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Easy Project Zapier integrationAutomate Easy Project with Zapier.

The Easy Project Zapier integration offers 4 triggers, 8 actions and 2 searches. One trigger is instant, the other three wait for your plan's interval, and the app works on the free plan. Here is what each step does, costs and breaks.

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Overview

What the Easy Project Zapier integration is for

Linking Easy Project to Zapier lets your project data move without retyping. New projects, tasks, comments and time entries can start work in other tools, and those tools can open projects, create or update tasks, log hours and record budget lines in Easy Project for you.

Three results worth building. Projects that start ready: New Project fires, and Create Task drops the kickoff steps into it so nobody forgets the first meeting. A budget that fills itself: the four budget actions (Create Planned Project Expense, Create Planned Project Income, Create Project Expense, Create Project Income) write amounts into the project budget module from your sales or accounting tools. Timesheets fed from elsewhere: Create Time Entry logs hours spent somewhere else straight into the right project.

The detail that changes everything on a free plan: of the 4 triggers, Task Comments Web Hook Trigger is the only instant one. It reacts the moment a comment moves, whatever your plan, while New Project, New Task and New Time Entry wait for the next check, up to 15 minutes on the free plan. Neither zapier.com nor the help center points this out.

What Zapier does not do here: there is no trigger for a task that changes status, no action to delete anything, and searches only find projects and tasks, by exact name. If you are weighing other platforms, n8n vs Zapier lays out the trade-offs, and our Zapier review covers the tool itself.

Vocabulary

Zapier words you will meet on this page

Seven terms come back everywhere below. Plain English, one line each.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap, such as a new project in Easy Project. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once started: the step that creates, updates or records something in an app for you.
Task (Zapier)
The unit Zapier bills: one action your Zap completes successfully. Not to be confused with a task in Easy Project.
Polling vs instant
Polling: Zapier checks the app on a timer and keeps only unseen items. Instant: the app tells Zapier the moment the event happens.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up a project or a task that already exists, so the next steps can use what it found.
Cost

What an Easy Project Zap really costs

Easy Project is not a premium app, so it works on Zapier's free plan. What you spend is tasks, Zapier's billing unit.

  • Free plan100 tasks a month, unlimited Zaps
  • Free plan stepsOne trigger and one action
  • Premium appNo
  • Instant triggers1 of 4

The trigger never costs a task, and checking Easy Project for new items is free however often Zapier looks. Every action that succeeds counts once, so a Zap that creates a task and then a budget line uses two per run. A failed action is not counted. The free plan stops at two steps, one trigger and one action. Add a second action, a filter or Find Project, and you have a multi-step Zap that needs a paid plan.

Connect

Connect your Easy Project account

  1. 01

    Open the Apps page

    In Zapier, go to Apps and click + Add connection. You need an Easy Project account, plus access to the projects you do not own yourself and want the Zap to write into.

  2. 02

    Find Easy Project

    Search Easy Project in the dialog, select it, then click Add connection. A new tab opens where Easy Project asks you to identify yourself before anything is shared.

  3. 03

    Sign in and allow access

    Log in to Easy Project in that tab and grant Zapier access to the account. The connection is stored once and every Easy Project step of every Zap reuses it.

First Zap

Your first Zap: kick off every new project

GoalWhen a project is created, add a kickoff task to it and book its setup cost as a planned expense.

  1. 01

    Build: set the trigger

    Create a Zap, pick Easy Project as the trigger app and New Project as the event, then select your connection. This trigger is polled, so expect the plan interval.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent projects of the account, and you build the next steps on a real one instead of a blank sample.

  3. 03

    Add the kickoff task

    Add Create Task. Map the project from the trigger, type a subject such as Kickoff meeting, then fill Task type, Priority, Status and Author with values from your account.

  4. 04

    Book the setup cost

    Add Create Planned Project Expense, pick the project as Entity Type, map its ID, then give a name, an amount and a date. Two actions make this a multi-step Zap on a paid plan.

  5. 05

    Test, then Publish

    Test both actions and check the task and the budget line in Easy Project. Click Publish to switch the Zap on. Projects created before that are not touched.

Triggers

Easy Project triggers on Zapier

4 events start a Zap when something happens in Easy Project, and one of them is instant: the app calls Zapier straight away, whatever your plan.

