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Aerion Zapier integrationAutomate Aerion with Zapier.

The Aerion Zapier integration gives you 7 triggers, 5 actions and 7 searches. Every trigger works by polling, Aerion is not a premium app, and the free plan is enough to start as long as your Zap stays at one trigger and one action.

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Overview

What the Aerion Zapier integration actually does

Aerion is an add-on for product management software that handles budgets, costs, team capacity and billing. Hooking it to Zapier means a Zap (an automation built on Zapier: one starting event, then one or more steps that run each time) can watch Aerion for new or changed records and write clients, contacts, projects, absences and documents back into it.

Three results people usually build first. A starter project for every signed client: New Client starts the Zap and Create or Update Project opens the project with the right status. A clean contact list: Find Client locates the account, then Create or Update Contact adds the person with a first and last name. Files that land on the right record: Upload Document attaches a file from an earlier step, or from a URL, to a project, a client or a user.

Now the limits. None of the 7 triggers is instant, so Zapier checks Aerion on a timer and nothing reaches you the second it happens. There is no delete action, so cleanup stays manual. And no search on this app can create the missing item for you: every lookup either finds something or stops.

If you are still choosing a platform, the Make vs Zapier and n8n vs Zapier comparisons lay out the trade-offs criterion by criterion. Zapier's own Aerion page was read in October 2026, on implementation CoffeeCupAppCLIAPI@1.1.1.

Vocabulary

The Zapier words you need, in one minute

Eight terms come back on every line of this page. Here they are in plain English.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in Aerion that starts the Zap, such as a new client or a changed time entry. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that creates, updates or uploads something for you in Aerion or another app.
Task
The unit Zapier bills. One task is one action that completed successfully, and your plan counts those each month.
Polling vs instant
Polling: Zapier asks the app for new items at a fixed interval. Instant: the app tells Zapier itself. Every Aerion trigger polls.
Filter
A step that lets the Zap continue only when the data meets your condition, and stops it quietly otherwise.
Search step
A step that looks up a record that already exists, like a client or a user, so the next steps can reuse what it found.
Connection
Your Aerion account linked to Zapier once, then reused by every step of every Zap that touches Aerion.
Cost

What an Aerion Zap really costs

Zapier bills completed actions, not checks. That changes how you design a Zap.

  • Free plan100 tasks a month, unlimited Zaps
  • Free plan Zap sizeTwo steps: one trigger, one action
  • Premium appNo, Aerion runs on the free plan
  • BilledEach successful action, never the trigger

The trigger never costs a task, however often Zapier polls Aerion. Each action that goes through counts once, so a Zap with three actions burns three times what a one-action Zap does, and an action that fails is not counted. Aerion works on the free plan: 100 tasks a month, unlimited Zaps, a check every 15 minutes, but only two steps. Add a filter, a search or a second action and you have a multi-step Zap, which needs a paid plan.

Connect

Connect your Aerion account in three steps

  1. 01

    Open the connections list

    In Zapier, open the Apps page of your account and click + Add connection. You only do this once: the connection is then reused by every Zap that talks to Aerion.

  2. 02

    Find Aerion and start the link

    Type Aerion in the search box of the dialog, pick it, then click Add connection. A new browser tab opens on the Aerion side so you can sign in with your usual account.

  3. 03

    Sign in and grant access

    Log in to Aerion in that tab and allow Zapier to use the account. You need an Aerion account, plus read or write access to any client or project you do not own and want the Zap to touch.

First Zap

Your first Zap: a project for every new Aerion client

GoalEach time a client lands in Aerion with an active status, open a matching project without retyping anything.

  1. 01

    Create the Zap and pick the trigger

    Click Create, choose Aerion as the starting app and New Client as the event. Select the connection you added a minute ago.

  2. 02

    Test the trigger on real data

    Run the test. Zapier brings back the three most recent clients of your account, so you map fields on a real record instead of a blank sample.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then set the field to watch, a text rule and the value. Text rules only work on text, so pick the right type or the filter never passes.

