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Clientary Zapier integrationAutomate Clientary with Zapier.

The Clientary Zapier integration gives you 10 triggers and 6 actions, and no search step. Every trigger checks on a timer, it works on the free plan, and this page tells you what each event does, what it costs and where it breaks.

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Overview

What the Clientary Zapier integration actually does

It lets Zapier watch your Clientary account for new records (projects, clients, invoices, payments and more) and react to them, or write new records into Clientary when something happens elsewhere. You set the rule once, in a Zap (the automation you build on Zapier), and it runs on its own after that.

Three results people usually want. Projects that start with a checklist: New Project feeds Create Task, so the kickoff work exists before anyone remembers it. Leads that land without retyping: Create Lead drops an enquiry from your form tool straight into Clientary, with the lead name and contact name it insists on. Money that tells someone: New Payment or New Invoice can start a follow-up the moment Zapier spots them on its next check.

Now the limits, because the editor won't spell them out. None of the 10 triggers is instant: Zapier has to go and ask Clientary, so there is always a wait. There is no search step, so a Zap can't look up an existing client or project before acting. And every action creates something: nothing here updates, closes or deletes a record already in the account.

If you are weighing platforms, the Clientary Make integration covers the same app on Make, and Make vs Zapier puts the two side by side.

Vocabulary

Zapier words, in plain English

Seven terms you'll meet on this page and in the editor. Read them once, the rest of the page uses them as is.

Zap
One automation on Zapier: a single starting event, then one or more steps that run each time that event shows up.
Trigger
The event in an app that kicks the Zap off. Once the Zap is switched on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that writes a record, sends something or moves it for you.
Task
What Zapier bills you for: one action the Zap completes successfully. Your plan's allowance is counted in these.
Polling vs instant
A polling trigger is checked on a timer, Zapier asks the app what's new. An instant one is pushed by the app the moment it happens.
Filter
A step that lets the Zap carry on only when what arrived matches your condition, and quietly stops it otherwise.
Multi-step Zap
Any Zap with more than one trigger and one action. A second action or a filter makes it one, and it then needs a paid plan.
Cost

What a Clientary Zap costs you

Clientary isn't a premium app, so it works from the free plan. The bill is counted in tasks, and only successful actions count.

  • Trigger checksFree, never billed
  • Successful action1 task each
  • Free plan100 tasks a month, 2-step Zaps
  • Premium appNo, free plan works

The trigger never costs a task, however often Zapier checks. Each action that goes through costs one, so a Zap with two actions burns twice as much as a Zap with one. A failed action isn't counted. The free plan gives you 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger, one action. Add a filter or a second action and you need a paid plan. Plan this before you design the Zap: on the free plan, one Clientary event feeds exactly one action.

Connect

Connect Clientary to Zapier in three steps

  1. 01

    Open your connections

    In your Zapier account, go to the Apps page and click + Add connection. A connection is your Clientary account linked to Zapier once, then reused by every step that touches Clientary.

  2. 02

    Pick Clientary

    Type Clientary in the search box of the dialog, select it, then click Add connection. You need an existing Clientary account: Zapier doesn't create one for you.

  3. 03

    Sign in and grant access

    Log in to Clientary in the tab that opens and allow Zapier into the account. If the Zap will touch records you don't own, make sure that login can read them, or write them for the actions.

First Zap

Your first Zap: a kickoff and a wrap-up task for every new project

GoalEvery project you open in Clientary produces two tasks: one to start, one to close properly. Two actions, so this one needs a paid plan; on the free plan, keep the first task only.

  1. 01

    Build: pick the trigger

    Start a new Zap in Build. Choose Clientary as the app and New Project as the event, then select the connection you made above.

  2. 02

    Test the trigger

    Hit Test. Zapier pulls the three most recent projects from your account, so pick one: every field you map next comes from a real record.

  3. 03

    Add the kickoff task

    Add a Clientary step with Create Task. The Title is the only required field: write something like Kickoff and insert the project name from the trigger.

  4. 04

    Add the wrap-up task

    Add a second Create Task for the end of the job, for instance an internal review. Leave Completed unticked so the task stays open.

  5. 05

    Test, then publish

    Run Test on both actions and check the tasks really appeared in Clientary. Then click Publish: the Zap is on and reacts to the next project. If you want guided practice, there's a Zapier training.

Triggers

Clientary triggers on Zapier

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

1

New Contact

Polling trigger

In Zapier“An individual contact within Clientary.”

Fires when a person is added as a contact in your Clientary account, an individual person rather than a company record. It hands the Zap that contact so the next step can greet or file them.

