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Moloni Zapier integrationAutomate Moloni with Zapier.

The Moloni Zapier integration gives you 7 triggers, 4 actions and 1 search. Every trigger checks Moloni on a timer, the actions create customers and products, update a customer or email a document, and it all runs on the free plan while each Zap stays at two steps.

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Overview

What the Moloni Zapier integration actually does

The Moloni Zapier integration connects your Moloni invoicing account with the other tools you work in. Something that happens in Moloni, like a document reaching its payment date, can start work elsewhere, and data from another tool can create or update a customer in Moloni. You set it up once as a Zap, then it runs while switched on.

Three results worth building. A payment reminder: Document Maturity Date spots the document whose payment date has come, and Send Document via Email sends it by email. A stock alert: Minimum Stock sends a message elsewhere when a product reaches minimum stock, without anyone checking Moloni. A customer record kept in sync: when a contact changes in another tool, Update Customer carries the change into Moloni.

What Zapier does not do here. All seven triggers poll: Zapier checks Moloni at an interval set by your plan, so nothing reaches the Zap at the exact moment it happens in Moloni. There is no action to create an invoice or any other document: the integration emails a document that already exists, it does not issue one. Nothing deletes either, and the only search looks a customer up by ID.

Comparing tools before you start? See our n8n vs Zapier comparison. Want to learn the editor properly first? There is our Zapier training.

Vocabulary

Zapier vocabulary in one minute

The words below come back all over this page. Here is each one, 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, like a Moloni product hitting its minimum stock. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or creates something for you, like emailing a Moloni document.
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 on a timer, Zapier asks the app for new items. An instant one is reported by the app. Moloni only polls.
Filter
A step that lets the Zap go on only when what arrived meets a condition you set, and stops it otherwise.
Search step
A step that looks up something that already exists in an app, so the steps after it 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 one, and it then needs a paid plan.
Cost

What a Moloni Zap really costs

Moloni is not a premium app on Zapier, so it works on the free plan. You pay in tasks, never in checks.

  • Free plan100 tasks a month, unlimited Zaps of two steps
  • Premium appNo, Moloni works on the free plan
  • What countsEach successful action, never the trigger

The trigger costs nothing, however often Zapier looks at Moloni. Each action that succeeds counts as one task, and one that fails is not counted. A Zap with three actions uses three times what a one-action Zap uses, and a few apps and actions take more than one task. The free plan builds two-step Zaps only: a filter, a second action or Find Customer makes it multi-step, so paid. The grid shows how often a polling trigger checks, by plan.

Connect

Connect Moloni to Zapier in three steps

  1. 01

    Open the Apps page

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

  2. 02

    Pick Moloni

    Search for Moloni in the dialog, select it and click Add connection. A new tab opens where you sign in to Moloni with the account your Zaps should use.

  3. 03

    Grant access

    Sign in to Moloni in that tab and give Zapier access to the account. The connection is saved once, and every Moloni step you add later, in any Zap, reuses it.

First Zap

Your first Moloni Zap: a payment reminder

GoalWhen a Moloni document reaches its payment date, email it and tell the team in chat.

  1. 01

    Create the Zap

    Start a new Zap and choose Moloni as the app that starts it. With two actions after the trigger, this is a multi-step Zap and needs a paid plan.

  2. 02

    Set the trigger

    Pick Document Maturity Date, your Moloni connection and the Company. Test it: Zapier brings back the three most recent matching documents, so you map on a real one.

  3. 03

    Send the document

    Add Send Document via Email. Fill in the Company, the Document ID, the recipient's Email and Name; all four are required. Map them from the trigger only if its test shows them.

  4. 04

    Tell the team

    Add your team chat step and put the document details the trigger test brought back into the message, so the team knows an email went out.

  5. 05

    Test and publish

    Run each step once and read what came back, then publish the Zap to switch it on. Documents that passed their date before that are not picked up.

Triggers

Moloni triggers on Zapier

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

1

New Document

Polling trigger

In Zapier“Get all documents since a given date.”

Brings Moloni documents into a Zap as they appear, so each one can be filed, copied or announced somewhere else.

