Resources · Zapier integration

Clockodo Zapier integrationAutomate Clockodo with Zapier.

The Clockodo Zapier integration gives you 17 triggers and 14 actions, with no search step. Every trigger is instant, so a new customer, project or time entry starts your Zap right away, even on the free plan, with no timer in between.

See the 31 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the Clockodo Zapier integration actually does

Clockodo is where your team logs hours against customers, projects and services. Zapier is the tool that watches it for you: when something changes in Clockodo, a Zap reacts and writes the next record without anyone opening the timesheet. Here, both directions exist: 17 events to listen to and 14 records you can create or edit.

Three results people usually build first. A ready-to-bill project for every new client: Customer Created fires, Create Project opens the job under that customer, and nobody books hours to the wrong place. A clean structure for agencies: Project Created hands the new project to Create Subproject, so phases like discovery and delivery exist before the first timer starts. An onboarding trail for staff: User Created can feed a welcome sequence in another tool, while Update User keeps names and status right when HR changes something.

Now the limits, because they matter as much as the list. The integration has no search step, so a Zap can never look up an existing customer or project by name. Every update action asks for the record's id, which means the id has to come from an earlier step of the same Zap, usually the trigger.

If you are weighing other tools, the Clockodo Make integration covers the same app from the other side, and our Make vs Zapier comparison sets out the criteria.

Vocabulary

Zapier words, in plain English

Seven words come back on every line of this page. Here they are once, so the rest reads easily.

Zap
An automation you build on Zapier: one trigger, then one or more actions that run each time that event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier sits and waits for it to happen.
Action
What the Zap does after it starts: the step that creates, edits or sends something on your behalf.
Task
The unit Zapier bills. One task is one action your Zap completed successfully; your plan counts those.
Instant vs polling trigger
An instant trigger is reported by the app the moment it happens. A polling trigger is checked by Zapier on a timer.
Filter
A step that lets the Zap continue only when the incoming data matches your condition, and stops it otherwise.
Connection
Your Clockodo account linked to Zapier once, then reused by every step of every Zap that touches Clockodo.
Cost

What a Clockodo Zap really costs

Clockodo is not a premium app, so it works from the free plan. The bill is counted in tasks, and only finished actions count.

  • Free plan100 tasks a month, unlimited Zaps
  • Free plan Zap size2 steps: one trigger, one action
  • Clockodo triggers17, all instant
  • Premium appNo

The trigger never costs a task, however many entries your team starts. Each action that succeeds counts once, so a Zap with three actions eats three times more than a Zap with one. An action that fails is not counted. The free plan stops at two steps: one trigger and one action. Add a second action or a filter and it becomes a multi-step Zap, which needs a paid plan. On a busy team, that limit matters more than the task count.

Connect

Connect your Clockodo account in 3 steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need an existing Clockodo account, plus rights on any customer or project you do not own and want the Zap to touch.

  2. 02

    Pick Clockodo

    Type Clockodo in the search box of the dialog and select it. Then click Add connection to open the Clockodo sign-in in a new tab. Make sure you pick the account your team actually logs time in.

  3. 03

    Sign in and grant access

    Log in to Clockodo in that tab and allow Zapier to use the account. From then on, every Zap step that uses Clockodo reuses this one connection, so you only do it once.

First Zap

Your first Clockodo Zap: one customer, one project, one phase

GoalEach new customer gets a billable project and a first subproject, ready before anyone logs time.

  1. 01

    Build the trigger

    Create a Zap, choose Clockodo as the app and Customer Created as the event. Select your Clockodo connection. Because the trigger is instant, the Zap will not wait for any timer.

  2. 02

    Test with a real customer

    Click test. Zapier brings back the three most recent customers of your account. Pick one, so the next steps are mapped on real values rather than empty placeholders.

  3. 03

    Add Create Project

    Add Clockodo again, event Create Project. Type a project name and map the customer id coming from the trigger into Customers id. That single mapping is what ties the project to the right client.

  4. 04

    Add Create Subproject

    Add a third step with Create Subproject. Map the project id returned by step two into Projects id and name the phase. This third step makes it a multi-step Zap, so it needs a paid plan.

  5. 05

    Test, then Publish

    Test each action and check the records in Clockodo. When both look right, click Publish to switch the Zap on. It only reacts to customers created from that moment on.

Triggers

The 17 Clockodo triggers

17 events start a Zap when something happens in Clockodo, and 17 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Project Completed

Instant trigger

In Zapier“Triggers when a project is completed.”

