MILKEE Zapier integrationAutomate MILKEE with Zapier.
The MILKEE Zapier integration gives you 40 triggers, 9 actions and 10 searches. 30 of the triggers are instant, 10 are checked on a timer, and the app runs on the free plan, covering customers, projects, tasks, time tracks, products and accounting entries.
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What the MILKEE Zapier integration actually does
MILKEE is an all-in-one accounting tool for Swiss freelancers and small businesses: time tracking, invoicing and bookkeeping in one place. The Zapier integration lets MILKEE start automations when a customer, project, task, time track or accounting entry is created, changed or deleted, and lets other apps create those records in MILKEE.
Three results to start with. A project ready for every new customer: the instant New Customer trigger starts a Zap and Create Project opens the matching project. Hours logged outside MILKEE that still get billed: a time tracker or a form feeds Create Time Track, with Find Project placed before it to fetch the right project. A live record of your bookkeeping elsewhere: New Entry and Updated Entry copy each accounting entry into a spreadsheet or a reporting tool.
Now the trap of this app. Ten objects (account, contact, customer, entry, product, project, tag, task, tax rate, time track) each have two triggers with the very same name: one instant, one checked on a timer. Picking the instant one means the Zap starts right away, whatever your plan; the other one waits for Zapier's next check. Once chosen, a Zap built on an instant trigger shows a lightning bolt in the editor, which is the quickest way to tell them apart.
What Zapier does not do here: the 9 actions only create. There is no action to update or delete a MILKEE record, and none of the operations deals with invoices. Updates and deletions can start a Zap, but a Zap cannot make them.
Comparing tools first? See our n8n vs Zapier comparison or read the Zapier review.
Zapier words in one minute
The rest of the page uses these words. Each one is explained once, in plain English.
- Zap
- The automation you build on Zapier: one trigger, then one or more actions that run every time that event happens.
- Trigger
- The event in an app that starts the Zap. Once the Zap is switched on, Zapier simply waits for it to happen.
- Action
- What the Zap does once it has started: the step that creates, sends or moves something for you.
- Task
- The unit Zapier bills: one action that your Zap completes successfully. The allowance on your plan counts these.
- Polling vs instant
- A polling trigger is checked by Zapier on a timer, keeping only what is new. An instant trigger is reported by the app itself.
- Filter
- A step that lets the Zap continue only when the incoming item meets a condition you set, and stops it otherwise.
- Search step
- A step that looks up a record that already exists, such as a MILKEE project, so the following steps can use it.
- Multi-step Zap
- Any Zap beyond one trigger and one action. A second action, a filter or a search makes it one, and it needs a paid plan.
What MILKEE costs you in tasks
MILKEE is not a premium app, so it works from the free plan. The bill is counted in tasks, and the trigger itself is always free.
- TriggerFree, never counted
- Each successful action1 task
- Failed actionNot counted
- Free plan100 tasks a month, two-step Zaps
- Premium appNo
Every action that succeeds is one task, and an action that fails is not counted. Checking MILKEE for new items costs nothing, however often Zapier looks. The free plan gives 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger, one action. A search step or a filter makes the Zap multi-step, so Find Project before Create Time Track already needs a paid plan. The grid below sets how often Zapier checks the 10 polling triggers; it does not apply to the 30 instant ones.
Connect your MILKEE account
- 01
Open the Apps page
In your Zapier account, go to Apps and click + Add connection. You need a MILKEE account, plus read or write access on anything you do not own yourself and want the Zap to touch.
- 02
Pick MILKEE
Type MILKEE in the search box of the dialog, select it, then click Add connection. A new tab opens on the MILKEE side for the sign-in that comes next.
- 03
Sign in and allow access
Log in to MILKEE in that tab and grant Zapier access to the account. Every trigger, action and search of every Zap can then reuse this one connection.
Your first Zap: a project for every new customer
GoalEach time a customer is created in MILKEE, open a project for that customer straight away.
- 01
Create the Zap
Start a new Zap and pick MILKEE as the app that starts it. One trigger and one action: this Zap fits on the free plan. No filter is involved.
