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MeasureSquare CRM Zapier integrationAutomate MeasureSquare CRM with Zapier.

The MeasureSquare CRM Zapier integration gives you 7 triggers, all instant, 9 actions and 0 searches. Bids, quotes, invoices and project stages can start an automation, and projects, tasks and invoice statuses can be written back.

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Overview

What MeasureSquare CRM and Zapier do together

The integration links your MeasureSquare CRM account to Zapier so that a change in the CRM can start work elsewhere, and the reverse. The automation you build is called a Zap: one trigger (the event that starts it), then one or more actions (what it does next), run every time that event happens.

Three results come up again and again. First, a follow-up you never forget: when a quote moves to a new status, Quote Status Changed starts the Zap and Create Task puts the next step in the CRM. Second, accounting that matches the CRM: Change Invoice Status From XERO marks a CRM invoice as paid from its Xero invoice id, and Update Invoice Status or Update Purchase Order Status bring the status over from Xero or QuickBooks. Third, a heads-up when a client opens an invoice: Invoice Viewed fires, and the next step can post a message in the tool your team reads.

Every trigger of this app is instant. The CRM reports the event to Zapier itself, so none of the seven waits for the plan's check interval. That matters most on the free plan.

What Zapier does not do here: there is no search step for this app, so a Zap cannot look up an existing project, contact or invoice by name. Actions such as Update Project Stage want the project id and the stage id, which have to arrive from an earlier step. Four other operations stay hidden in Zapier and are not offered in the editor, so this page leaves them out.

Weighing other tools for the same job? See our n8n vs Zapier comparison and our Make vs Zapier comparison.

Vocabulary

Zapier words you will meet on this page

Seven terms are enough to read the rest of the page and the Zapier editor.

Zap
The automation itself: 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 on, Zapier waits for it, here a bid, quote, invoice or project change.
Action
The step that runs once the Zap has started: it writes, sends or moves something for you, such as a new task in the CRM.
Task
The unit Zapier bills: one action your Zap completes successfully. The number on your plan counts those, nothing else.
Instant trigger
A trigger the app reports itself, the moment the event happens. Its opposite, a polling trigger, is checked by Zapier on a timer.
Filter
A step that lets the Zap go on only when what arrived meets your condition, and stops it there otherwise.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action or a filter makes one, and it then needs a paid plan.
Cost

What a MeasureSquare CRM Zap really costs

The trigger never costs a task. Watching the CRM for events costs nothing either: only an action that completes is billed.

  • Free plan100 tasks a month, Zaps of two steps
  • Premium appNo, works from the free plan
  • Triggers7, all instant
  • BilledEach successful action

Each action that succeeds counts as one task, so a Zap with three actions uses three times more than a Zap with one. An action that fails is not counted, and a few actions take more than one task. MeasureSquare CRM is not a premium app, so it works on the free plan: 100 tasks a month, unlimited Zaps, two steps each. Add a filter or a second action and the Zap needs a paid plan. The interval grid below is how often Zapier checks a polling trigger; it does not apply to this app, whose seven triggers are all instant.

Connect

Connect your MeasureSquare CRM account

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a MeasureSquare CRM account, plus access to any records you do not own and want the Zap to touch.

  2. 02

    Find MeasureSquare CRM

    Type the app's name in the dialog that opens, pick MeasureSquare CRM from the results, then click Add connection. A new browser tab opens on the CRM side for the sign-in.

  3. 03

    Sign in and grant access

    Sign in to MeasureSquare CRM in that tab and let Zapier access the account. The connection is then saved once and reused by every step of every Zap that uses this app.

First Zap

Your first Zap: a task for every quote that changes status

GoalWhen a quote reaches the status you care about, create a follow-up task in MeasureSquare CRM, and skip every other status change.

  1. 01

    Build the trigger

    Create a Zap, pick MeasureSquare CRM as the app that starts it and Quote Status Changed as the event, then select your connection.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items of your account, so change a quote status first if none show up, and pick a real one.

  3. 03

    Add the filter

    From the plus icon, add Filter. Set the field to look at, the rule, and the value to compare with. Use a text rule on a text field. This step makes the Zap multi-step, so a paid plan.

  4. 04

    Add Create Task

    Add MeasureSquare CRM again with Create Task. Fill Task Name and Type, both required, and map details from the quote into the name so the task explains itself.

  5. 05

    Test, then publish

    Test the action once and check the task in the CRM. Then click Publish to switch the Zap on. It only reacts to quotes that change status from now on.