Fires once a project is marked as done in Clockodo, which makes it the natural end-of-job signal for whatever follows: invoicing, a feedback request, an archive step.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a consultancy that wants the account manager warned the minute a fixed-scope engagement closes, so the final invoice goes out the same day.
Watch out
only completion counts here; a project that is simply edited goes through Project Updated instead.
2

Absence Created

Instant trigger

In Zapier“Triggers when an absence is created.”

Starts the Zap whenever someone records time off in Clockodo, whether it is a holiday, a sick day or another absence type your account uses.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a studio manager who needs the shared planning tool to show that a designer is off before anyone books them on a client call.
Watch out
if the absence is changed later, this trigger stays quiet; Absence Updated catches that.
3

Customer Created

Instant trigger

In Zapier“Triggers when a customer is created.”

Each new client added in Clockodo sets the Zap off, which is the cleanest place to hang the setup work every account needs before hours can be logged.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an IT services firm that opens a default support project for every new client, so technicians always have somewhere to book their time.
Watch out
a Zap that creates customers itself would set this trigger off again, so keep the two apart.
4

Entry Created

Instant trigger

In Zapier“Triggers when an entry is created.”

Any new time entry recorded in Clockodo hands its details to the Zap. Think of it as the raw feed of what your team has worked on.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a freelancer who copies every logged block into a client-facing report, so the client sees progress without asking.
Watch out
on a busy team this fires a lot, and each action it runs costs a task, so add a filter early.
5

Project Created

Instant trigger

In Zapier“Triggers when a project is created.”

A project appearing in Clockodo is your cue to build what sits around it: subprojects, a channel in your chat tool, a folder in your file storage.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a web agency that gives every new build the same set of phases, so estimates and actuals can be compared phase by phase.
Watch out
projects created by another Zap also fire this trigger, so check for loops before you publish.
6

Service Created

Instant trigger

In Zapier“Triggers when a service is created.”

Services are the kinds of work you bill, such as design or consulting. When a new one is added, this trigger passes it to the rest of your Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an operations lead who keeps the price list in the quoting tool aligned with the services the team can actually log time against.
Watch out
a Zap that runs Create Service would set this trigger off again, so keep the two apart.
7

Subproject Created

Instant trigger

In Zapier“Triggers when a subproject is created.”

Fires when a project gets a new subproject, the finer level many teams use for phases, sprints or work packages inside one job.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a product team that mirrors each new sprint subproject as a milestone in its task manager, so the two never drift apart.
Watch out
if your Zap creates subprojects too, avoid pointing it back at this trigger.
8

User Created

Instant trigger

In Zapier“Triggers when a user is created.”

When a new person gets a Clockodo seat, the Zap receives that user and can start the rest of the onboarding without a manual handover.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an HR coordinator who wants every new hire added to the welcome checklist the moment they appear in the timesheet tool.
Watch out
reactivating an existing user is an update, not a creation, so this trigger does not catch it.
9

Entry Started

Instant trigger

In Zapier“Triggers when an entry is started.”

Unlike Entry Created, this one reacts as soon as someone presses start on a timer, before the work is done or the duration is known.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a support desk that switches an agent's status to busy in its chat tool the second they start the clock on a ticket.
Watch out
there is no end time yet at this point, so do not map one into a later step.
10

Entry Stopped

Instant trigger

In Zapier“Triggers when an entry is stopped.”

Pairs with Entry Started: the Zap runs when a running timer is stopped, so the entry now has its finished length.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
the same support desk setting the agent back to available, and posting the time spent on the ticket in the helpdesk.
Watch out
it reacts to the stop only; for the start of the same timer, use Entry Started.
11

Absence Updated

Instant trigger

In Zapier“Triggers when an absence is updated.”

Catches changes to a leave request that already exists, such as new dates or a half day added, so downstream calendars stay true.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a small agency that keeps a shared team calendar in step when someone shortens a holiday and comes back early.
Watch out
a Zap that runs Update Absence would trip this trigger again, which loops and burns tasks.
12

Customer Updated

Instant trigger

In Zapier“Triggers when a customer is updated.”

Reacts when a client record is edited, for example when it is set to inactive or its default billing setting changes.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a finance team that wants the CRM told when a customer is switched off in Clockodo, so sales stops chasing an account the team no longer serves.
Watch out
any edit fires it, so a filter on the field you care about saves tasks.
13

Entry Updated

Instant trigger

In Zapier“Triggers when an entry is updated.”