- 02
Pick the instant trigger
Two triggers are called New Customer. Choose the instant one: once selected, the Zap shows a lightning bolt in the editor.
- 03
Test the trigger
Run the test. Zapier brings back the three most recent customers of your account, so you map the next step on a real one and see which fields come back.
- 04
Add Create Project
Add the MILKEE action Create Project. Project Name is the only required field: map the customer's company name into it, or a label of your own around it.
- 05
Test and publish
Test the action, check the new project in MILKEE, then click Publish. Customers created before that moment do not get a project.
MILKEE triggers
40 events start a Zap when something happens in MILKEE, and 30 of them are instant: the app calls Zapier straight away, whatever your plan.
New Account
Polling triggerIn Zapier“Triggers when a new account is created.”
Watches your chart of accounts and starts the Zap when a new account appears in it, on Zapier's schedule rather than MILKEE's.
New Contact
Polling triggerIn Zapier“Triggers when a new contact is created.”
Picks up contacts newly added in MILKEE by asking the app for its latest ones and keeping only those Zapier has not seen before.
New Customer
Polling triggerIn Zapier“Triggers when a new customer is created.”
Checks MILKEE for customers created since the last look, and runs the Zap once for each one it has not met before.
Deleted Account
Instant triggerIn Zapier“Triggers when an account is deleted.”
Reacts when an account is removed from the MILKEE chart of accounts, so other tools can stop using it.
Deleted Contact
Instant triggerIn Zapier“Triggers when a contact is deleted.”
Fires as soon as a contact person disappears from MILKEE, which keeps your other lists from holding people you dropped.
Deleted Customer
Instant triggerIn Zapier“Triggers when a customer is deleted.”
Tells your Zap that a customer company was deleted in MILKEE, the cue to clean up wherever else it lives.
Deleted Entry
Instant triggerIn Zapier“Triggers when an accounting entry is deleted.”
Signals that an accounting entry was removed, the event that matters most when a copy of your books lives outside MILKEE.
Deleted Product
Instant triggerIn Zapier“Triggers when a product is deleted.”
Runs when a product is deleted from your MILKEE catalog, so a price list kept elsewhere does not drift.
Deleted Project
Instant triggerIn Zapier“Triggers when a project is deleted.”
Lets other tools know that a project is gone from MILKEE, along with the place it held in your planning.
Deleted Tag
Instant triggerIn Zapier“Triggers when a tag is deleted.”
Notices when a tag is removed in MILKEE, a small event that is useful when tags drive filters in other tools.
Deleted Task
Instant triggerIn Zapier“Triggers when a task is deleted.”
Catches the deletion of a task, so a to-do list kept outside MILKEE does not show work that no longer exists.
Deleted Tax Rate
Instant triggerIn Zapier“Triggers when a tax rate is deleted.”
Fires when a tax rate is deleted from MILKEE, a sensitive change for anything that computes amounts elsewhere.
Deleted Time Track
Instant triggerIn Zapier“Triggers when a time track entry is deleted.”
Reports a time track entry removed from MILKEE, which matters if hours are also counted in another tool.
New Entry
Polling triggerIn Zapier“Triggers when a new entry is created.”
Polls MILKEE for accounting entries created since the previous check, then runs once per entry Zapier has not processed yet.
New Account
Instant triggerIn Zapier“Triggers when a new account is created.”
Starts the Zap the moment a new account is added to your MILKEE chart of accounts, no waiting for a check.
New Contact
Instant triggerIn Zapier“Triggers when a new contact is created.”
Hands a freshly created contact person to the rest of your tools as soon as MILKEE records it.
New Customer
Instant triggerIn Zapier“Triggers when a new customer is created.”
Is the instant version of the customer trigger: MILKEE reports each new customer company to Zapier itself.
New Entry
Instant triggerIn Zapier“Triggers when a new accounting entry is created.”
Sends each new accounting entry to Zapier the moment it is booked, the basis for any live copy of your books.
New Product
Instant triggerIn Zapier“Triggers when a new product is created.”
Pushes every product you add to the MILKEE catalog into your Zap without delay.
