Add Keap contacts to a Scribeless campaign with Zapier
This guide uses Zapier as the connector, but the same workflow can be built in Make, Pipedream, n8n, or similar automation tools. The core pattern is: trigger from a Keap tag or opportunity milestone, then add the contact 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 any merge variables first. Zapier's Scribeless action adds recipients to an existing campaign; it does not create the campaign content for you.
What this automation does
When Keap records the right sales, onboarding, renewal, or customer success milestone, Zapier sends the contact and postal address details to Scribeless.
Use this for B2B workflows such as:
Sending an onboarding letter when an opportunity moves to closed won.
Sending a thank-you note the day after a completed demo or consultation.
Sending a renewal-date postcard before a key account reaches a decision point.
Sending a customer success note after a renewal or upsell trigger.
If your Scribeless campaign uses a QR code, you can also send scan activity back into Keap in a separate automation.
What you need
A Keap account connected to Zapier.
A Scribeless campaign that is ready to receive recipients.
Keap contacts with postal fields: first name, last name, address line 1, city, postal code, and country.
A Zapier account connected to both Keap and Scribeless.
A paid Zapier plan for filters, delays, or Paths.
Decide which event should trigger handwritten mail before you build the Zap. A campaign tag is usually best when Keap decides eligibility. An opportunity stage change is usually better for sales pipeline sends.
Recommended Zap structure
For a campaign-driven send, use a Keap tag trigger, optionally filter for the exact direct mail tag, then add the Scribeless Add Recipients action.
For an opportunity-driven send:
Trigger:
Keap- an opportunity is created or updated.Filter: continue only when the opportunity reaches the target stage.
Optional delay: wait until the next business day or a planned follow-up date.
Action:
Scribeless-Add Recipients.
If the Keap trigger does not include every mailing field, add a contact lookup or formatter step before Scribeless.
Build the Keap trigger
In Zapier, create a new Zap.
Set the trigger app to
Keap.Choose the event that matches your workflow: tag trigger for campaign eligibility, opportunity trigger for pipeline stages.
Connect or reconnect your Keap account.
Test the trigger so Zapier can load a recent contact or opportunity.
Use a test record that includes the contact name, company, owner, stage or tag, and postal address fields.
Add optional filters
Common B2B filters include:
Tag name equals
Closed won direct mail,Demo completed,Renewal due,Expansion opportunity, or another campaign-owned trigger.Opportunity stage equals your target sales, onboarding, renewal, or expansion milestone.
Contact type, lead source, owner, company size, account tier, or lifecycle status meets your send criteria.
Country is one Scribeless can mail to for the campaign.
Address fields are present.
Place the filter after the Keap trigger and before the Scribeless action.
Add an optional delay
Useful delay patterns include:
Wait until the next business day after a demo before sending a thank-you note.
Wait a few days after closed won so the welcome letter supports onboarding.
Wait until a renewal or expansion date.
Space out sends if a campaign applies tags in batches.
In Zapier, add Delay by Zapier after the trigger or filter, then choose the timing rule.
Add the Scribeless action
Add the final action step.
Choose
Scribeless.Set the action event to
Add Recipients.Connect your Scribeless account.
If you are in more than one Scribeless organization, choose the organization that has the campaign.
The Scribeless action should come after filters, delays, routing, or enrichment steps.
Map the fields
In the Scribeless Configure tab:
Choose the campaign in
Campaign ID.Map Keap's contact first name and last name to
First NameandLast Name.Map postal fields into
Address line 1,Address line 2, city, state or region, postal code, and country code.Map company name, opportunity title, owner, tag, stage, demo date, renewal date, or customer success owner if your campaign uses those merge variables.
Optionally map email or phone if your team uses them for reconciliation, tracking, or later reporting.
If a field does not appear, retest the Keap trigger with a record that includes data in that field. If address data is stored in a custom field, make sure the sample record has that field populated.
Send QR scan activity back to Keap
If your Scribeless note includes a QR code, create a separate automation for offline response signals. The Keap action is usually one of:
Create a task for the contact owner.
Update a contact intent field or last direct mail engagement date.
Add a tag that starts a Keap campaign branch.
Log activity on the contact.
Keep this as a separate Zap from the send workflow. The first Zap adds recipients to Scribeless; the second records the response signal in Keap.
Test and turn on
Test the Zap with a safe internal Keap contact or opportunity.
Confirm the recipient appears in the correct Scribeless campaign.
Check that name, address, company, opportunity context, and merge variables are complete.
Review your filter and delay logic.
Turn on the Zap once the test recipient looks correct.
For live workflows, monitor the first few Zap runs and Scribeless recipients.
Troubleshooting
The Keap event appears in Zapier but not in Scribeless
Check the Zap run history. Confirm the filter passed, the delay completed, and the Scribeless action points at the right organization and campaign.
Address fields are missing
Retest with a complete contact, add a lookup step, or sync postal fields into standard Keap address fields before the Scribeless action.
Every tag or opportunity update is triggering mail
Use a filter based on the exact tag, opportunity stage, owner, contact type, lifecycle status, account tier, renewal date, or country.
QR scan activity is not updating Keap
Confirm the QR scan trigger receives events, then confirm the Keap action updates the intended contact by a stable ID or email.