Runs each time a logged entry is corrected: a moved start time, a different customer, a billable flag switched on or off.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a bookkeeper who keeps a copy of billable hours elsewhere and needs those corrections to reach that copy too.
Watch out
pairing this trigger with Update Entry in the same Zap sets it off again and again.
14

Project Updated

Instant trigger

In Zapier“Triggers when a project is updated.”

Picks up edits to an existing project, such as a budget that moves or a project switched between active and inactive.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a project lead who wants a note in the team channel whenever someone raises or cuts the budget of an ongoing job.
Watch out
for the end of a project, Project Completed is the more precise signal.
15

Service Updated

Instant trigger

In Zapier“Triggers when a service is updated.”

Tells your Zap that a service changed, typically a rename or a service set to inactive.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
keeping a quoting template in line when the team retires a service it no longer sells.
Watch out
running Update Service from the same Zap would set this trigger off again.
16

Subproject Updated

Instant trigger

In Zapier“Triggers when a subproject is updated.”

Watches the subproject level for edits, such as a budget adjusted on one phase or a billing default changed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a delivery manager who wants an alert when the budget of a single phase moves, without hearing about every other project edit.
Watch out
changes at project level do not reach this trigger; Project Updated handles those.
17

User Updated

Instant trigger

In Zapier“Triggers when a user is updated.”

Fires when someone's Clockodo profile changes: a name corrected, a role adjusted, or the account switched to inactive when a person leaves.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an office manager who starts the offboarding checklist as soon as a leaver is deactivated in the time tracker.
Watch out
a Zap built on Update User can fire this trigger again, so never chain the two.
Actions

The 14 Clockodo actions

Clockodo gives you 14 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Absence

Action

In Zapier“Creates a new absence.”

Books time off from a start date and an absence type, with optional half-day and sick-note markers.

When to use it
leave approved in an HR form is copied into Clockodo, so the timesheet knows who is away.
Watch out
the start date and the type are both required, so a form without them fails.
2

Create Customer

Action

In Zapier“Creates a new customer.”

Adds a client to Clockodo with just a name, plus optional active and billable defaults.

When to use it
a deal marked as won in your CRM opens the matching customer, so the team can log time from day one.
3

Create Entry

Action

In Zapier“Creates a new entry.”

Writes a finished time entry, with a start, an end, a customer and a billable flag, all required.

When to use it
meetings from a booking tool land in the timesheet without anyone retyping them.
Watch out
four fields are mandatory, so a source missing the end time will make the step fail.
4

Create Project

Action

In Zapier“Creates a new project.”

Opens a project under an existing customer. It needs a name and the customer id, and can carry a budget from the start.

When to use it
signed proposals turning into a project with the agreed budget already set.
Watch out
without a customer id from an earlier step, the action cannot run.
5

Create Service

Action

In Zapier“Creates a new service.”

Registers a new kind of billable work, defined by a name and an active switch.

When to use it
a new product line added in your catalog also becomes a service people can log hours against.
Watch out
a service created this way also sets off Service Created, so never point that trigger at this action.
6

Create Subproject

Action

In Zapier“Creates a new subproject.”

Splits a project into a smaller unit. Give it the parent project id and a name.

When to use it
every new website project automatically gets its design, build and launch phases.
Watch out
the parent project id has to come from the trigger or a previous Create Project step.
7

Create User

Action

In Zapier“Creates a new user.”

Gives a new person a Clockodo account. Email, role, first name and last name are all required.

When to use it
a new hire record in your HR tool creates their time tracking seat on arrival.
Watch out
the connected account must be allowed to manage users.
8

Update Absence

Action

In Zapier“Updates absence.”

Edits a booked absence from its id, for instance to mark it as a half day or attach the sick-note flag.

When to use it
a doctor's note received through a form updates the matching sick day.
Watch out
the absence id is required and has to come from an earlier step.
9

Update Customer

Action

In Zapier“Updates customer.”

Edits an existing client by its id, typically to switch it to inactive or change its billable default.

When to use it
a contract marked as ended elsewhere deactivates the matching client in Clockodo.
Watch out
the customer id must come from an earlier step of the Zap.
10

Update Entry

Action

In Zapier“Updates entry.”

Rewrites an existing entry. The id, the start and the end are all required, even when only one of them changes.

When to use it
rounding entries to your billing increment right after they are logged.
Watch out
never pair it with Entry Updated as the trigger of the same Zap.
11

Update Project

Action

In Zapier“Updates project.”

Changes a project you already have, through its id: active status, billable default, or any of the budget settings.