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 adds a new project manager on their side, and you want that person to get a personal introduction task on your team.
Watch out
contacts that existed before you switched the Zap on are never picked up.
2

New Expense

Polling trigger

In Zapier“A new expense in Clientary.”

Starts the Zap each time someone logs a new expense in Clientary. Useful for anyone who wants spending to leave a trail outside the invoicing tool, for review or for a second pair of eyes.

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 studio lead wants a review task created whenever a freelancer on the team records a cost against a project.
Watch out
pairing it with the Expense action in the same Zap sets it off again on its own entry.
3

New Lead

Polling trigger

In Zapier“Triggered when a new lead is created in Clientary.”

Reacts when a lead is created in Clientary, whether you typed it in or another Zap wrote it.

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
an agency owner wants a call-back task for every enquiry, so no lead sits untouched in the pipeline over a busy week.
Watch out
never use it in a Zap whose action is Create Lead, or it loops on itself.
4

New Payment

Polling trigger

In Zapier“Triggers when a new payment is added to your Clientary account.”

Picks up each payment recorded against your Clientary account. It's the event that confirms money came in, as opposed to an invoice that was only sent.

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 consultant releases deliverables only once paid, and wants a task telling them to send the files as soon as the payment shows up.
Watch out
payments recorded during a bulk import can arrive in one big batch that Zapier may hold back.
5

New Project

Polling trigger

In Zapier“Triggered when a new project is created in Clientary.”

Goes off when a project is opened in Clientary. It's the natural starting point for any setup routine you repeat on every job.

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 web agency wants the same kickoff checklist on every new site build, without copying it by hand.
Watch out
projects you opened before publishing the Zap stay without their checklist; add those by hand.
6

New Staff

Polling trigger

In Zapier“Triggers when a new staff member is added!”

Notices when a new staff member is added to the Clientary account. Think of it as your onboarding signal: the moment someone joins the team inside the tool.

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
an office manager wants a setup task created for each new hire, covering access, time-tracking habits and the first project to join.
Watch out
adding several people at once can come through together on the same check.
7

New Task

Polling trigger

In Zapier“Triggers when a new task is added to your Clientary account.”

Catches every task added to your Clientary account, whoever created it, a teammate or another Zap.

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 team lead wants new tasks mirrored to the place where the team actually plans its week.
Watch out
this is the classic loop. Combine it with Create Task in one Zap and every task Zapier writes starts the Zap again, eating your tasks fast.
8

New Invoice

Polling trigger

In Zapier“A new invoice is created in Clientary.”

Spots invoices as they get created in Clientary. It tells you a bill was issued, not that it was paid: that's New Payment's job.

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
an accountant who works with you wants a follow-up task logged each time you bill a client.
Watch out
don't feed it into a Zap that uses Create Invoice, the new invoice would start the Zap again.
9

New Client

Polling trigger

In Zapier“Triggered when a new client is created in Clientary.”

Fires once per client company created in Clientary. It's the event to hang anything you do when a deal turns into an actual customer.

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 freelance designer wants a welcome task and a standard estimate prepared each time a new client is added.
Watch out
if another Zap creates clients with the Client action, this trigger sees those too, so check you aren't building a circle.
10

New Estimate

Polling trigger

In Zapier“Triggered when a new estimate is created in Clientary.”

Responds to each estimate created in Clientary. Estimates are the quotes that come before an invoice, so this sits right in the middle of your sales process.

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 small consultancy wants a reminder task to chase every quote it sends out.
Watch out
a Zap built on it must not use Create Estimate as its action, or it keeps firing on its own output.
Actions

Clientary actions on Zapier

Clientary gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Client

Action

In Zapier“Create a new client in Clientary.”

Adds a client company to Clientary. Only the Client Name is mandatory, so it's the lightest way to get a customer record in place.

When to use it
a contract gets signed in another tool and the customer should exist in Clientary before you bill them.
2

Expense

Action

In Zapier“Create a new expense in Clientary.”

Logs an expense in Clientary. The amount is the only required field, which makes it easy to fill from a receipt or a card notification.

When to use it
costs captured in another tool should land in Clientary so they sit next to your projects and invoices.
3

Create Estimate

Action

In Zapier“Creates an Estimate in Clientary.”

Creates an estimate with at least one priced line. It needs a currency code, a line description, a quantity and a price; taxable is optional.

When to use it
you sell a fixed package and want the standard quote ready the moment a client is added.
Watch out
the currency goes in as a standard code, such as USD.
4

Create Invoice

Action

In Zapier“Creates an Invoice in Clientary.”