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 a line in a shared sheet, or a message to the team, for every document Moloni produces.
Watch out
the Company field is required, so a Zap only ever reads the documents of the one company you selected.
2

Document Maturity Date

Polling trigger

In Zapier“Triggers when a document reaches it's payment maturity date”

Fires when a Moloni document reaches its payment maturity date, the day the customer was due to pay.

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
chasing late payments by hand takes time, and you would rather have the document emailed again or flagged to someone automatically.
Watch out
check at the test what the document carries before you send anything to a customer, and keep the Company set to the right one.
3

Minimum Stock

Polling trigger

In Zapier“Triggers when a product reaches minimum stock”

Goes off when a product in Moloni reaches its minimum stock, and passes that product to the next step.

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 a message in another tool each time a Moloni product reaches minimum stock, without opening Moloni to check.
Watch out
the alert comes on the next check, so with the free plan's interval it can arrive some time after the event; if that matters, the plan decides more than the Zap.
4

New Client

Polling trigger

In Zapier“Triggers when a new client is created in Moloni”

Starts a Zap for each client created in Moloni, so the same person shows up in your other tools without a second entry.

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
your contact list or mailing tool has to know about every new Moloni client.
Watch out
clients added before the Zap was published never come through; only new ones do, so an existing list needs a separate import.
5

New Product

Polling trigger

In Zapier“Triggers when a new product is inserted in Moloni”

Picks up each product inserted in Moloni and hands it to the next step of the 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
a catalogue kept elsewhere, in a sheet or another tool, should gain a line for each new Moloni product.
Watch out
as a general precaution, a Zap that writes into the place its own trigger watches can set itself off again; check at the test what it reads.
6

Updated Client

Polling trigger

In Zapier“Triggers when a client is updated in Moloni”

Reacts when an existing Moloni client is changed, rather than when one is added.

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
another tool keeps a copy of your clients and must not drift away from what Moloni says after an edit.
Watch out
the Company field is required, and only that company's clients are watched; check at the test what one update brings back before mapping it.
7

Updated Product

Polling trigger

In Zapier“Triggers when a product is updated in Moloni”

Fires on an edit to a product that already exists in Moloni, the counterpart of New Product for changes.

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 product list outside Moloni has to follow every change made inside it.
Watch out
the Company field is required here as on every Moloni trigger, so products of another company are never seen by this Zap.
Actions

Moloni actions on Zapier

Moloni 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 Customer

Action

In Zapier“Creates a new client in Moloni”

Adds a new customer to the Moloni company you pick, from data that arrived earlier in the Zap.

When to use it
a contact is won in another tool and should be ready in Moloni before the first invoice.
Watch out
if the person may already exist in Moloni, put Find Customer in front and check at the test what it finds.
2

Create Product

Action

In Zapier“Creates a new item in Moloni”

Creates a product in Moloni, with its category, its name, whether it has stock and its measurement unit.

When to use it
new products are drafted in a sheet or another tool and you want them in Moloni without typing them twice.
Watch out
those four fields plus the Company are all required; check at the test what each one accepts before you publish.
3

Send Document via Email

Action

In Zapier“Send a document via email”

Emails an existing Moloni document to a person, from its document ID.

When to use it
a document should reach a customer when something happens in the Zap, for instance at its payment date.
Watch out
the Email and the Name of the recipient are both required, along with the Document ID; map them from an earlier step when its test shows them, rather than typing a fixed address.
4

Update Customer

Action

In Zapier“Updates a customer in Moloni”

Changes a customer already in Moloni, found by its client number.

When to use it
a contact's details change in another tool and Moloni has to follow.
Watch out
the Client Number is required; if the earlier steps do not carry it, add Find Customer first and check at the test what it returns.
Searches

Moloni searches on Zapier

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

A search step fetches something that already exists in Moloni so the next steps can use it. Moloni has one, found at the bottom of the action-event list, under SEARCH. Three settings decide what happens when the result is not the one you expected.

1

Find Customer

SearchFind or create

In Zapier“Finds a customer in Moloni through a client_id”

Looks up a Moloni customer from its customer ID and the Company, both required, and passes the record on.

