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Moneybird Zapier integrationAutomate Moneybird with Zapier.

The Moneybird Zapier integration offers 3 triggers, 6 actions and 2 searches. All three triggers are instant: a new contact, quote or sales invoice in Moneybird starts the Zap right away, and the actions create contacts, documents, quotes and invoices, then send them.

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Overview

What the Moneybird Zapier integration does for you

The Moneybird Zapier integration links your Moneybird accounting to the other tools you use. A Zap (the automation you build on Zapier) watches for a new contact, quote or sales invoice, then does something with it elsewhere. Or it works the other way round: another tool feeds Moneybird with contacts, documents, quotes and invoices.

An invoice that goes out by itself. New Sales Invoice starts the Zap, and Send Sales Invoice sends that same invoice through Moneybird. One trigger, one action: it fits on the free plan.

A contact list that fills itself. Someone signs up in another tool, and Create Contact adds them to Moneybird. Put Find Contact in front and the Zap checks first that the person is not already there (that makes it a multi-step Zap, so a paid plan).

A quote your team hears about. New Quote posts a line in your team chat, so nobody has to open Moneybird to know a quote exists.

What Zapier does not do here: it only listens for three events, all of them about something new being created (a contact, a quote, a sales invoice). Nothing in the list updates or deletes a record, and nothing that existed before the Zap was switched on gets picked up. If you also work with Make, see our Moneybird Make integration. To weigh the two platforms, open our Make vs Zapier comparison.

Vocabulary

Zapier in one minute

Eight words carry the whole page. Here they are in plain English.

Zap
The automation you build on Zapier: 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 new Moneybird contact, quote or invoice.
Action
What the Zap does once it has started: the step that writes, sends or moves something for you, like sending a sales invoice.
Task
The unit Zapier bills: one action your Zap completes successfully. The count on your plan is a count of those.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is reported by its app the moment the event happens, like all three on Moneybird.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something already in an app, such as a Moneybird contact, 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 it one, and it then needs a paid plan.
Cost

What a Moneybird Zap really costs

Zapier bills completed actions, nothing else. A Moneybird trigger that fires costs no task.

  • Paid plans onlyNo, available from the free plan
  • Free plan100 tasks a month, unlimited two-step Zaps
  • BilledEach successful action, never the trigger
  • Moneybird triggers3, all instant

Each action that succeeds counts as one task, and an action that fails is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, each one capped at a trigger and an action. Add a search step or a filter and the Zap becomes multi-step: finding a contact before creating a quote therefore needs a paid plan. The grid below sets how often a polling trigger is checked; it does not apply to Moneybird, whose three triggers are instant.

Connect

Connect your Moneybird account in 3 steps

  1. 01

    Open the Apps page

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

  2. 02

    Pick Moneybird

    Type Moneybird in the search box of the dialog, select it in the results, then click Add connection. A new tab opens so you can sign in to Moneybird.

  3. 03

    Sign in and grant access

    Log in to Moneybird in that tab and grant Zapier access to the account. The connection is saved once, then offered in every step and every Zap that uses Moneybird.

First Zap

Your first Zap: every new invoice logged in your spreadsheet

GoalWhen a sales invoice is created in Moneybird, a row lands in your spreadsheet and your team chat gets a short message.

  1. 01

    Set the trigger

    Create a Zap, pick Moneybird and New Sales Invoice, then your connection. The editor shows a lightning bolt: this trigger is instant.

  2. 02

    Test it on a real invoice

    Run the test. Zapier brings back the three most recent sales invoices of the account, so you map the next steps on a real one rather than on a guess.

  3. 03

    Add the row

    Add your spreadsheet as the action and map what the test returned to your columns. Check in the test sample which details are actually there before you rely on them.

  4. 04

    Tell the team

    Add your team chat as a third step and write the message from the same data. Three steps make it a multi-step Zap, so it needs a paid plan.

  5. 05

    Publish

    Run each step once, read what came back, then publish the Zap to switch it on. Invoices created before that moment are not picked up.

