This guide uses Zapier as the connector, but the same workflow can be built in Make, Pipedream, n8n, or a similar automation tool. The core pattern is: trigger from a Capsule opportunity or customer milestone, then add the person or organisation as a recipient in Scribeless.

Before you build the Zap, create the campaign in Scribeless. Choose the note design, handwriting style, message, QR code, and merge variables first. Zapier's Scribeless action adds recipients to an existing campaign; it does not create the campaign content for you.

When a Capsule opportunity reaches the right milestone, Zapier sends the contact, organisation, postal address, and opportunity context to Scribeless.

Use this for B2B workflows such as closed-won onboarding letters, next-day demo thank-you notes, renewal-date postcards, or customer success notes after a renewal, expansion, or upsell trigger.

If your Scribeless campaign uses a QR code, you can send scan activity back into Capsule in a separate automation. A scan can create an owner task, update a contact note, add intent context, or branch a follow-up workflow.

Capsule can store address and relationship data on contacts and organisations, while the send trigger may come from an opportunity. Decide which record is the source of truth for the mailing address before you map Scribeless.

For higher-control workflows, add a filter, delay, lookup, or enrichment step before Scribeless when the trigger payload needs qualification or extra address data.

Use a test opportunity that includes the person, organisation, owner, milestone, expected close date, and address fields you expect to map into Scribeless.

Capsule's Zapier integration guide

Add a filter if only some Capsule opportunity events should trigger handwritten mail. Common filters include opportunity milestone, pipeline, team, owner, account tier, value, expected close date, renewal date, customer segment, country, and required address fields.

Place the filter after the Capsule trigger and before the Scribeless action. If the filter does not pass, Zapier stops the run.

Zapier's filter guide

Add a delay when the handwritten note should arrive after the milestone rather than immediately. Common patterns include waiting until the next business day after a demo, a few days after closed won, a renewal date, or a spacing window when multiple updates happen at once.

Zapier's delay guide

The Scribeless action should come after any filters, delays, routing, or enrichment steps that decide whether the Capsule contact should receive mail. Keep the campaign-first sequence clear: build and approve the campaign in Scribeless, then use Zapier to add qualified Capsule recipients.

In the Scribeless Configure tab, choose the campaign in Campaign ID, then map Capsule's first name, last name, postal address, city, state or region, postal code, and country code. Add organisation name, opportunity name, owner, pipeline, milestone, close date, renewal date, demo date, or customer success owner if your campaign uses those merge variables. Optionally map email or phone for reconciliation and reporting.

If a field does not appear in the picker, retest the Capsule trigger with an opportunity that includes data in that field. If Capsule stores address data on the related person or organisation, add a lookup step before Scribeless and map the address from that step.

Zapier's field mapping guide

If your Scribeless note includes a QR code, create a separate automation for offline response signals. In Capsule, the destination action is usually to create an owner task, add a note to the person, organisation, or opportunity, update a custom field such as Last direct mail QR scan date, or branch follow-up based on scan date, campaign, account tier, or owner.

Keep this as a separate Zap from the send workflow. The first Zap adds recipients to Scribeless; the second Zap records the response signal back in Capsule.

Scribeless QR code tracking guide

Test the Zap with a safe internal Capsule opportunity. Confirm the recipient appears in the correct Scribeless campaign, then check that the name, address, company, opportunity context, and merge variables are complete. Review filter or delay logic before turning on the Zap.

For live workflows, monitor the first few Zap runs and Scribeless recipients, especially when address data comes from related records or custom fields.