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Mendato Zapier integrationAutomate Mendato with Zapier.

The Mendato Zapier integration gives you 9 triggers, 6 actions and 1 search. Every trigger is checked on a timer, nothing is premium, and the free plan is enough for a two-step Zap. Here is what each operation does and what it costs.

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Overview

What the Mendato Zapier integration actually does

Mendato is the cloud software cleaning companies use to run staff, shifts, time tracking and accounting in one place. Zapier links it to your other apps: when something new appears in Mendato, a Zap (the automation you build on Zapier) does the follow-up work for you, and it can also create customers, estimates or invoices in Mendato from what happens elsewhere.

A missed check-in that someone actually sees. The Operation Executor Missing Check-In trigger notices when a person assigned to a job has not checked in, and your Zap can pass that on to the tool your team already reads instead of waiting for a call from the client.

Paperwork that starts from a request. When a request lands in another app, Find Customer looks up the client in Mendato and Create Estimate drafts the estimate against that customer, so nobody retypes names and amounts.

Accounting records copied out as they appear. New Invoice, New Credit Note and New Estimate each start a Zap when a document is created, which is how you keep a spreadsheet or a reporting tool in step with Mendato.

What Zapier does not do here. None of the nine triggers is instant: Zapier checks Mendato on a timer, so the free plan sees new items with a 15-minute lag at most. There is no update or delete action, only creation and lookups. And anything created before the Zap was switched on is never picked up. If you are weighing other tools, see our n8n vs Zapier comparison.

Vocabulary

Zapier vocabulary in one minute

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

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for it, for example a new invoice in Mendato.
Action
What the Zap does once it has started: the step that writes, sends or creates something for you, like a new customer record.
Task
The unit Zapier bills: one action your Zap completes successfully. The number on your plan is a count of those.
Polling vs instant
A polling trigger is checked on a timer; an instant one is reported by the app the moment it happens. All Mendato triggers poll.
Filter
A step that lets the Zap carry on only when what arrived meets the condition you set, and stops it there otherwise.
Search step
A step that looks up something already in an app, such as a Mendato customer, so the next steps can use what it found.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes it one, and it then needs a paid plan.
Cost

What a Mendato Zap really costs

Mendato is not a premium app, so it works on the free plan. What you pay for is tasks, and only successful actions count.

  • Free plan100 tasks a month, unlimited Zaps, two steps each
  • Trigger checksNever billed
  • Failed actionNot counted
  • Premium appNo, works on the free plan

The trigger never costs a task, however often Zapier checks Mendato for new records. Each action that goes through counts once, and one that fails is not billed. A Zap that creates a customer and then an estimate costs two tasks per run. The catch is elsewhere: adding Find Customer or a filter turns the Zap into a multi-step one, which the free plan does not allow, even when only one task is used.

Connect

Connect Mendato to Zapier in three steps

  1. 01

    Open your connections

    In your Zapier account, go to the Apps page and click + Add connection. You need a Mendato account, plus read or write access on anything you do not own yourself and want the Zap to touch.

  2. 02

    Pick Mendato

    Type Mendato in the search box of the dialog, select it from the results, then click Add connection. A new tab opens on the Mendato side, where the sign-in happens.

  3. 03

    Sign in and allow access

    Log in to Mendato in that tab and grant Zapier access to the account. The connection is then saved once and reused by every Zap step that talks to Mendato.

First Zap

Your first Zap: send Mendato tickets to your task list

GoalWhen a new ticket is created in Mendato, let through only the ones that meet your condition and turn each of them into a task in your task manager.

  1. 01

    Create the Zap

    Start a new Zap in the editor and give it a name. With its filter it has three steps, so it is a multi-step Zap and needs a paid plan or the free trial.

  2. 02

    Set the trigger

    Pick Mendato and New Ticket, then your connection. Test it: Zapier brings back the three most recent tickets of the account, so you set the rest on a real one.

  3. 03

    Set the filter

    Add a Filter from the plus icon and fill its three boxes: the field to look at, the rule, and the value. Pick a rule of the right type, text or number, or it never passes.

  4. 04

    Add the action

    Pick your task manager and its create-task action. Map the ticket details you saw on the trigger test into the task, without assuming a field exists.

  5. 05

    Test, then publish

    Run the action test and open the task it created to check it was filled as expected. When it looks right, click Publish to switch the Zap on.

Triggers

The 9 Mendato triggers

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

1

New Credit Note

Polling trigger

In Zapier“Triggers when a new credit note is created.”

Starts your Zap each time a credit note is created in Mendato, so a refund or a correction leaves the accounting tool and reaches whoever has to act on 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
you log every credit note in a shared spreadsheet so they can be reconciled without logging in to Mendato.
Watch out
credit notes that existed before the Zap was published are never picked up; only new ones count.
2

New Customer

Polling trigger

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

Fires on every customer added to Mendato, which makes it the natural starting point for onboarding work: a welcome message, a first estimate, a line in your sales tracker.

