If you’re running any of your marketing in ActiveCampaign and using inside Billing Logix, and those two systems aren’t talking to each other… you’re creating yourself and creating manual work, increasing human error, and slowing down revenue.
This guide shows you how to connect ActiveCampaign → Billing Logix using Zapier, so new prospects automatically land in Billing Logix the moment they enter the right list.
Why this matters (the real cost)
Most gyms lose money in the handoff:
The lead opts in
Staff forgets (or delays) creating the prospect
Follow-up happens late
Billing setup gets pushed back
Automation removes the delay and creates consistency.
What you’ll need
ActiveCampaign account
Billing Logixaccount
Zapier account
The exact Zap we’re building
Trigger: ActiveCampaign → Contact Added to List
Action: Billing Logix→ Create Prospect
This is the cleanest “prospect intake” automation because it’s simple, reliable, and easy to scale across multiple programs (Adult BJJ, Kids, MMA, etc.).
Step 1: Create your ActiveCampaign “Prospect” list
Create (or choose) the list that represents a prospect who should exist in BillingLogix.
Example list naming that works well:
Prospect – Adult – BJJ
Prospect – Kids – BJJ
Prospect – MMA
Important: This trigger fires when a contact is added to a specific list through normal automations/forms. Zapier warns that adding contacts via CSV import may not trigger it.
Pro Tip: The less lists the better. Our preference is Prospect, Member, and Past Member. The rest of your mapping can be done using “Tags” to keep things clean and easily manageable.
Screenshot context: The ActiveCampaign trigger is set to Contact Added to List and the list selected is “Prospect – Adult – BJJ.”
Step 2: Build the Zapier trigger (ActiveCampaign)
In Zapier:
Create a new Zap
Choose ActiveCampaign
Trigger event: Contact Added to List
Select your list (example: Prospect – Adult – BJJ)
Test the trigger
Screenshot context: You should see the Zap flow on the left with:
1. ActiveCampaign — Contact Added to List
2. Billing Logix— Create Prospect
Step 3: Add the Billing Logix action (Create Prospect)
Now add step 2:
Choose BillingLogix
Action event: Create Prospect
Connect your Billing Logix account
Continue to field mapping
Step 4: Map fields (the “don’t mess this up” part)
These are the minimum fields you should map:
ActiveCampaign → BillingLogix
Email → Email Address
First Name → First Name
Last Name → Last Name
Phone → Phone Number
Then complete the BillingLogix-required dropdowns:
Primary Location (required)
Primary Program (required)
Screenshot context: In the Billing LogixCreate Prospect screen, you’ll see fields like:
Primary Location (required)
Primary Program (required) — example shown as Martial Arts
Email Address (required) mapped from Contact Email Address
First Name (required) mapped from Contact First Name
Last Name (required) mapped from Contact Last Name
Phone Number mapped from Contact Phone Number
Optional fields (if you collect them in Active Campaign):
Gender
Date of Birth (YYYY-MM-DD)
Mobile Phone
Pro tip: If you have multiple locations/programs, use Zapier Paths to route the correct Location/Program based on list name, tag, or a custom field.
Step 5: Add guardrails (Filters + Paths)
Filter (recommended)
Only continue if the contact is in the right list and has a valid email.
Paths (recommended for scaling)
Use Paths when you have multiple lists:
If List = Prospect – Adult – BJJ → Location A + Adult BJJ program
If List = Prospect – Kids – BJJ → Location A + Kids program
If List = Prospect – MMA → Location B + MMA program
This prevents staff from guessing and keeps reporting clean.
Step 6: Test like a real gym scenario
Add a test contact to the ActiveCampaign list
Run Zap test
Confirm in BillingLogix:
Prospect record created
Location and Program are correct
Email/phone/name are accurate
Do not skip this.
Advanced workflows (optional, but where the money is)
Once prospect creation is working, you can add automation layers:
Prospect created → Trigger a Billing Logix onboarding waiver to be signed
Missed appointment / no-show → Tag in ActiveCampaign + send reschedule SMS/email
Converted to member → Move to member list + stop promo sequences
Failed payment later → Trigger recovery sequence in ActiveCampaign
What this automation solves
Without automation:
Prospects fall through cracks
Staff delays creation
Revenue start dates get pushed back
Reporting gets messy
With automation:
Prospects are created instantly
Follow-up improves
Staff workload drops
You scale without chaos
Want help setting it up correctly?
If you want this built cleanly (including multi-location routing and program-specific logic), we can:
Review your ActiveCampaign lists/pipeline
Build your Zap + Paths properly
Audit your intake flow for hidden revenue leaks
