Resources · Zapier integration

Leantime Zapier integrationAutomate Leantime with Zapier.

The Leantime Zapier integration gives you 13 triggers and 4 actions, with no search step. Every trigger is checked on a timer, it runs on the free plan, and the actions cover todos, milestones and timesheets. Here is what each one does, and where it breaks.

See the 17 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the Leantime Zapier integration actually does

It links your Leantime workspace to the rest of your tools through Zapier. You build a Zap (the automation itself: one trigger, then one or more actions that run each time). A trigger is the Leantime event that starts it, like a new todo. An action is what the Zap then does for you, like writing a timesheet. Nothing needs code.

Three results people usually want from it. First, a ready-made project skeleton: New Project fires, and Create Milestone drops the first milestone in, so nobody starts from an empty board. Second, hours logged where they belong: hours tracked in another tool become a Leantime entry through Create Timesheet, attached to the right project and ticket. Third, a team that hears about changes: Updated Todo, Updated Goal or New Comment push the news to the place your team already reads.

Now what Zapier does not do here. None of the 13 triggers is instant: every one is a polling trigger, so Zapier checks Leantime on a timer and a change waits for the next check. There is no search step either, so a Zap cannot look up an existing Leantime project or todo by name before writing. And the 4 actions stop at creating milestones, timesheets and todos, plus updating a todo. Nothing deletes, nothing moves, nothing touches goals or ideas on the write side.

If the timer or the missing lookups are a dealbreaker for your flow, read the n8n vs Zapier comparison before you build anything.

Vocabulary

Zapier vocabulary in one minute

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

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time that trigger event happens.
Trigger
The Leantime event that starts the Zap, such as a new milestone. Once the Zap is on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that writes something for you, such as a new todo in a Leantime project.
Task
The unit Zapier bills. One task is one action your Zap finished successfully, and your plan counts how many of those you get.
Polling vs instant
A polling trigger is checked on a timer for new items. An instant one is reported by the app the moment it happens. Leantime only has polling.
Filter
A step that lets the Zap carry on only when what arrived meets the condition you set, and stops it quietly otherwise.
Search step
A step that looks up something that already exists in an app so later steps can use it. Leantime offers none on Zapier.
Connection
Your Leantime account linked to Zapier once, then reused by every Zap step that talks to Leantime.
Cost

What a Leantime Zap really costs

Zapier bills tasks, not Zaps. The trigger never costs anything, and neither does each check Zapier runs on Leantime, however often it happens.

  • Trigger checksFree, however often
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps only
  • Premium appNo, Leantime works on the free plan

Every action that completes counts as one task, and an action that fails is not counted. A Zap with three actions eats three times what a one-action Zap does. Leantime is not a premium app, so it works on the free plan: 100 tasks a month, unlimited Zaps, a check every 15 minutes. The catch nobody announces is that the free plan only builds two-step Zaps, one trigger and one action. Add a filter, a second action or a search and you have a multi-step Zap, which needs a paid plan. If you would rather be guided through your first Zaps, there is also a Zapier training.

Connect

Connect your Leantime account to Zapier

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a Leantime account first, plus access to any project you do not own and want the Zap to read or write.

  2. 02

    Pick Leantime

    Type Leantime in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the Leantime side so you can sign in.

  3. 03

    Sign in and grant access

    Log in to Leantime in that tab and allow Zapier to use the account. The connection is saved once, and every Zap you build later reuses it without asking again.

First Zap

Your first Leantime Zap, step by step

GoalEvery new milestone gets a matching todo, but only for the milestones that pass your filter.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose Leantime as the app and New Milestone as the event. Then select the Leantime connection you set up a moment ago.

  2. 02

    Test the trigger

    Click test. Zapier brings back the three most recent milestones of your account, so you can map the next steps on a real one rather than on a blank.

  3. 03

    Add the filter

    From the plus icon, add Filter. Set the field to look at, the rule and the value. Pick a text rule for text and a number rule for numbers, or it never passes.

  4. 04

    Add the Leantime action

    Add Leantime again, event Create Todo. Fill the two required fields, Project and Headline, by mapping values from the milestone that started the Zap.

  5. 05

    Test, then publish

    Run the action test once and open Leantime to see the todo. Then click Publish. The filter makes this a multi-step Zap, so it needs a paid plan.

Triggers

Leantime triggers on Zapier

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

1

New Todo

Polling trigger

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

Starts your Zap whenever someone adds a todo in Leantime, so a fresh piece of work can show up in a chat channel or a shared sheet without anyone copying it over.