Produces an invoice in Clientary. It asks the most of any action here: a currency code, an invoice date, a due date and one line with description, quantity and price.

When to use it
a booking confirmed in another app should become a bill without retyping amounts.
Watch out
a missing date stops the action, and a failed action isn't billed but isn't done either.
5

Create Lead

Action

In Zapier“Create a new lead in Clientary.”

Writes a fresh lead into Clientary from whatever started the Zap. Two fields are required: the lead's name and the name of the contact person.

When to use it
enquiries from your website form should reach Clientary without anyone copying them over.
6

Create Task

Action

In Zapier“Create a task inside Clientary.”

Puts a task into Clientary. A title is all it needs, and you can mark it completed straight away if you only want a record of something already done.

When to use it
any event in Clientary or elsewhere should turn into a to-do your team will see.
When it breaks

When a Clientary Zap breaks

Zapier doesn't attach any help article to Clientary, and no app-specific limit is documented. What goes wrong is the general behaviour of Zapier, and it shows up fast on an app with this many triggers.

Four situations account for the surprises. Check them before you assume the connection is broken, and keep Zapier troubleshooting at hand for the rest.

  • Old records never come through

    A Zap only reacts to what happens after you publish it. Clients, invoices or projects created earlier are ignored; moving that backlog is a separate job.

  • The Zap keeps firing on itself

    Write into what your trigger watches (New Task with Create Task, New Lead with Create Lead) and each run sets off the next one, draining your task count.

  • A big import gets held back

    When a trigger suddenly returns a huge batch, after an import or a migration, Zapier's flood protection can pause it rather than run everything.

  • An item never fires twice

    Zapier remembers what it has already seen on a polling trigger, so the same client, invoice or task never starts the Zap a second time.
Need help

Need help automating Clientary with Zapier?

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FAQ

Clientary Zapier integration: questions people ask

01Is the Clientary Zapier integration free?
Yes, you can use it on Zapier's free plan, because Clientary isn't a premium app. The free plan gives you 100 tasks a month and as many Zaps as you like. The catch is size: each Zap on the free plan is limited to two steps, one trigger and one action. A second action or a filter turns it into a multi-step Zap, and that needs a paid plan. You also need your own Clientary account, which Zapier doesn't provide.
02How many tasks does a Clientary Zap use?
One task per successful action, and nothing else. The trigger costs nothing, however many times Zapier checks Clientary for new records. A Zap with one Create Task action costs one task per run; a Zap with two actions costs two per run, three actions three. If an action fails, for instance because Create Invoice was missing its due date, that run isn't counted. A few apps elsewhere charge more than one task per action, so check before mixing them in.
03Does Clientary trigger Zaps in real time?
No. All 10 Clientary triggers are polling triggers: Zapier asks Clientary for new records at a fixed interval. That interval depends on your plan, every 15 minutes on Free, every 2 minutes on Professional and every minute on Team and Enterprise. On paid plans you can change how often it checks and run a check by hand from the editor. None of these triggers is instant, and you can't switch a trigger to instant from Zapier.
04What do you need to connect Clientary to Zapier?
An active Clientary account you can log in to, and enough rights on the records the Zap will touch. The connection is made once from the Apps page in Zapier, with Add connection, then signing in to Clientary and granting access. For records you don't own, the login you use must be able to read them for triggers and write them for actions. After that, every Clientary step in every Zap reuses the same connection.
05Why does your Clientary Zap keep running over and over?
Because the action writes the same kind of record the trigger watches. New Task combined with Create Task, New Lead with Create Lead, New Invoice with Create Invoice or New Estimate with Create Estimate: each record the Zap creates is new, so the trigger picks it up and starts the Zap again. Every loop eats tasks. Split the work so the trigger and the action never point at the same type, or switch the Zap off as soon as you see it.
06What if the Clientary action you're after isn't available?
Then Zapier can't do it for Clientary today. The list on this page is everything visible in the editor: 10 triggers, 6 actions, no search and no step that edits or deletes an existing record. This list was read on 2026-10-01, version RoninCLIAPI@1.7.0. If the action you're after isn't there, you can rethink the flow around what exists, for instance creating a task for a human rather than updating a record, or look at another platform.
07Zapier, Make or n8n for Clientary?
Decide on criteria, not on reputation. First, check that the trigger and action you need exist on the platform for Clientary: on Zapier, that's the 10 triggers and 6 actions listed here. Second, look at how you'll be billed: Zapier counts one task per successful action. Third, consider who maintains the Zap and how comfortable they are in each editor. Comparing those three points for your own flow tells you more than any general ranking.
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