1

New Project

Polling trigger

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

Starts your Zap whenever someone opens a project in Easy Project, which makes it the natural entry point for anything that should happen at the very beginning of a 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 consulting firm creates a matching client folder and a kickoff checklist each time a new engagement appears.
Watch out
it only reports new projects, never changes to existing ones, so a renamed project will not start anything.
2

New Task

Polling trigger

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

Passes each newly created task to your Zap, whoever created it and in whichever project, so other tools learn about work the moment it is planned.

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 product team copies each new task into the planning sheet that management reads.
Watch out
pairing it with Create Task in the same Zap makes every created task start the Zap again, a loop that eats your tasks.
3

Task Comments Web Hook Trigger

Instant trigger

In Zapier“Triggers when a task comment is created, updated or deleted according options.”

The odd one out: Easy Project itself calls Zapier when a task comment is created, updated or deleted, depending on the options you set.

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 lead wants a client reply on a task to reach the person on duty without waiting for a check.
Watch out
it asks for a Name and a Run on choice; Run on decides which comment events count, so set it to exactly what you want.
4

New Time Entry

Polling trigger

In Zapier“Triggers when a new time entry is created.”

Reports every new time entry logged in Easy Project, the raw material of billing and of any report on where the hours went.

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 sends each logged block of hours to its invoicing tool so billable time is never forgotten.
Watch out
a Zap that also runs Create Time Entry would feed itself, so keep those two in separate Zaps that never meet.
Actions

Easy Project actions

Easy Project gives you 8 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Project

Action

In Zapier“Creates a new project. Author will be set to authenticated user”

Opens a new project in Easy Project, with the connected user set as its author.

When to use it
a signed deal in your CRM becomes a delivery project without a copy-paste.
Watch out
Project Name and Priority are both required, so map or type a priority that exists in your account.
2

Create Task

Action

In Zapier“Create a new task.”

Adds a task to a project, from a form, a ticket or an email you already process elsewhere.

When to use it
each support request tagged as a bug becomes a task for the dev team.
Watch out
six fields are mandatory, from Subject to Author, and an empty one stops the step.
3

Create Time Entry

Action

In Zapier“Create a new time entry.”

Logs hours against a project for a given user, activity and day.

When to use it
push the time tracked in a meeting tool into the project timesheet.
Watch out
Project, User, Activity, Hours and Spent On date are all mandatory, and the activity must exist in Easy Project.
4

Create Planned Project Expense

Action

In Zapier“Creates a new planned expense in project budget module.”

Writes an expected cost into the budget module of a project, task or milestone.

When to use it
book a supplier quote as a planned cost as soon as it is accepted.
Watch out
Entity Type says whether the ID you map is a project, a task or a milestone, so the two must describe the same item.
5

Create Planned Project Income

Action

In Zapier“Creates a new planned income in project budget module.”

Records revenue you expect on a project, task or milestone, before any money arrives.

When to use it
log the value of a signed quote as planned income on the new project.
Watch out
like every budget action, it needs a name, a total amount and a date on top of the entity.
6

Create Project Expense

Action

In Zapier“Creates a new real expense in project budget module.”

Books a cost that has actually happened into the project budget, next to the planned figures.

When to use it
a paid supplier invoice in your accounting tool becomes a real expense on the project.
Watch out
planned and real are separate actions, so pick this one only for money already spent.
7

Create Project Income

Action

In Zapier“Creates a new real income in project budget module.”

Records revenue received on a project, task or milestone, so the budget shows what really came in.

When to use it
a settled invoice adds the received amount to the project it belongs to.
Watch out
map the ID of the right entity; the action does not search for it.
8

Update Task

Action

In Zapier“Update task (Subject, Notes, Status, Priority, Assigned user).”

Changes an existing task: its subject, notes, status, priority or assigned user.

When to use it
close the matching task when a client approves a deliverable in another tool.
Watch out
only Task is required, so point it at the right one, ideally through Find Task first.
Searches

Easy Project searches

2 search steps look for data that already exists in Easy Project, so a later step can use it.

A search step finds a project or a task before an action uses it. Searches sit at the bottom of the Action event list, under SEARCH, and some fields offer a + Add search step button that inserts one for you. Three settings decide what happens when the lookup misses.

1

Find Project

SearchFind or create

In Zapier“Finds an existing project.”