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 want every new todo announced in the chat your team reads all day.
Watch out
pairing it with Create Todo on the same project makes the Zap feed itself, and each loop burns a task.
2

New Comment

Polling trigger

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

Picks up each comment posted in Leantime and hands its content to the next step. Discussions that would stay buried inside a ticket get a second life elsewhere.

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
the comment threads should reach people who never open Leantime.
Watch out
a comment posted on a project the connection cannot see never reaches the Zap.
3

New Goal

Polling trigger

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

Fires on every goal created in Leantime. Leantime is built around goals, so this is the one to watch if everyone should know what the team commits to.

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
logging each new goal in a shared planning sheet.
Watch out
only goals created after you publish count; existing ones are never pulled in.
4

New Idea

Polling trigger

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

Picks up new ideas at Zapier's next check, which turns the Leantime idea board into a feed you can route to a shared list or a chat channel.

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
suggestions from the whole team should end up in one list.
Watch out
no Leantime action creates an idea, so this flow only goes outward from Leantime.
5

New Milestone

Polling trigger

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

Reacts when a milestone appears in any project the connection can see. It is the natural hook for the kickoff work each milestone needs, such as its first todo.

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
creating the first todo of each milestone automatically, as in the Zap above.
Watch out
pairing it with Create Milestone sets the Zap off again on the milestone it just wrote.
6

New Project

Polling trigger

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

Opens the door for anything that should happen once per project: a folder elsewhere, a welcome message, a first milestone. Each project created in Leantime runs the Zap one time.

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
every new project should start with the same milestone already in place.
Watch out
importing many projects at once can trip Zapier's flood protection and hold the batch back.
7

New Timesheet

Polling trigger

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

Sends every new time entry onward, so hours logged in Leantime can reach a spreadsheet or a report without a weekly export.

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 keep a running tally of hours in a spreadsheet.
Watch out
combined with Create Timesheet in the same account, every entry the Zap writes can start it again.
8

Updated Goal

Polling trigger

In Zapier“Triggers when a goal is updated.”

Watches existing goals rather than new ones. When a goal changes, the Zap runs with its current state, which is useful when progress matters more than creation.

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
posting a short update to the team whenever someone edits a goal.
Watch out
on the free plan the change only reaches Zapier at the next check, up to 15 minutes later.
9

Updated Todo

Polling trigger

In Zapier“Triggers when a todo is updated.”

Keeps an eye on todos that already exist. Any edit to a todo restarts the Zap with the todo as it stands now.

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
telling the people who follow a project that one of its todos moved forward.
Watch out
wiring it to Update Todo on the same todo creates a loop, since the action is itself an update.
10

Updated Idea

Polling trigger

In Zapier“Triggers when an idea is updated.”

Follows ideas after they are posted. When someone refines or edits one, the new version travels to whatever step comes next in your 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
keeping a shared idea list outside Leantime in sync with the edits made inside it.
Watch out
a filter helps here, otherwise every small wording tweak sends an item down the Zap and uses a task.
11

Updated Milestone

Polling trigger

In Zapier“Triggers when a miletone is updated.”

Runs when an existing milestone is edited. The people waiting on that milestone are exactly the ones who need to hear about 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
warning the people who depend on a deliverable that its milestone has been edited.
Watch out
your filter should look at the field that matters, or every minor edit costs a task downstream.
12

Updated Project

Polling trigger

In Zapier“Triggers when a project is updated.”

Turns any edit to a Leantime project into a starting signal. Whatever was edited, the next step receives the project as it now stands.

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
mirroring the project list in a shared sheet so it never drifts out of date.
Watch out
project edits can be frequent; on the free plan, 100 tasks a month go faster than expected.
13

Updated Timesheet

Polling trigger

In Zapier“Triggers when a time sheet is updated.”

Reacts to corrections on existing time entries. Hours that get fixed after the fact are the ones that break reports, and this trigger catches 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
updating an hours spreadsheet when someone fixes yesterday's entry.
Watch out
your downstream step must update a row, not add one, or each correction appears twice.
Actions

Leantime actions on Zapier

Leantime gives you 4 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Milestone

Action

In Zapier“Creates a Milestone in the system”

Adds a milestone to a Leantime project from data coming out of an earlier step. Two fields are required, the Project ID and the Headline.

When to use it
giving every new project its first milestone the moment it shows up.
Watch out
this action wants the project's ID, not its name, so map it from a Leantime trigger.
2

Create Timesheet

Action

In Zapier“Creates a timesheet in the system”

Writes a time entry into Leantime. It is the most demanding action here: Project, Ticket Id, Work Kind, Date and Hours are all required, and Paid Status is optional.