  4. 04

    Add Create or Update Project

    Pick Aerion again and Create or Update Project. Fill Status, then map the client from the trigger step into Client Id, and leave the project id empty: without it, Aerion creates a new project instead of editing one.

  5. 05

    Test, then publish

    Run the action once and check the new project in Aerion. Then click Publish. The filter makes this a multi-step Zap, so it needs a paid plan.

Triggers

Aerion triggers on Zapier

7 events start a Zap when something happens in Aerion. Zapier checks for them at the interval your plan allows.

1

New Client

Polling trigger

In Zapier“Triggers when a new client is created.”

Starts your Zap the first time a client record appears in Aerion. It ignores later edits to that client, which keeps onboarding steps from running twice.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a new customer should get a project, a welcome email or a row in your CRM without anyone copying their name across tools.
Watch out
clients that existed before you switched the Zap on are never picked up, so move your current list another way.
2

New Document

Polling trigger

In Zapier“Triggers when a new document is created.”

Fires when someone adds a document record in Aerion, whether it hangs off a project, a client or a user. It is the one to pick when the file itself is the news.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
your finance team wants a message in their chat each time a signed quote or a timesheet export lands on a project.
Watch out
a Zap that also runs Upload Document will create documents, and those new documents can start this same Zap again.
3

New Project

Polling trigger

In Zapier“Triggers when a new project is created.”

Picks up each new project in Aerion at Zapier's next check. Edits made afterwards do not count here; that is the job of the update trigger further down.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a delivery lead wants a kickoff task, a shared folder or a channel ready as soon as a project is opened for billing.
Watch out
super projects and their child projects are both projects, so a filter may be needed if only one level matters to you.
4

New Time Entry

Polling trigger

In Zapier“Triggers when a user creates a new time entry.”

Reacts when a team member logs time in Aerion. Each fresh entry starts one run, so a busy team generates a lot of runs over a week.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
you copy hours into a spreadsheet that feeds client reporting, or you warn a manager when time is booked on a sensitive project.
Watch out
every entry that reaches an action spends a task, so a filter is worth its place before the action on a free monthly budget of 100.
5

Updated Client

Polling trigger

In Zapier“Triggers when a client is updated or created.”

Watches client records for changes, and also for brand new clients, since Zapier's description covers creation as well. You get one run per change it sees.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a client switches status and your invoicing tool or CRM has to show the same thing without someone updating it by hand.
Watch out
pairing it with Create or Update Client on the same account sets off a loop, because the Zap edits what it watches.
6

Updated Project

Polling trigger

In Zapier“Triggers when a project is updated or created.”

Goes off when a project in Aerion is edited, and on creation too. It is the trigger to choose when a status change or a renamed project matters more than the birth of the record.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a project moves to closed and the account manager should hear about it, or a dashboard should drop it from the active list.
Watch out
since new projects also start it, add a filter if only real edits should go through.
7

Updated Time Entry

Polling trigger

In Zapier“Triggers when a user updates or creates a time entry.”

Catches time entries that someone corrects after logging them, as well as new ones. Use it when the final number of hours matters more than the first draft.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
your payroll or billing sheet must reflect the corrected hours, not the first figure typed in a hurry.
Watch out
running it next to New Time Entry on the same sheet writes each new entry twice, so pick one of the two.
Actions

Aerion actions on Zapier

Aerion gives you 5 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create or Update Absence

Action

In Zapier“Creates or updates an Absence, depending on if a absenceId is included.”

Books leave for a user in Aerion, or edits it when an absence id is passed. It asks for the absence type, the user, the range type and both dates. A one-day absence uses the same start and end date.