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 new client is entered in Mendato and you want your team told without forwarding anything by hand.
Watch out
as a general precaution, a Zap that writes where its own trigger watches can set itself off again, so check what your later steps create.
3

New Employee

Polling trigger

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

Picks up each employee record created in Mendato. Use it to copy the new hire into the tools that do not talk to Mendato directly.

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 new staff member is added in Mendato and the onboarding checklist in your task manager should start from that, not from an email.
Watch out
which employee details come through is something to read on the trigger test, not to assume; check the three sample records before you map.
4

New Estimate

Polling trigger

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

Runs your Zap whenever an estimate is created in Mendato, whether someone typed it in the app or another Zap drafted it with Create Estimate.

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 estimate should appear in the tracker your team works from, with the customer name attached.
Watch out
on the free plan, an estimate can sit for up to 15 minutes before the next check brings it into your Zap.
5

New Invoice

Polling trigger

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

Sends each newly created Mendato invoice into your Zap. This is the trigger to start from when invoices have to live somewhere else as well, for reporting or for follow-up.

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 track unpaid invoices in a spreadsheet and want a row added for each one Mendato issues.
Watch out
after a bulk import, Zapier's flood protection can hold back a sudden large batch of new invoices instead of running them all.
6

New Object

Polling trigger

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

Watches for new objects in Mendato. The official description says only that it fires when an object is created, so look at the trigger test to see what an object is in your account before you build on 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
you have confirmed on the test that an object is the record you care about, and you want a copy elsewhere each time one appears.
Watch out
do not guess the fields; map only what the three test samples actually show.
7

New Subcontractor

Polling trigger

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

Each subcontractor added in Mendato starts this one. Handy when the people you hire in for jobs also need to exist in your purchasing or document tools.

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 new subcontractor is set up in Mendato and you want a folder or a contact card created for them elsewhere.
Watch out
subcontractors that were already in Mendato before the Zap was published are never picked up.
8

New Ticket

Polling trigger

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

Reacts to each ticket created in Mendato and hands it to the next step, so an issue raised in Mendato does not stay there unseen.

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
tickets should land in the channel or the board your team already reads.
Watch out
a filter after this trigger, for example to pass on only some tickets, makes the Zap multi-step and moves it off the free plan.
9

Operation Executor Missing Check-In

Polling trigger

In Zapier“Triggers when an operation executor is missing a check-in.”

Triggers when the person assigned to an operation has not checked in. It is the one Mendato trigger about something that did not happen, which makes it the most useful alert on the list.

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
someone in charge should be told about a missing check-in so the gap can be handled.
Watch out
on the free plan the alert can reach you up to 15 minutes after Mendato records it; a paid plan shortens that gap.
Actions

The 6 Mendato actions

Mendato gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Credit Note

Action

In Zapier“Creates a new credit note”

Creates a credit note addressed to a subcontractor, identified by ID, with Title, Quantity, Tax Rate, Unit Price Format and Unit Price required.

When to use it
hours approved for a subcontractor in another app should turn into the matching credit note in Mendato.
Watch out
the optional email sending skips DRAFT credit notes and subcontractors without an email address.
2

Create Customer

Action

In Zapier“Creates a new customer”

Adds a customer to Mendato from data that arrived in another app. Type and Email are required, so the source has to carry an email address.

When to use it
a signed quote or a new contact elsewhere should become a Mendato customer without retyping.
Watch out
run Find Customer first if the same person may already exist, or you risk a duplicate.
3

Create Estimate

Action

In Zapier“Creates a new estimate”

Drafts an estimate in Mendato for an existing customer. It needs the customer ID plus Title, Quantity, Tax Rate, Unit Price Format and Unit Price.

When to use it
a request for a quote comes in through another tool and should leave with a Mendato estimate attached.
Watch out
the Customer field wants an ID, not a name; Find Customer is how you get it.
4

Create Invoice

Action

In Zapier“Creates a new invoice”

Issues an invoice in Mendato against a customer ID, with the same required lines as an estimate. The Send After Creation option emails it to the customer once it exists.

When to use it
a completed job recorded elsewhere should produce the invoice in Mendato.
Watch out
Send After Creation does nothing for an invoice in DRAFT status or for a customer with no email address.
5

Create Subcontractor

Action

In Zapier“Creates a new subcontractor”

Creates a subcontractor record in Mendato. Only Type is marked as required, which makes it the lightest of the creation actions to set up.

When to use it
an onboarding form for outside workers should end with the person registered in Mendato.
Watch out
fill in what you can beyond Type, then check the record on the test so it is usable for credit notes later.
6

Find Subcontractor

Action

In Zapier“Finds a subcontractor”

Looks up a subcontractor in Mendato by number, name, address supplement, email or contact person name, and returns their ID for the next step.