Triggers

The 3 Moneybird triggers

3 events start a Zap when something happens in Moneybird, and 3 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Contact

Instant trigger

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

Starts the Zap each time a contact is added to your Moneybird administration, and hands that contact to the steps that follow. It is the natural starting point for anything that should know about a new customer outside your accounting.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
you want each new customer copied into your mailing tool or your spreadsheet without typing it twice.
Watch out
only contacts created after the Zap is published start it; your existing contact list is not sent over.
2

New Quote

Instant trigger

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

Reacts to a quote being created in Moneybird. The quote becomes the raw material of the Zap: its details can be mapped into a message, a row or a record in another tool.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
you want to know that a quote was created without watching Moneybird.
Watch out
it reacts to creation only. Check in the test which details a fresh quote actually carries before you map them.
3

New Sales Invoice

Instant trigger

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

Fires on every sales invoice created in Moneybird and passes it down the Zap. Pair it with Send Sales Invoice and the invoice leaves without anyone opening the app.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
you log every invoice in a shared spreadsheet, or post a note in your team chat.
Watch out
the test brings back the three most recent invoices of the account; pick one that looks like the ones the Zap will really see.
Actions

The 6 Moneybird actions

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

1

Add Attachment to New Document

Action

In Zapier“Add an attachment to a new document (use in combination with Create Document).”

Attaches a file, given by its link, to a document the Zap has just created.

When to use it
right after Create Document, so the receipt or contract travels with the record.
Watch out
it needs both a Document id and a File url; map the id from the Create Document step.
2

Create Contact

Action

In Zapier“Create a new contact”

Adds a new contact to Moneybird from whatever an earlier step carried: a sign-up, a form, a row.

When to use it
new customers arrive in another tool and you want them ready for invoicing.
Watch out
switch Sepa Active to true and all the other SEPA fields become required.
3

Create Document

Action

In Zapier“Create a new document”

Opens a new document in Moneybird, tied to a contact, with a reference and a date.

When to use it
as the first half of a pair, just before Add Attachment to New Document.
Watch out
the date must follow the yyyy-mm-dd format (for example 2017-01-01), and Contact Id must point to a real contact.
4

Create Quote

Action

In Zapier“Create a new quote”

Drafts a new quote in Moneybird for an existing contact.

When to use it
a request arrives through a form and you want the quote waiting in Moneybird for review.
Watch out
Contact Id is required. Prices Are Incl Tax and Show Tax change how the amounts read, so check them on the test quote.
5

Create Sales Invoice

Action

In Zapier“Create a new sales invoice”

Creates a sales invoice in Moneybird for a given contact, from data another app sent.

When to use it
an order or a signed deal elsewhere should become an invoice without retyping.
Watch out
Contact Id is required; the optional Remove Invoice Sequence Id and Prices Are Incl Tax deserve a look at the test.
6

Send Sales Invoice

Action

In Zapier“Send a sales invoice”

Sends a sales invoice that already exists in Moneybird, straight from the Zap.

When to use it
after New Sales Invoice or Create Sales Invoice, so nobody has to press send.
Watch out
Sales invoice id is required. The optional Sending Scheduled, Deliver UBL and Mergeable fields are best checked at the test.
Searches

The 2 Moneybird searches

2 search steps look for data that already exists in Moneybird, so a later step can use it.

A search step finds a contact or a tax rate already in Moneybird and hands it to the steps that follow. In the editor, searches sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the result is not a single clean match.

1

Find Contact

SearchFind or create

In Zapier“Finds a contact.”

Looks up a contact in Moneybird and returns it, Contact Id included, to the next steps.

When to use it
before Create Quote or Create Sales Invoice, which both need a valid Contact Id.
Watch out
the editor also lists Find or Create contact. It is this same search with the creation box ticked, not a separate operation.
2

Find Tax Rate

Search

In Zapier“Finds a tax rate.”

Finds a tax rate set up in your Moneybird account so a later step can use it.