When to use it
a leave request approved in your HR tool should show up in Aerion without anyone booking it twice.
Watch out
calendars that end all-day events at midnight the next day add a day; tick Subtract one day from End Date.
2

Create or Update Client

Action

In Zapier“Creates or updates a client and a contact”

Adds a client to Aerion along with a contact, or edits one that is already there. Status is the only required field.

When to use it
a deal is won in your CRM and the customer should exist in Aerion before the first hour gets logged.
3

Create or Update Contact

Action

In Zapier“Creates or Updates a contact.”

Writes a person into Aerion under an existing client. It needs three things: a Client Id, a first name and a last name.

When to use it
a new stakeholder fills a form and should appear on the client card.
Watch out
without a known client, run Find Client first.
4

Create or Update Project

Action

In Zapier“Creates or updates a Project, depending on if a projectId is included”

Opens a new project, or edits one when you pass its project id. Status and Client Id are required. Set Is Super Project? to True only for a main project that will hold child projects.

When to use it
a signed quote should become a billable project without retyping.
5

Upload Document

Action

In Zapier“Creates a Document record attached to a project, client, or user, and uploads the supplied file to it.”

Attaches a file to a project, a client or a user, and creates the document record that holds it. You set the parent type, the parent id, a name of up to 255 characters and the file, from an earlier step or a URL.

When to use it
a signed contract arrives by email and belongs on the project it covers.
Watch out
leave Replace existing file with the same name off and every run adds a new copy.
Searches

Aerion searches on Zapier

7 search steps look for data that already exists in Aerion, so a later step can use it.

A search step looks for a record that already exists in Aerion and hands it to the steps after it. In the editor, searches sit at the bottom of the Action event list under SEARCH. Each one makes the Zap multi-step, so it needs a paid plan. Three settings decide what happens when the result is not the one you expected.

1

Find Absence

Search

In Zapier“Finds an absence”

Looks up an absence already booked in Aerion so the next step can work on that exact record.

When to use it
before calling Create or Update Absence, so a changed leave request edits the existing entry instead of booking it again.
2

Find Absence Type

Search

In Zapier“Finds an absence type”

Returns an absence type defined in your Aerion account, such as the kind of leave your team uses.

When to use it
Create or Update Absence demands an Absence Type Id, and this search fetches it so nobody has to hardcode an id in the Zap.
3

Find Client

Search

In Zapier“Finds a client.”

Fetches one client from Aerion and passes it to the following steps.

When to use it
the Zap starts outside Aerion, say from a form, and Create or Update Contact or Create or Update Project needs the Client Id of a customer you already have.
4

Find Contact

Search

In Zapier“Finds a Contact.”

Checks whether a person is already stored as a contact in Aerion.

When to use it
place it before Create or Update Contact when the same person can come in twice, so the Zap updates the existing contact rather than piling up duplicates on the client card.
5

Find Documents

Search

In Zapier“Find documents by id, or list all documents attached to a parent project / client / user.”

Finds documents by id, or lists every document attached to a given project, client or user.

When to use it
a closing Zap should collect all the files of a project at once. Pair it with the multiple-results setting set to pass all matches.
6

Find Project

Search

In Zapier“Finds a project.”

Pulls up an existing project so later steps can update it or attach something to it.

When to use it
a time entry or a document arrives and the Zap must reach the project behind it before calling Create or Update Project or Upload Document.
7

Find User

Search

In Zapier“Finds a User.”

Locates a member of your Aerion workspace.

When to use it
Create or Update Absence asks for a User Id, and the leave request comes from an HR tool that only knows the person, so this step bridges the two.

The three settings every search exposes

  1. Successful if no search results are found?
    Left as is, an empty search stops the Zap there and skips the steps that needed it. Switched on, the Zap carries on with nothing.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. None of the 7 Aerion searches offers it, so a missing record has to be created by its own action.
  3. If multiple search results are found?
    Three options: keep the first match, which is the default, stop the Zap, or pass every match on at once.
When it breaks

When an Aerion Zap breaks

Zapier has no help article tied to Aerion, so the failures below are the general ones that hit this app's setup most often.