New Project
Instant triggerIn Zapier“Triggers when a new project is created.”
Lets a new MILKEE project kick off whatever has to exist alongside it, the moment the project is created.
New Tag
Instant triggerIn Zapier“Triggers when a new tag is created.”
Fires right after a tag is created in MILKEE, which helps when the same labels must exist in another tool.
New Task
Instant triggerIn Zapier“Triggers when a new task is created.”
Relays each new MILKEE task to another app the moment it is created, so the team sees it outside the accounting tool.
New Tax Rate
Instant triggerIn Zapier“Triggers when a new tax rate is created.”
Announces a new tax rate as soon as it exists in MILKEE, so pricing tools can offer it too.
New Time Track
Instant triggerIn Zapier“Triggers when a new time track entry is created.”
Starts a Zap each time hours are logged in MILKEE, the most direct way to reuse tracked time elsewhere.
New Product
Polling triggerIn Zapier“Triggers when a new product is created.”
Looks for new catalog products on each Zapier check and passes along only the ones it has not seen.
New Project
Polling triggerIn Zapier“Triggers when a new project is created.”
Collects projects created since the last check, then starts the Zap for each project that is new to Zapier.
New Tag
Polling triggerIn Zapier“Triggers when a new tag is created.”
Scans MILKEE for tags created since the previous check and runs once per new tag found.
New Task
Polling triggerIn Zapier“Triggers when a new task is created.”
Asks MILKEE for its newest tasks at each check and forwards those Zapier has not handled yet.
New Tax Rate
Polling triggerIn Zapier“Triggers when a new tax rate is created.”
Spots tax rates added to MILKEE when Zapier next checks, then passes each new one to the following step.
New Time Track
Polling triggerIn Zapier“Triggers when a new time track is created.”
Gathers time tracks created since the last check, so hours reach your other tools on Zapier's schedule.
Updated Account
Instant triggerIn Zapier“Triggers when an account is updated.”
Fires when an existing account in your MILKEE chart of accounts is changed after its creation.
Updated Contact
Instant triggerIn Zapier“Triggers when a contact is updated.”
Passes along a contact person whose details were edited in MILKEE, right after the edit.
Updated Customer
Instant triggerIn Zapier“Triggers when a customer is updated.”
Reacts to edits on a customer company in MILKEE, so the change does not stay locked in your accounting tool.
Updated Entry
Instant triggerIn Zapier“Triggers when an accounting entry is updated.”
Flags an accounting entry modified after booking, which any external copy of your books needs to know.
Updated Product
Instant triggerIn Zapier“Triggers when a product is updated.”
Kicks in when a catalog product is edited, a price or a name for instance.
Updated Project
Instant triggerIn Zapier“Triggers when a project is updated.”
Delivers a project the moment someone changes it in MILKEE, so boards and folders elsewhere stay in step.
Updated Tag
Instant triggerIn Zapier“Triggers when a tag is updated.”
Notifies Zapier when a tag is edited, its name or its color, so linked tools can follow.
Updated Task
Instant triggerIn Zapier“Triggers when a task is updated.”
Runs when an existing MILKEE task is changed, so the copy of it elsewhere can follow.
Updated Tax Rate
Instant triggerIn Zapier“Triggers when a tax rate is updated.”
Warns your Zap when a tax rate is modified, the change that quietly breaks a pricing sheet if nobody notices.
Updated Time Track
Instant triggerIn Zapier“Triggers when a time track entry is updated.”
Fires when logged hours are corrected in MILKEE, so a copy kept elsewhere matches the final figure.
MILKEE actions
MILKEE gives you 9 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Account
ActionIn Zapier“Creates a new account.”
Adds an account to the MILKEE chart of accounts, bank accounts included.
Create Customer
ActionIn Zapier“Creates a new customer.”
Adds a customer company to MILKEE from another app, a form or a CRM.
Create Entry
ActionIn Zapier“Creates a new accounting entry.”
Books a new accounting entry in MILKEE, with a date, a debit account and a credit account.
Create Product
ActionIn Zapier“Creates a new product.”
Adds an item to the MILKEE product catalog from another source.