When to use it
just before Create Credit Note, to turn the name you have into the ID that action requires.
Watch out
Zapier lists it among the actions, not the searches, so it does not offer the search settings described below.
Searches

The Mendato search

1 search step looks for data that already exists in Mendato, so a later step can use it.

A search step does not create anything: it finds a record that already exists and hands it to the next steps. Mendato's search sits at the bottom of the action-event list, under the SEARCH heading. Three settings decide what happens when the result is not clean.

1

Find Customer

SearchFind or create

In Zapier“Finds a customer”

Finds a Mendato customer from a name or an email typed in Query, and hands their ID to the step that follows.

When to use it
before Create Estimate or Create Invoice, which both want a customer ID rather than a name.
Watch out
the editor also shows Find or Create Customer. It is not a separate operation, just this search with the create box ticked, so a customer is added when none matches.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and skips the steps that depended on it. Switched on, the Zap goes on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create: the setting above disappears and Zapier asks for the fields needed to create the missing record.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first one, which is the default, stop the Zap, or pass all of them on.
When it breaks

When a Mendato Zap breaks

Zapier attaches no help article to Mendato and no Mendato-specific limit is documented. What breaks is what breaks on every app.

Four cases cover almost every surprise on a Mendato Zap. If you are stuck on one, our Zapier troubleshooting guide is the next stop.

  • The backlog never shows up

    A Zap only reacts to what happens after you switch it on. Invoices, customers or tickets that already existed are not picked up; moving them is a separate job.

  • A Zap that restarts itself

    A Zap that writes into the very place its own trigger watches can set itself off again and again, and burn through your tasks fast.

  • A big batch held back

    When a trigger suddenly returns a huge batch, after a bulk import for example, Zapier's flood protection can hold it back instead of running every item.

  • No duplicates from polling

    Zapier remembers what it has already seen on a polling trigger, so the same Mendato record does not start the Zap twice, even across several checks.
Need help

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FAQ

Mendato Zapier integration: your questions

01Is the Mendato Zapier integration free?
Yes. Mendato is not a premium app, so it works on Zapier's free plan. That 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 action, a filter or a search such as Find Customer, the Zap becomes multi-step and needs a paid plan or the free trial. Create Invoice and Create Estimate both need a customer ID, often found with that search, so check your own Zap on the editor before counting on the free plan.
02How many tasks does a Mendato Zap use?
One per successful action, per run. The trigger costs nothing, and Zapier checking Mendato for new invoices or tickets costs nothing either, however often it looks. A Zap that creates a customer and then an estimate uses two tasks each time it runs. An action that fails is not counted against your plan. So the bill follows the number of records that actually get created or looked up through actions, not the number of checks.
03Does Mendato trigger Zaps in real time?
No. All nine Mendato triggers are polling triggers: Zapier checks Mendato at a fixed interval and keeps only what it has not seen before. The interval depends on your plan: every 15 minutes on Free, every 2 minutes on Professional, every minute on Team and Enterprise. On paid plans you can also run a check by hand from the editor. That matters most for Operation Executor Missing Check-In, where a shorter gap means the alert reaches your team sooner. Paid plans can also change how often the check runs.
04What does it take to connect Mendato to Zapier?
A Mendato account, plus read or write access on anything you do not own yourself and want the Zap to touch. The connection happens from the Apps page of your Zapier account: click + Add connection, search Mendato, click Add connection, sign in to Mendato in the tab that opens and grant access. The connection is then reused by every step that uses Mendato, so you only do this once per account.
05Why does Create Invoice ask for a customer ID?
Because the Customer field of Create Invoice, like the one of Create Estimate, expects the Mendato ID of an existing customer, not a name or an email. The usual fix is to put Find Customer just before it: that search takes a name or an email and returns the ID. The catch is cost, not difficulty: with the search, your Zap has at least three steps, which makes it a multi-step Zap that the free plan does not run.
06What if the Mendato operation you want is not there?
Then Zapier does not offer it for Mendato today. Mendato's app page on Zapier shows the current list of triggers, actions and searches, so check there first. Some needs can be covered by chaining what exists, for example Find Customer followed by Create Invoice. Others, such as editing or deleting a record, have no Mendato action at all on Zapier, so that step stays in Mendato itself. If a step really cannot be automated, keep it as a manual task and let the Zap handle the parts around it.
07Zapier, Make or n8n for Mendato?
Decide on three criteria rather than on a ranking. First, whether the tool has a ready-made Mendato connector: on Zapier it does, with 16 operations. Second, how many steps your scenario needs: Zapier's free plan stops at two, and any Mendato invoice Zap with a lookup goes past that. Third, how each tool counts usage: Zapier bills successful actions only, never trigger checks. Run the same scenario through those three questions on each tool before picking one.
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