All seven triggers poll, and three of the five actions write into records the triggers watch (clients, projects, documents). That combination explains most surprises. If a run fails and the cause is unclear, the Zapier troubleshooting guide walks through the usual checks.

  • The Zap ignores your existing data

    A Zap only reacts to what happens after it is switched on. Clients, projects and hours already in Aerion stay where they are; moving them is a separate job.

  • A loop that eats your tasks

    Updated Project plus Create or Update Project on the same account means each edit starts the Zap again. Add a filter or split the accounts.

  • A bulk import gets held back

    After a migration or a mass import, a trigger can return a huge batch at once. Zapier's flood protection can then hold those items back.

  • Nothing happens twice, on purpose

    Zapier remembers what a polling trigger has already seen, so the same client or time entry never starts the Zap a second time.

  • A required id is missing

    Contacts and projects need a Client Id, absences a User Id and an Absence Type Id. Without a search in front, the action has nothing to fill them with.

  • Duplicate documents pile up

    Upload Document creates a new document on every run unless Replace existing file with the same name is switched on.
Need help

Need help automating Aerion with Zapier?

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FAQ

Aerion Zapier integration: common questions

01Is the Aerion Zapier integration free?
Yes, for simple Zaps. Aerion is not a premium app, so it runs on the free plan, which gives 100 tasks a month and unlimited Zaps. The catch is size: a free Zap holds two steps, one trigger and one action. A Zap that sends each new Aerion client into a project fits. The moment you add a filter to keep only active clients, or a Find Client step, the Zap becomes multi-step and needs a paid plan.
02How many tasks does an Aerion Zap use?
One per successful action, per run. Polling Aerion costs nothing, and the trigger itself never counts. Take a Zap that starts on New Time Entry and writes each entry to a spreadsheet: twenty logged entries mean twenty tasks. Add a second action that posts a message and the same twenty entries cost forty. An action that fails is not counted. On the free plan, 100 tasks a month go quickly with a time entry trigger, so filter early.
03Is Aerion on Zapier real time?
No. All 7 Aerion triggers are polling triggers, which means Zapier asks Aerion for new items on a timer instead of Aerion reporting them. How often depends on the plan: every 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. On paid plans you can also run a check by hand from the editor. The type of trigger comes from Aerion's API and cannot be switched to instant from Zapier.
04What does it take to connect Aerion to Zapier?
An Aerion account you can sign in with, and access rights on whatever the Zap will touch. If a project or client belongs to someone else, your account needs read or write access to it, otherwise the step cannot see or change it. The connection itself is made once from the Apps page with Add connection, then a sign-in tab on the Aerion side. Every Zap that uses Aerion afterwards reuses it.
05Why does Updated Project fire on new projects too?
Because Zapier describes Updated Project as covering projects that are updated or created. The same goes for Updated Client and Updated Time Entry. If a Zap should only react to real edits, put a filter after the trigger. Watch the reverse case too: if that Zap then calls Create or Update Project on the same account, each edit it makes is a fresh update and starts the Zap again, which drains tasks fast.
06What if the Aerion operation you need is not there?
Then the Zap cannot do it directly. Aerion on Zapier offers 19 visible operations: 7 triggers, 5 actions and 7 searches. There is no delete action and no search that creates a missing record. Check whether a search followed by an action covers the case, for example Find Project then Upload Document. If not, the same job can be built on Make or n8n, or handed to people who build these flows every day.
07Zapier, Make or n8n for Aerion?
It depends on what weighs most for you. Zapier offers a ready connector with 19 operations and the simplest editor, but every trigger polls and a free Zap stops at two steps. Make and n8n each have their own way of building and billing. Before deciding, check what each one actually offers for Aerion on the exact operations you plan to use, and weigh how often your triggers need to check, how many steps your Zaps will hold and who will maintain them.
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