FreeAgent Zapier integrationAutomate FreeAgent with Zapier.
The FreeAgent Zapier integration gives you 4 triggers and 2 actions. New contacts, invoices, tasks and users can each start a Zap, and you can create contacts and project tasks from other tools. All four triggers are polling ones, so timing depends on your plan.
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What the FreeAgent Zapier integration actually does
The FreeAgent Zapier integration connects your FreeAgent books to Zapier, so a new contact, invoice, task or user can set off work elsewhere, and so other tools can add contacts and tasks to FreeAgent without retyping. FreeAgent is not a premium app: a free Zapier plan is enough to try it.
Three results make it worth an afternoon. A kickoff task for every new client: New Contact starts the Zap and Create Task drops a to-do into the project of your choice. Invoices that tell the team: New Invoice hands each fresh invoice to the next step, so the people who chase payment hear about it without opening the books. Contacts that arrive on their own: Create Contact adds a new contact to FreeAgent from the form or CRM where they first showed up.
Now what Zapier does not do here. There is no search, so a Zap cannot look up an existing contact before writing, which makes duplicates easy. Nothing updates or deletes a record, and nothing creates an invoice. And every trigger is a polling one: an event reaches your Zap at Zapier's next check, every 15 minutes on the free plan. For the same app on another platform, see the FreeAgent Make integration, and our Make vs Zapier comparison sets the two side by side.
Zapier vocabulary in one minute
Six words come up on every block of this page. Here they are, minus the jargon.
- 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. Once the Zap is switched on, Zapier keeps waiting for that event.
- Action
- What the Zap does after it starts: the step that writes, sends or moves something in an app for you.
- Task
- The unit Zapier bills: one action your Zap completes successfully. The allowance on your plan is a count of those.
- Polling vs instant
- A polling trigger is checked by Zapier on a timer and keeps only what is new. An instant one is pushed by the app as it happens.
- Filter
- A step that lets the Zap go on only when the incoming item meets your condition, and stops it otherwise.
What a FreeAgent Zap really costs
Zapier bills tasks, never checks. Watching FreeAgent for new contacts, invoices, tasks or users is free, however often Zapier looks.
- Trigger checkFree, never billed
- Successful action1 task each
- Free plan100 tasks a month, two-step Zaps
- FilterMulti-step Zap, paid plan
Each action that succeeds is one task; one that fails is not counted. The free plan gives 100 tasks a month, unlimited Zaps and a check every 15 minutes, but only two-step Zaps: one trigger, one action. New Contact into Create Task fits. Add a filter and the Zap becomes multi-step, which needs a paid plan, where checks drop to every 2 minutes on Professional and every minute on Team and Enterprise.
Connect FreeAgent to Zapier in 3 steps
- 01
Open your Zapier apps
Head to the Apps page of your Zapier account and click + Add connection. A connection is your FreeAgent account linked once to Zapier, then reused by every Zap that needs it.
- 02
Select FreeAgent
Type FreeAgent in the search box of the dialog, pick it, then click Add connection. You need a FreeAgent account, plus access to any project or record you do not own and want a Zap to touch.
- 03
Sign in and allow access
A new tab opens on FreeAgent. Sign in with the account the Zaps should act for, then grant Zapier access. Every FreeAgent step in every Zap can now pick this connection.
Your first Zap: a kickoff task for every new client
GoalA freelance web designer in the US wants every new client contact added in FreeAgent to come with a kickoff task in her onboarding project, so nothing slips between the quote and the first call.
- 01
Build: choose the trigger
Create a Zap, pick FreeAgent as the app and New Contact as the event, then select your connection. This is what wakes the Zap up each time a contact appears.
- 02
Test the trigger
Run the test. Zapier pulls the three most recent contacts from the account, so the next steps are mapped on a real one rather than on a guess.
- 03
Add a filter
From the plus icon, add Filter and fill three boxes: field, rule, value. Pick a text rule for text, or the filter never lets anything through. This makes the Zap multi-step.
- 04
Add Create Task
Add FreeAgent again with Create Task. Choose the onboarding project, write the task name with the contact's details mapped in, and set a status. Decide whether it is billable.
- 05
Test, then Publish
Test the action, check the task in FreeAgent, then click Publish. From now on, only contacts added after this moment get their task; existing ones are left alone.
FreeAgent triggers
4 events start a Zap when something happens in FreeAgent. Zapier checks for them at the interval your plan allows.
New Contact
Polling triggerIn Zapier“Triggers when you add a new contact.”
Hands your Zap every contact newly added to FreeAgent, so the rest of your tools learn about a client as soon as the books do.
New Invoice
Polling triggerIn Zapier“Triggers when a new invoice is added or meets criterion.”
Passes each invoice added in FreeAgent to your Zap, which is the natural way to let the rest of the business know that money is now expected.
New Task
Polling triggerIn Zapier“Triggers when a new task is added.”
Starts the Zap when a task is added inside one FreeAgent project, the one you point it at, so other tools can track what the team has to do next.
New User
Polling triggerIn Zapier“Triggers when a new user is added.”
Reacts to a new person being added as a user of your FreeAgent account, a good cue for everything that comes with a new colleague or a new accountant.
FreeAgent actions
FreeAgent gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Contact
ActionIn Zapier“Create a new contact in FreeAgent.”
Adds a new entry to your FreeAgent contacts from data collected elsewhere, ready to be invoiced later.
Create Task
ActionIn Zapier“Create a task inside a project.”
Puts a task inside a chosen FreeAgent project, with its name, its status and whether the time spent on it can be billed.
When a FreeAgent Zap breaks
Zapier ties no help article to FreeAgent, so these are the traps any Zap can walk into.
Four cases cover most of the surprises, and none of them shows while you build. If one has already caught you, our Zapier troubleshooting page goes through the fixes.
Last year's records are not picked up
A Zap only reacts to what happens after you publish it. Contacts, invoices and tasks already in FreeAgent are never processed; moving that backlog is a separate job.Create Task feeding New Task
A Zap that creates tasks in the very project its New Task trigger watches sets itself off again and again, and burns through your tasks fast.An import held back
After a bulk import of contacts or a migration, a trigger can return a huge batch at once. Zapier's flood protection may hold it back rather than run it all.Each item starts the Zap once
Zapier keeps track of what it has already seen on polling triggers, so the same contact or invoice never starts the Zap twice.
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