Triggers

MeasureSquare CRM triggers in Zapier

7 events start a Zap when something happens in MeasureSquare CRM, and 7 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Bid Status Changed

Instant trigger

In Zapier“Triggers when a bid status is changed”

Starts your Zap whenever a bid in MeasureSquare CRM moves to another status, so the outcome of a bid can set work in motion without anyone copying it by hand.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
when a bid is won and you want a project opened with Create Project, or the team told in its usual channel.
Watch out
every status change fires it, not only the one you care about, so add a filter on the status and accept that the Zap becomes multi-step.
2

Change Order Status Changed

Instant trigger

In Zapier“Triggers when a change order status is changed”

Reacts when a change order switches status in the CRM. It is the event to watch when changes to agreed work must reach other people.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to create a task with Create Task each time a change order moves, so nobody misses the extra work it brings.
Watch out
run the test after changing a real change order, then check which status value comes back before you build a filter on it.
3

Project Stage Changed

Instant trigger

In Zapier“Triggers when a project stage is changed”

Fires when a project moves from one stage of its pipeline to another. It is the trigger to watch if your pipeline stages mirror how work really progresses.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to log every stage move in a spreadsheet row, or to post a note in your team chat when a project reaches a key stage.
Watch out
a Zap that answers with Update Project Stage writes where this trigger looks, so it can set itself off again; keep a filter in between.
4

Invoice Status Changed

Instant trigger

In Zapier“Triggers when a invoice status is changed”

Picks up any change to an invoice's status inside MeasureSquare CRM and hands the invoice to the next step of the 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
when the people chasing payments live in another tool and want each status change to land there as a line or a message.
Watch out
if another Zap updates invoice statuses with Update Invoice Status, both Zaps can end up feeding each other; check the chain before you publish.
5

Invoice Viewed

Instant trigger

In Zapier“Triggers when a invoice viewed”

Tells your Zap that an invoice has been viewed. Unlike the status triggers, this one is about what the client does, not about what your team 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
to warn whoever owns the account that the invoice was just opened, so the follow-up happens while the invoice is in front of them.
Watch out
test with a real invoice to see what the event carries, and check at test what a second view of the same invoice does.
6

Quote Status Changed

Instant trigger

In Zapier“Triggers when a quote status is changed”

Runs each time a quote changes status in the CRM. It hands the quote to the next step, ready to be mapped into a task, a row or a message.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to create the next task for an accepted quote, or to copy the quote and its status into the sheet your team reviews.
Watch out
the trigger does not tell good news from bad on its own; a filter on the status value does that job.
7

Bill Synced to Xero

Instant trigger

In Zapier“When the CRM bill is successfully synced to Xero.”

Fires once a CRM bill has gone through to Xero successfully. The event is the confirmation itself: if the sync fails, nothing starts.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
to close the loop with the person who raised the bill, for example with a short message saying it is now in accounting.
Watch out
because only successful syncs fire it, a missing event is your hint that a bill did not reach Xero; check the CRM side, not the Zap.
Actions

MeasureSquare CRM actions in Zapier

MeasureSquare CRM gives you 9 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Contact

Action

In Zapier“Creates a Ticket in the system.”

Adds a new record to MeasureSquare CRM from data that arrived in an earlier step, such as a form entry.

When to use it
when leads come in through another tool and should exist in the CRM without retyping.
Watch out
the official description of this action talks about creating a ticket, not a contact; run the test and look at what lands in the CRM before relying on it.
2

Create Project

Action

In Zapier“Creates a project in the MeasureSquare CRM.”

Opens a project in the CRM with its name, placed straight into a pipeline and a stage.

When to use it
after a won bid or a signed form, so the project exists before anyone asks for it.
Watch out
Name, Pipeline and Stage are all required; the pipeline and stage must already exist in your account.
3

Create Task

Action

In Zapier“Creates a task in the system.”

Puts a task in MeasureSquare CRM so the next step has an owner and a place to be tracked.

When to use it
after any trigger that calls for a follow-up, such as an accepted quote or a moved change order.
Watch out
Task Name and Type are both required, so pick the type in the step rather than hoping a previous step sends it.
4

Diagram Replace Tag

Action

In Zapier“The diagram replaces the existing tag with a new one.”

Swaps the tag on a MeasureSquare diagram for a new one, which is handy to show where a drawing stands.

When to use it
when a status change elsewhere should be visible straight on the diagram.
Watch out
it replaces the existing tag rather than adding one, and it needs the Diagram Id and the Tag, both required.
5

Change Invoice Status From XERO

Action

In Zapier“Mark MeasureSquare CRM invoice as paid from XERO”

Marks a MeasureSquare CRM invoice as paid, starting from its Xero invoice id.

When to use it
when payment is recorded in Xero first and the CRM should catch up without a manual edit.
Watch out
the only required field is the Xero Invoice Id; the CRM's own invoice number will not do.
6

Project Moved to Specific Stage

Action

In Zapier“Project Moved to Specific Stage (if pipeline match)”

Moves a given project to the stage you name, but only when the pipeline you set matches the project's own pipeline.

When to use it
when an outside event, like a paid invoice, means the project should advance.
Watch out
ProjectId, Pipeline and Stage are required; if the pipeline does not match, the move does not happen, so test with a real project.
7

Update Project Stage

Action

In Zapier“Update project's stage.”