Looks up an existing project by name and hands it to the steps that follow. Its find-or-create version, Find or Create Project, is this same search with the creation box ticked, not a separate operation.

When to use it
attach an incoming expense to the right client project.
Watch out
the name must match exactly.
2

Find Task

Search

In Zapier“Finds an existing task.”

Retrieves a task that already exists, by name, so Update Task knows which one to change.

When to use it
mark a task done when a matching ticket closes elsewhere.
Watch out
exact match only, and unlike projects there is no find-or-create variant here.

The three settings every search exposes

  1. Successful if no search results are found?
    On its default, a search that finds nothing stops the Zap and skips the steps that needed its result. Turned on, the Zap goes on without it.
  2. Create X if it doesn't exist yet?
    Ticking it makes the search a find-or-create: the setting above goes away and the fields to create the missing item appear.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or pass every match on to the next steps at once.
When it breaks

When an Easy Project Zap breaks

Zapier lists no help article and no app-specific limit for Easy Project, so these are the general traps, seen through this app.

Four cases cover what a beginner meets first. When a Zap stays silent or misbehaves, our Zapier troubleshooting method walks through the checks in order.

  • Old projects never show up

    A Zap reacts only to what happens after you publish it. Projects and time entries created earlier are not picked up, and moving that backlog is a separate job.

  • New Task plus Create Task loops

    A Zap that creates tasks while New Task watches the same account sets itself off again and again, burning through your task count fast.

  • A bulk import gets held back

    Import hundreds of tasks at once and the polled trigger suddenly returns a huge batch. Zapier's flood protection can then hold it back.

  • The same item never runs twice

    Zapier remembers what a polled trigger already passed on, so editing a task does not restart a Zap built on New Task.
Need help

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FAQ

Easy Project Zapier integration: FAQ

01Is the Easy Project Zapier integration free?
On the Zapier side, yes. Easy Project is not a premium app, so it runs on the free plan, which includes 100 tasks a month and unlimited Zaps. The real limit is the shape of the Zap: the free plan allows two steps only, one trigger and one action. Creating a task and then a budget line, or adding a filter or Find Project, makes it a multi-step Zap that needs a paid plan. Your Easy Project subscription is a separate matter.
02How many tasks does an Easy Project Zap use?
One per action that succeeds. The trigger is free, and so is every check Zapier makes for new projects, tasks or time entries. A Zap that opens a kickoff task and books a planned expense uses two tasks for each new project. A failed action does not count. Watch the loop case: a Zap that creates tasks while New Task watches the same account can spend your monthly allowance quickly, so keep those apart.
03Does Easy Project work in real time with Zapier?
Only one trigger does. Task Comments Web Hook Trigger is instant: Easy Project tells Zapier as soon as a comment changes, on every plan, including the free one. New Project, New Task and New Time Entry are polling triggers, checked at your plan's interval: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. If speed matters, build on the comment trigger, which shows the lightning bolt in the editor.
04What does it take to connect Easy Project to Zapier?
An Easy Project account and a Zapier account. From the Apps page, add a connection, pick Easy Project, sign in in the tab that opens and grant access. Your login also needs access to the projects the Zap will read or write, especially for Create Task, which asks for a project, a task type, a status and an author. The connection is saved once and reused by every Easy Project step afterwards.
05Why does Find Project or Find Task return nothing?
Because both searches want the exact name. A missing word, an extra space or a different spelling in the source tool and the lookup comes back empty. By default that stops the Zap and skips the steps after it. Either clean the name before the search, or switch on Successful if no search results are found? so the Zap continues. For projects, the find-or-create version can also create the missing one for you.
06What if the Easy Project operation you need is missing?
Then the editor will not offer it, and no setting brings it back. The visible menu covers projects, tasks, time entries and budget lines, plus two searches; there is no action to delete anything. The usual way around is to rethink the Zap with the existing steps, for instance Update Task instead of a status trigger. If the gap blocks a key process, a platform with more direct access may suit you better.
07Zapier, Make or n8n for Easy Project?
Choose by criteria, not by brand. On Zapier, Easy Project runs on the free plan, has one instant trigger out of four and bills each successful action as a task. The visible menu covers projects, tasks, time entries and budget lines, with two searches and no delete action. Make and n8n are the other two options to look at: compare which steps each one exposes for your process, then weigh your monthly volume, your budget and who will maintain the automations.
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