When to use it
pushing hours tracked elsewhere into Leantime so reports stay in one place.
Watch out
Ticket Id must point to a todo that already exists, so map it from a Leantime trigger.
3

Create Todo

Action

In Zapier“Creates a Todo in the system”

Turns an incoming item into a Leantime todo. You only have to provide a Project and a Headline, which makes it the easiest action to start with.

When to use it
turning items that arrive from another tool into todos for the right project.
Watch out
nothing stops duplicates, since there is no search step to check first.
4

Update Todo

Action

In Zapier“Update a Todo in the system.”

Changes a todo that already exists. It needs the Project and the Ticket to know which one to touch.

When to use it
moving a todo forward when something happens in another tool.
Watch out
with no search step, the Ticket must come from an earlier Leantime trigger, not from a name.
When it breaks

When a Leantime Zap breaks

Zapier links no help article to Leantime, so the failures below are the general ones, applied to how this app works.

Most broken Leantime Zaps come from one of four situations. Read them before you publish, not after the first surprise. For problems that are not specific to Leantime, see the Zapier troubleshooting guide.

  • The past is never picked up

    A Zap only reacts to what happens after you switch it on. Todos, projects or timesheets created before that are ignored, and moving that backlog is a separate job.

  • A Zap that triggers itself

    Writing into the place your trigger watches, such as New Todo feeding Create Todo, sets the Zap off again and again and drains your task count fast.

  • Bulk imports get held back

    When a trigger suddenly returns a huge batch, after an import or a migration, Zapier's flood protection can hold it back instead of running everything.

  • No double runs on old items

    Zapier remembers what it has already seen on a polling trigger, so the same todo never starts the Zap twice. An edit goes through the Updated triggers instead.
Need help

Need help automating Leantime with Zapier?

A person reads every message.

FAQ

Leantime Zapier integration: common questions

01Is the Leantime Zapier integration free?
Yes, as long as you stay within the free plan. Leantime is not a premium app, so you can connect it without paying. The free plan gives you 100 tasks a month and unlimited Zaps, with a check every 15 minutes. The limit that matters is the number of steps: a free Zap is one trigger and one action. As soon as you add a filter, a second action or a search, it becomes a multi-step Zap and needs a paid plan.
02How many tasks does a Leantime Zap use?
One task per action that completes. The trigger itself is free, and so is every check Zapier runs on Leantime, however often. A Zap that creates a todo uses one task each time it runs. If it also creates a milestone, that is two tasks per run. An action that fails is not counted. Watch the update triggers: an edit-heavy project can start the Zap often, and each run with an action costs a task.
03Do Leantime triggers fire in real time?
No. All 13 Leantime triggers are polling triggers, which means Zapier asks Leantime for new items on a timer. On the free plan, that check happens every 15 minutes. Professional brings it down to 2 minutes, Team and Enterprise to 1 minute. On paid plans you can also run a check by hand from the editor. The type comes from the app itself, so no setting in Zapier can turn these triggers into instant ones.
04What does it take to connect Leantime to Zapier?
A Leantime account and a Zapier account. You open the Apps page in Zapier, click + Add connection, pick Leantime, sign in and grant access. The account also needs read or write access to any project it does not own and that the Zap should touch. If you work in projects someone else created, sort out that access in Leantime before testing anything. Once saved, the connection is reused by every Zap you build afterwards, so this setup happens only once.
05Why does Create Timesheet fail on a Leantime Zap?
Usually because a required field is missing or points to something that does not exist. Create Timesheet needs a Project, a Ticket Id, a Work Kind, a Date and a number of Hours. The ticket must already be in Leantime, and the connected account must be able to see it. Test the action with a real ticket from the trigger before publishing, and check the date format the field expects.
06What if the Leantime operation you need is not on Zapier?
Then Zapier cannot do it directly. On Zapier, Leantime offers 13 triggers and 4 actions, and no search step. There is no way to delete an item, look up an existing todo by name, or write goals and ideas. The options are to rethink the flow around the existing operations, or to look at another automation platform. A Zapier specialist can tell you quickly whether a workaround is realistic, or whether the missing operation is a hard stop for your flow.
07Zapier, Make or n8n for Leantime?
It depends on your criteria, not on a ranking. First, the delay: on Zapier, all 13 Leantime triggers are polling, every 15 minutes on the free plan. Second, the reach: with 4 actions and no search step, a flow that must delete, look up or write goals cannot be built here. Third, the shape of your Zaps: a single trigger and action runs on the free plan, anything longer needs a paid one. Check your flow against those three points, then test one real Zap before committing.
Same platform

Other docs you might need on this stack.

Browse all integrations