Sets a project to a new stage using the project's id and the stage's id.

When to use it
when an earlier step already carries both ids and you only want the stage to change.
Watch out
both fields are ids, not names; with no search step on this app, they have to come from the trigger or another app's step.
8

Update Invoice Status

Action

In Zapier“Update invoice status from Xero/QuickBooks”

Updates the status of a CRM invoice from data held in Xero or QuickBooks.

When to use it
when your accounting tool is the one that knows an invoice changed, and the CRM should show it.
Watch out
Source, Invoice Id and Crm Status are required; the invoice id is the Xero or QuickBooks one.
9

Update Purchase Order Status

Action

In Zapier“Update purchase order status from Xero/QuickBooks”

Brings a purchase order's status from Xero or QuickBooks into MeasureSquare CRM.

When to use it
when purchase orders are approved or closed on the accounting side and buyers check them in the CRM.
Watch out
Source, Purchase Order Id and Crm status are all required, so map each one before testing.
When it breaks

When a MeasureSquare CRM Zap breaks

Zapier links no help article to this app and lists no app-specific limit, so the pitfalls below are the general ones, applied to this CRM.

Each case below is a general Zapier limit read against this CRM. If a Zap stops behaving, see our Zapier troubleshooting guide.

  • Nothing from before the Zap

    A Zap only reacts to bids, quotes or invoices that change after you publish it. Older changes are not picked up; moving that backlog is a separate job.

  • A Zap that sets itself off

    As a general precaution: a Zap that writes where its own trigger watches, such as a stage change answered by a stage update, can restart itself and use up tasks.

  • A sudden flood of events

    If a bulk import changes many records at once, Zapier's flood protection can hold the batch back rather than run every one.

  • Ids where names are expected

    Update Project Stage asks for a project id and a stage id, and the Xero actions for Xero ids. A typed name is not an id; map the value from an earlier step.
Need help

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FAQ

MeasureSquare CRM Zapier integration: questions

01Is the MeasureSquare CRM Zapier integration free?
Yes, it works on the free plan, because MeasureSquare CRM is not a premium app. The free plan gives you 100 tasks a month and an unlimited number of Zaps, but each Zap stays at two steps: one trigger and one action. As soon as you add a filter or a second action, for example a quote trigger followed by a filter and Create Task, the Zap becomes multi-step and needs a paid plan. All seven triggers are instant, so the free plan does not slow them down either.
02How many tasks does a MeasureSquare CRM Zap use?
One task per action that completes, and nothing for the trigger. A Zap that turns each invoice view into one message uses one task per view. A Zap that creates a project and then a task uses two each time it runs. An action that fails is not counted against your plan. Watching the CRM for new events costs nothing, whatever the number of events. Keep in mind that a few actions on Zapier take more than one task on their own, so check at test what this one costs.
03Is the MeasureSquare CRM integration real time?
Yes, for every trigger it offers, which is the good news of this app. All seven are instant: MeasureSquare CRM tells Zapier about the event itself, so the Zap starts right away whatever your plan. The interval grid of Zapier plans, 15 minutes on the free plan, only concerns polling triggers, which this app does not have. In the editor, a Zap built on an instant trigger shows a lightning bolt, so you can tell at a glance which kind you built.
04What is needed to connect MeasureSquare CRM to Zapier?
A MeasureSquare CRM account, plus read or write access on any records you do not own and want the Zap to touch. In Zapier, open Apps, click + Add connection, search for MeasureSquare CRM, click Add connection, then sign in in the tab that opens and grant access. The connection is saved once and reused by every Zap. For actions such as Create Project, set your pipelines and stages up in the CRM beforehand.
05Why does Change Invoice Status From XERO not find the invoice?
The usual cause to rule out first is the id it received. The action's only required field is the Xero Invoice Id, the identifier Xero gives the invoice, not the number shown in MeasureSquare CRM. The same logic applies to Update Invoice Status and Update Purchase Order Status, which also expect the Xero or QuickBooks id and a Source. Map the id from the step that brings the accounting data rather than typing it, then test with a real invoice and verify the result in the CRM.
06What if the MeasureSquare CRM operation is not on the list?
Then Zapier cannot do it for this app today. The editor offers 16 operations: 7 triggers and 9 actions, and no search step, so a Zap cannot look up an existing record. Two ways around it: see whether the other app in your Zap can carry the step, or whether a trigger already brings the ids an action needs. Operations Zapier keeps hidden are not offered in the editor, so they are not an option either.
07Zapier, Make or n8n for MeasureSquare CRM?
It depends on criteria, not on a winner. Start with availability: this page covers the Zapier connector, with its 16 operations; check whether the other tool lists MeasureSquare CRM at all, and which events it offers. Then billing: on Zapier you pay per successful action, and the free plan stops at two steps. Finally the shape of your Zap: if it needs a filter or several actions, compare what each tool asks for that on your volume.
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