When to use it
an invoice or quote built by the Zap needs the right rate rather than one typed by hand.
Watch out
read at the test which rate comes back before you map it into a quote or an invoice.

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 relied on it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking this box turns the search into a find-or-create: it drops the setting above and asks for the fields needed to create the missing item. On Moneybird, only Find Contact offers it.
  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 hand all of them on at once.
When it breaks

When a Moneybird Zap breaks

Zapier lists no help article and no rate limit specific to Moneybird. What goes wrong comes from Zapier's general rules and from the fields the actions require.

  • The past is not replayed

    A Zap only reacts to what happens after it is switched on. Contacts, quotes and invoices that already existed stay where they are; moving them is a separate job.

  • A Zap that sets itself off

    A Zap that writes into the very place its own trigger watches can start itself again and again, and the task count goes with it. Check the pairing before you publish.

  • Flood protection after a big import

    When a trigger suddenly returns a huge batch, after a bulk import or a migration, Zapier's flood protection can hold those runs back.

  • A Contact Id that does not match

    Create Quote, Create Sales Invoice and Create Document want a valid Contact Id. Map it from a Find Contact step or from the trigger, never type a guess.
Need help

Need help automating Moneybird with Zapier?

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FAQ

Moneybird and Zapier: your questions

01Is the Moneybird Zapier integration free?
Yes. Moneybird is not a premium app, so it works on Zapier's free plan. That plan gives you 100 tasks a month and as many Zaps as you like, but each Zap is limited to two steps: one trigger and one action. New Sales Invoice followed by Send Sales Invoice fits. Add a search, a filter or a second action, for example Find Contact before Create Quote, and the Zap becomes multi-step, which needs a paid plan.
02How many tasks does a Moneybird Zap use?
One per action that succeeds, and nothing for the trigger. A Zap that logs each new sales invoice in a spreadsheet uses one task per invoice. If the same Zap also posts a message to your team chat, that is two actions and two tasks per invoice. Checking for new data never costs anything, and an action that fails is not counted against your plan. A few apps and actions take more than one task, so watch the first runs.
03Do Moneybird triggers run in real time?
Yes. New Contact, New Quote and New Sales Invoice are all instant: Moneybird reports the event to Zapier itself, so the Zap starts right away. The interval grid of the plans, which sets how often a polling trigger is checked, does not apply to them, even on the free plan. In the editor you can spot it by the lightning bolt on the trigger. The type is set by the app and cannot be changed from Zapier.
04What does connecting Moneybird to Zapier require?
An account on Moneybird, plus read or write access on anything you do not own yourself and want the Zap to touch. Then open the Apps page of your Zapier account, click + Add connection, search for Moneybird, click Add connection, sign in to Moneybird in the tab that opens and grant Zapier access. The connection is then reused by every step and every Zap that works with Moneybird. Nothing else is asked at this stage: the fields each action requires come later, inside the Zap.
05What date format does Create Document expect?
The yyyy-mm-dd format, for example 2017-01-01: that is how Zapier describes the Date field of Create Document, and the field is required. A date coming from another tool in a different shape does not match that format, so read at the test what your earlier step really sends before mapping it. The same action also requires a Reference and a valid Contact Id, which means the contact has to exist in Moneybird before the document can be created.
06What if the Moneybird operation you need is not there?
First check the Moneybird page on Zapier, which shows the current list of triggers, actions and searches. Then look at what you can combine: a search such as Find Contact or Find Tax Rate can provide the missing value, and Create Document plus Add Attachment to New Document covers files. If the event or action is truly absent, Zapier cannot offer it for Moneybird and another platform may be worth a look.
07Zapier, Make or n8n for Moneybird?
Decide on three criteria rather than a ranking. Operations: compare what each platform offers for Moneybird on its own app page, since the lists differ. Timing: on Zapier, the three Moneybird triggers are instant, so the plan's polling interval does not apply to them. Steps and budget: Zapier's free plan stops at two steps per Zap, and anything longer needs a paid plan. Whoever on your team will maintain the automation should also be comfortable with the tool you pick.
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