When to use it
before Update Customer or an email, when an earlier step only carried the ID.
Watch out
the editor also lists Find or Create Client. It is this same search with the create box ticked, not a separate operation: when no customer matches, it creates one.

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 there and the steps that rely on it are skipped. Switched on, the Zap carries on with empty values.
  2. 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 what it needs to create the missing item.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When a Moloni Zap breaks

Zapier lists no Moloni-specific limit or error for this integration. The failures below come from how Zapier itself works.

Here are four general limits to know. None of them shows while you build; they appear once the Zap is live and real documents, clients and products move through it. If one of them hits you, open our Zapier troubleshooting page.

  • Nothing from before

    A Zap only reacts to what happens after it is switched on. Documents, clients or products that already existed are never 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 eats through your tasks. Keep the two apart.

  • Flood protection

    If a trigger suddenly returns a huge batch, after a bulk import or a migration, Zapier's flood protection can hold those items back instead of running them all.

  • The same item twice

    Zapier keeps track of what it has already seen on a polling trigger, so the same Moloni item does not start the Zap twice.
Need help

Need help automating Moloni with Zapier?

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FAQ

Moloni Zapier integration: questions people ask

01Is the Moloni Zapier integration free?
Yes. Moloni is not a premium app on Zapier, so it works on the free plan. That plan gives you 100 tasks a month and an unlimited number of Zaps, each limited to two steps: one trigger and one action. Emailing a document when it reaches its payment date fits. Adding a message to the team as well, a filter on certain documents or the Find Customer search turns it into a multi-step Zap, which needs a paid plan. Count the steps of the Zap you want before choosing the plan.
02How many tasks does a Moloni Zap use?
One task for each action that succeeds, and nothing else. The trigger is free, even though Zapier checks Moloni over and over, and an action that fails is not counted. The payment reminder above, with an email and a chat message, uses two tasks per document. A Zap that only adds a line to a sheet for each new product uses one. A few apps and actions take more than one task, so check what a real run costs once the Zap is live.
03Does the Moloni Zapier integration work in real time?
No. The seven Moloni triggers are all polling triggers: Zapier asks Moloni for new items at an interval that depends on your plan, then keeps only what it has not seen. That is 15 minutes on the free plan, 2 on Professional and 1 on Team and Enterprise. On the paid plans you can change how often a trigger checks, and run a check by hand from the editor. For a stock alert that has to be acted on quickly, the plan matters.
04What do you need to connect Moloni to Zapier?
A Moloni account, plus read or write access on anything you do not own yourself and want the Zap to touch. You connect from the Apps page of your Zapier account with + Add connection, sign in to Moloni in the tab that opens and grant access. The connection is reused by every Moloni step afterwards. Because each step asks for a Company, sign in with an account that can reach the company you want to automate.
05Can a Moloni Zap create an invoice?
No. None of the four actions creates an invoice or any other document. They create a customer or a product, update a customer, or email a document that already exists in Moloni, identified by its document ID. So the invoice itself is still issued in Moloni, and Zapier takes over afterwards: New Document picks it up, Document Maturity Date reacts to its payment date, and Send Document via Email delivers it. If issuing documents from another tool is the goal, this integration does not cover it today.
06What if the Moloni operation you need is not in Zapier?
Then this integration cannot do it, and no setting adds it. The Moloni page on Zapier shows the current list of triggers, actions and searches, so start there. Some gaps can be bridged inside a Zap: Find Customer, for example, fetches the customer details an action needs when the trigger did not bring them. When the operation itself is missing, like issuing a document, the step stays manual in Moloni or moves to another automation tool whose Moloni connector does include it.
07Zapier, Make or n8n for Moloni?
There is no winner, only criteria. Speed: on Zapier every Moloni trigger polls, at your plan's interval. Size of the flow: Zapier's free plan stops at two steps, so a reminder that also notifies the team needs a paid plan. Coverage: the operations available for Moloni are not the same in every tool, and issuing a document is not among Zapier's today. Look at what the Moloni connector of Make or n8n includes before deciding, and weigh it against how many steps you really need.
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