Kitchfly + Zapier

Zapier connects Kitchfly to thousands of apps without coding: Google Sheets, Gmail, Mailchimp, Slack, Google Calendar and many more. You build rules like "when something happens in Kitchfly, do something in another app", and each rule is called a Zap.

Kitchfly notifies Zapier instantly, the moment the event happens.

Kitchfly on Zapier is in beta

For now the Kitchfly app on Zapier is invite-only. Email us at [email protected] and we'll send you the link. It works on both the Basic and Pro plans.

What you can use

Triggers (what starts the Zap):

In Zapier	Fires when	Key permission
Sale Closed	A sale is closed (paid)	Sales
New Online Order	An online order comes in	Online orders
New Customer	A new customer is added	Customers
Customer Opted In to Marketing	A customer opts in to promotions	Customers
New Catering Request	A catering request comes in	Catering
Catering Confirmed	A catering event is confirmed	Catering
Low Stock Ingredient	An ingredient drops below its minimum	Inventory
Shift Ended	Someone clocks out on the time clock	Team shifts

Searches (to use in a middle step):

• Find Customer: finds a customer by email or phone.
• Find Menu Item: finds an item by name and gives you its price and category.

For now Kitchfly on Zapier is read-only: it doesn't create or change anything in Kitchfly.

Connect Kitchfly

1. In Kitchfly, go to Settings → Integrations → API & webhooks and tap New key.
2. Name it Zapier and check only what your Zaps will use (for example, Sales and Customers). See API & webhooks.
3. Copy the key.
4. In Zapier, create a Zap, pick Kitchfly as the trigger app and, when asked for an account, paste the key.
5. The account shows up with your restaurant's name (and location). If you have several locations, connect each one with its own key.

One key for Zapier

Use a key just for Zapier. If you ever want to disconnect everything, revoke it and all your Kitchfly Zaps stop getting notices.

Ready-made recipes

1. Every sale to a Google Sheet

To keep your sales in a sheet your accountant can see.

1. Trigger: Kitchfly → Sale Closed.
2. Action: Google Sheets → Create Spreadsheet Row.
3. Set up a sheet with columns like Date, Order, Channel, Subtotal, Tax, Tip, Total, Payment method and map each field: Closed at, Order number, Channel, Subtotal, Tax, Tip, Total, Payment method.

2. Customers who opt in, to your email list

To send promotions only to people who agreed to get them.

1. Trigger: Kitchfly → Customer Opted In to Marketing.
2. Action: your email tool (for example, Mailchimp → Add/Update Subscriber).
3. Use Email as the email, Name as the name and, if you like, Birthday (MM-DD) to send birthday wishes.

3. Catering events on your calendar

So the whole team sees confirmed events.

1. Trigger: Kitchfly → Catering Confirmed.
2. Action: Google Calendar → Create Detailed Event.
3. Start: Event date and time. Title: the Code and Customer name. Description: Guests, Service (pickup or delivery), Delivery address, Notes and Balance.

4. Low-stock alert by email or text

So your purchasing lead knows even when they're not in Kitchfly.

1. Trigger: Kitchfly → Low Stock Ingredient.
2. Action: Gmail → Send Email (or SMS, Slack or WhatsApp, whatever you use).
3. Message: "Running low on Ingredient: Current stock Unit (minimum Minimum stock)".

5. Online orders to a team channel

1. Trigger: Kitchfly → New Online Order.
2. Action: Slack → Send Channel Message (or your team's messaging app).
3. Message: Order code, Customer name, Pickup time and Total.

6. Hours worked to a sheet for payroll

1. Trigger: Kitchfly → Shift Ended.
2. Action: Google Sheets → Create Spreadsheet Row.
3. Columns: Employee, Clock in, Clock out, Break minutes and Hours worked.

Troubleshooting

What happens	What to do
The Zap doesn't fire	Check the Zap is on. In Kitchfly, under API & webhooks → Log, see whether the notice went out and what Zapier replied.
"This API key doesn't have the … permission"	The key is missing that permission. Create a new key with it and reconnect the account in Zapier.
"Your Kitchfly API key is invalid or was revoked"	The key was revoked. Create another one and reconnect the account in Zapier.
The same data shows up twice	Make sure you don't have two identical Zaps turned on.

Each time a Zap runs, it counts as a task on your Zapier plan. Zapier's free plan has a monthly task limit; Kitchfly doesn't charge anything extra.

FAQ

Can I use Make or another tool instead of Zapier? Yes. With API & webhooks you can connect any tool that receives webhooks.

Does Zapier see card data? No. Kitchfly never sends card numbers; at most, the brand and last 4 digits.

How do I disconnect Zapier? Turn off or delete your Zaps in Zapier, or revoke the Zapier key in Kitchfly.

Still need help?Use the Support button inside Kitchfly (how) or email [email protected] with your restaurant name and a screenshot. We'll get back to you as soon as possible.