  • Create separate API keys for each platform
  • Label keys: "Zapier - Sales Workflows," "Make - HR Onboarding," etc.
  • Revoke individual keys without affecting other integrations

No Conflicts: Multiple platforms can call Instafill.ai simultaneously without interference

What are the usage limits and costs?

Integration Platform Costs (Instafill.ai charges separate from these):

Platform Free Tier Paid Plans Notes
Make.com 1,000 ops/month $9/month (10K ops) Operation = single action
Zapier 100 tasks/month $20/month (750 tasks) Task = single action
n8n (self-hosted) Unlimited Free Infrastructure costs only
n8n (cloud) 5,000 executions/month $20/month (Unlimited) Execution = full workflow run
Power Automate 750 runs/user/month $15/user/month Included with M365 (limited)

Instafill.ai Costs:

  • Charged per form filled (same as direct API usage)
  • No additional fees for automation platform access
  • API calls count toward your Instafill.ai plan limits

Cost Optimization Tips:

  • Batch Processing: Process multiple forms in single workflow run (reduces platform charges)
  • Conditional Execution: Use filters to run workflows only when necessary
  • Scheduled Jobs: Run once daily instead of real-time for non-urgent tasks
How do I handle errors in automated workflows?

Error Handling Strategies:

1. Automatic Retries:

  • Most platforms: Configure retry logic (retry 3 times with 5-minute delays)
  • Handles temporary issues (network blips, API rate limits)

2. Error Notifications:

  • Send alert when workflow fails
  • Options: Email, Slack message, SMS
  • Include error details for troubleshooting

3. Fallback Actions:

  • Make.com: Add "Error Handler" route → Alternative actions if main path fails
  • Zapier: Add "Filter" to check if previous step succeeded before continuing
  • n8n: Use "Error Trigger" node to catch errors and execute fallback workflow

4. Data Logging:

  • Log failed attempts to spreadsheet
  • Manual review and retry later
  • Example: Failed form fills logged to Google Sheet for manual processing

Common Errors and Solutions:

Error Cause Solution
401 Unauthorized Invalid API key Verify API key is correct and active
400 Bad Request Malformed data Check JSON syntax, validate data format
429 Rate Limit Too many requests Add delays between API calls, use batching
504 Timeout Form processing slow Increase timeout setting (60s+), optimize form

Best Practice: Test workflows thoroughly before enabling automatic execution

Can I integrate with apps not listed here?

Yes, via API/Webhooks.

Methods:

  1. Direct API Integration (if app supports outgoing webhooks):

    • App sends webhook to Instafill.ai
    • No automation platform needed
    • Example: Cognito Forms, JotForm, Typeform (all support webhooks)
    • See: Webhook Integration

  2. Custom API Calls (via automation platforms):

    • Use HTTP/Webhook modules in Make.com/Zapier/n8n
    • Manually configure API call to custom app
    • Requires app to have API or webhook support

  3. Hybrid Approach:

    • Custom app → Zapier/Make.com → Instafill.ai → Custom app
    • Automation platform acts as middleware

Examples of Unsupported-but-Integratable Apps:

  • Internal company databases (MySQL, PostgreSQL)
  • Legacy ERP systems (via SOAP/REST APIs)
  • Custom-built applications (via webhooks)

Developer Option: For fully custom integrations, use Instafill.ai REST API directly

Related Features

layers

Batch Processing

Fill 100+ forms in 2 minutes from CSV/Excel data. Complete in minutes what takes hours manually. Aut...

webhook

Webhook Integration

Real-time event notifications via webhooks. Automate workflows by receiving instant notifications wh...

api

RESTful API

Complete REST API for form automation. Programmatic access to forms, sessions, batch jobs with JWT/A...

email

Email Integration

Fill forms by emailing documents. Forward emails to unique address, trigger form filling workflows, ...

Ready to get started?

Start automating your form filling process today with Instafill.ai

Try Instafill.ai View Pricing