Create Project
ActionIn Zapier“Creates a new project.”
Opens a new project in MILKEE, the container your tasks and tracked hours will hang from.
Create Tag
ActionIn Zapier“Creates a new tag.”
Creates a tag in MILKEE with the name and color you choose.
Create Task
ActionIn Zapier“Creates a new task.”
Creates a task inside an existing project, with a title and a due date.
Create Tax Rate
ActionIn Zapier“Creates a new tax rate.”
Sets up a new tax rate in MILKEE, tied to an account of your chart.
Create Time Track
ActionIn Zapier“Creates a new time track entry.”
Logs hours on a project from outside MILKEE, so time recorded in another tool can still be billed.
MILKEE searches
10 search steps look for data that already exists in MILKEE, so a later step can use it.
A search step looks up a MILKEE record that already exists and hands it to the steps that follow. The 10 searches sit at the bottom of the action event list, under their own SEARCH heading. Nine of them also come as a Find or Create entry: same search, with one box ticked. Each search makes the Zap multi-step, so it needs a paid plan.
Find Account
SearchFind or createIn Zapier“Finds an account by name, number, or type.”
Looks up an account of your chart by its name, its number or its type.
Find Contact
SearchIn Zapier“Finds a contact by name or customer.”
Finds a contact person by name or by the customer it belongs to.
Find Customer
SearchFind or createIn Zapier“Finds a customer by company name.”
Retrieves a customer from its company name, which is the required field of this search.
Find Entry
SearchFind or createIn Zapier“Finds entries by type, customer, project, or other criteria.”
Searches accounting entries by type, customer, project or other criteria, with optional billable and locked filters.
Find Product
SearchFind or createIn Zapier“Finds a product by name or archive status.”
Locates a product by its name, optionally filtering on whether it is archived.
Find Project
SearchFind or createIn Zapier“Finds a project by name, customer, or archive status.”
Fetches a project by name, by customer or by archive status.
Find Tag
SearchFind or createIn Zapier“Finds a tag by name.”
Checks whether a tag of a given name exists, the name being required.
Find Task
SearchFind or createIn Zapier“Finds a task by title, status, or project.”
Looks for a task by its title, its status or its project.
Find Tax Rate
SearchFind or createIn Zapier“Finds a tax rate by name or archive status.”
Finds a tax rate by name, with an optional filter on archived rates.
Find Time Track
SearchFind or createIn Zapier“Finds time tracks by project, customer, status, or other criteria.”
Retrieves time tracks by project, customer, status or other criteria, with an optional billable filter.
The three settings every search exposes
- Successful if no search results are found?Left on its default, a search that finds nothing stops the Zap there and the steps depending on it are skipped. Switched on, the Zap carries on empty-handed.
- Create X if it doesn't exist yet?Ticking it turns the search into a find-or-create: the setting above disappears and the step asks for the fields needed to create the missing record.
- 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 hand all of them on at once.
When a MILKEE Zap breaks
Zapier publishes no help article and no documented limit specific to MILKEE. What breaks is therefore what breaks on any Zap, plus the twin triggers of this app.
Six cases worth knowing before you switch a Zap on. If a run fails anyway, see our Zapier troubleshooting guide.
Old records are not picked up
A Zap only reacts to what happens after it is published. Customers, entries or hours created before that moment never start it; moving the backlog is a separate job.A Zap that keeps restarting itself
A Zap that writes into the very place its own trigger watches can set itself off again and again and burn through tasks fast. Keep the watched records and the written ones apart.A sudden flood of records
A trigger that suddenly returns a huge batch, after a bulk import or a migration for example, can be held back by Zapier's flood protection.The same item does not run twice
On the 10 polling triggers, Zapier keeps track of what it has already seen, so the same item does not start the Zap twice.Two twin triggers, two runs
Each New trigger exists twice under the same name, once instant and once polling. Two Zaps built on both for the same job can each run on the same record; keep only one.A missing ID stops the action
Create Task, Create Time Track and Create Entry need IDs of records that already exist. When the search before them finds nothing, the Zap stops there by default.
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