When to use it
an approved change request raises the project budget without a manual edit.
Watch out
without a search step, the id must come from the trigger.
12

Update Service

Action

In Zapier“Updates service.”

Edits a service by its id, with the active switch as the main lever.

When to use it
retiring an offer in your catalog switches the matching service off in Clockodo too.
Watch out
without the service id from the trigger, the step has nothing to edit.
13

Update Subproject

Action

In Zapier“Updates subproject.”

Adjusts a subproject from its id, mostly its billable default or its budget.

When to use it
when a client approves extra work on one phase, the budget of that phase follows.
Watch out
the subproject id has to come from the trigger, since no search step exists.
14

Update User

Action

In Zapier“Updates user.”

Changes a user by id. First name and last name are required on every run, plus an optional active switch.

When to use it
a departure logged in your HR system deactivates the matching Clockodo seat.
Watch out
map both names every time, or the step stops.
When it breaks

When a Clockodo Zap breaks

Zapier links no help article to Clockodo, so the traps below are the general ones. They still hit time tracking Zaps hard, because entries pile up fast.

Most of them only show once the Zap meets real volume. If you get stuck, our Zapier troubleshooting page is the next stop.

  • Old records are never picked up

    A Zap only reacts to what happens after you publish it. Customers and entries that existed before stay where they are; moving that backlog is a separate job.

  • A Zap that triggers itself

    Entry Updated plus Update Entry, or Customer Updated plus Update Customer: the action fires the trigger again, the loop repeats and the task count drains fast.

  • Bulk imports get held back

    Importing a year of timesheets or a full client list can send a sudden flood of events, and Zapier's flood protection may hold that batch back.

  • Update actions with no id

    Every update needs the record id, and there is no search step to find it. If the trigger does not carry that id, the action has nothing to update.
Need help

Need help automating Clockodo with Zapier?

A person reads every message.

FAQ

Clockodo Zapier integration: common questions

01Is the Clockodo Zapier integration free?
Yes, it works on the free plan, because Clockodo is not a premium app. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. As soon as you add a second Clockodo action, for instance a subproject after the project, or a filter, the Zap becomes multi-step and you need a paid plan. No subscription price is quoted here on purpose, since plan prices change often.
02How many tasks does a Clockodo Zap use?
One task per action that completes, and nothing for the trigger. A Zap that creates a project for each new customer costs one task per customer. Add Create Subproject after it and the same customer costs two. Actions that fail are not counted, and Zapier listening for new entries costs nothing however busy your team is. The real risk is Entry Created on a large team: every logged entry runs the action, so filter before you scale.
03Are Clockodo triggers real time?
Yes. All 17 Clockodo triggers are instant: Clockodo tells Zapier as soon as the event happens, so the Zap starts right away whatever your plan. The polling grid of 15 minutes on the free plan or 2 on Professional only applies to triggers Zapier has to check on a timer, and Clockodo has none of those. In the editor, a Zap built on an instant trigger shows a lightning bolt, which is a quick way to confirm it.
04What does it take to connect Clockodo to Zapier?
A Clockodo account, and rights on anything you want the Zap to touch that you do not own yourself. The connection happens once from the Apps page of Zapier with + Add connection, then a sign-in to Clockodo and an access grant. Pick the account carefully: Create User needs a role and Create Entry needs a customer id, so connect an account that can manage users and sees those customers from the start.
05Why does a Clockodo update action ask for an id?
Because every update action edits one precise record, and the integration has no search step to find it by name. The id has to come from an earlier step of the same Zap. In practice, that means the trigger: Customer Updated hands over the customer id that Update Customer then needs. Some update actions also require other fields on every run, such as start and end for Update Entry or both names for Update User.
06What if the Clockodo operation you need is missing?
Then the Zapier integration cannot do it directly. There is, for example, no way to look up an existing record by name. Options are to rethink the Zap around the 17 triggers and 14 actions that exist, to handle that part in another tool, or to ask a specialist to assess whether another platform covers the gap for your case. Whatever you pick, test the result on a real record first.
07Zapier, Make or n8n for Clockodo?
It depends on your criteria rather than on a winner. Zapier fits if you want instant triggers ready to use and a short setup, and you can live with no search step. Compare the platforms on three criteria: which Clockodo operations each one offers, how it bills a run, and who on your team will maintain the automation. Check those for Clockodo specifically before deciding. A short test Zap on each side settles most doubts quickly.
Same platform

Other docs you might need on this stack.

Browse all integrations