Resources · Zapier integration

Moxo Zapier integrationAutomate Moxo with Zapier.

The Moxo Zapier integration gives you 4 triggers, 24 actions and 3 searches. All four triggers are instant and Moxo runs on the free plan, but many actions need a workspace ID from an earlier step. Here is the cost, the setup and the traps.

See the 31 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the Moxo Zapier integration actually does

The Moxo Zapier integration connects Moxo, a platform that runs multi-step business processes where people and AI agents work in the same flow, to the rest of your tools. Moxo tells Zapier when a flow moves, a button is clicked or a transaction closes, and Zapier can create clients, workspaces, to-dos, meetings and flow steps in Moxo.

Three outcomes show the range. First, a record of every approval: Transaction Completed fires when a transaction closes in Moxo, and a spreadsheet you already keep gets one row per decision.

Second, client onboarding that starts on its own: when a deal closes elsewhere, Create Client adds the person, then Create Group Workspace opens the space where the work will happen. That chain has two actions, so it needs a paid plan.

Third, flows that react to the outside world: a Zap can open a flow with Start Flow Workspace, add a step to it, and later close an integration step with Complete Integration Flow Step.

What Zapier does not do here matters just as much. Many Moxo actions ask for a workspace ID, which Moxo says typically comes from an earlier Moxo step or a search, and either one makes the Zap multi-step. Three actions carry the word Deprecated in their name; their newer versions sit in the same list. And there is no trigger for a new client or a new message.

If you are still weighing automation tools, see our Make vs Zapier page before you commit.

Vocabulary

The Zapier words you need, in one minute

Eight terms come back all over 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 that trigger event happens.
Trigger
The event that starts a Zap, such as a completed transaction in Moxo. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in an app.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Instant vs polling
An instant trigger is reported by the app the moment the event happens. A polling trigger is checked by Zapier on a timer.
Filter
A step that lets the Zap carry on only when what arrived meets a condition you set, and stops it otherwise.
Search step
A step that looks up something already in an app, such as a workspace, so the next steps can use what it found.
Multi-step Zap
Any Zap beyond one trigger and one action. A filter, a search or a second action makes one, and it then needs a paid plan.
Cost

What a Moxo Zap really costs

Moxo is not a premium app, so it runs on Zapier's free plan. You pay in tasks, and only actions produce them.

  • Trigger0 task
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo, works on the free plan

The trigger never costs a task. Every action that succeeds counts once, so a Zap that creates a client and then a workspace uses two tasks per run. A failed action is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, each capped at two steps: one trigger, one action. A filter, a search or a second action makes the Zap multi-step and needs a paid plan. The interval grid below does not apply to Moxo's four triggers, which are all instant.

Connect

Connect Moxo to Zapier in three steps

  1. 01

    Open the Apps page

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

  2. 02

    Find Moxo and add it

    Type Moxo in the search box of the dialog, pick it from the results, then click Add connection. A new tab opens so you can finish the link on the Moxo side.

  3. 03

    Sign in and grant access

    Sign in to Moxo in that tab and grant Zapier access to the account. Every Moxo step in every Zap then reuses this connection, so you only do it once per account.

First Zap

Your first Zap: log the transactions that matter

GoalEach completed Moxo transaction that meets a condition you choose adds a row to your spreadsheet.

  1. 01

    Pick the trigger

    Create a Zap, choose Moxo as the app and Transaction Completed as the event, then select the Moxo connection you added earlier.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items of your account, so you map the next steps on a real transaction rather than on a blank.

  3. 03

    Add the filter

    Click the plus icon and add Filter. Set the field to look at, the rule and the value to compare with. A filter makes this a multi-step Zap, so it needs a paid plan.

  4. 04

    Add the row

    Add your spreadsheet app as the action and map the transaction details from the trigger into its columns. Test the step once and read what came back before going further.

  5. 05

    Publish

    Click Publish to switch the Zap on. Each transaction that passes the filter adds a row, and each row added successfully counts as one task.

Triggers

Moxo triggers

4 events start a Zap when something happens in Moxo, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Flow Button Clicked

Instant trigger

In Zapier“Trigger when a button is clicked in an Approval/Acknowledgement/File Request/To-Do/Form/Time Booking flow step.”

This one starts your Zap when someone clicks a button inside a flow step, whether that step is an approval, an acknowledgement, a file request, a to-do, a form or a time booking.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a click in Moxo should set off something outside it, like logging an acknowledgement in a spreadsheet the moment a client confirms.
Watch out
you must pick a Moxo flow template when you set it up, so that template has to exist in Moxo before you set up the trigger.
2

Flow Updates

Instant trigger

In Zapier“Triggers when a flow or any of its steps is started, completed, or due_date_arrive.”

Zapier highlights this trigger, and with reason: it fires when a flow or any of its steps is started, completed, or reaches its due date.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
your team wants a message in its chat each time a step finishes, or a heads-up when a due date arrives.
Watch out
one trigger covers starts, completions and due dates. If only one of them matters, look at the test for what tells them apart, then a filter can keep that case alone, on a paid plan.
3

Transaction Completed

Instant trigger

In Zapier“Trigger when a transaction is completed.”

When a transaction in Moxo reaches completion, this trigger hands it to your Zap with its details.

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 keep a register of approved transactions outside Moxo, or a completed transaction should start work in another tool.
Watch out
the Zap only sees transactions completed after you publish it; older ones stay in Moxo. If you need a file from it, check at the test whether a file link arrives before you plan a Download File step.
4

Xero Purchase Order Completed

Instant trigger

In Zapier“Trigger when a Xero Purchase Order is approved or declined in Moxo.”

Built for teams that route Xero purchase orders through Moxo, this trigger fires once such a purchase order is approved or declined in Moxo.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the decision taken in Moxo should travel back to the people or tools that raised the purchase order.
Watch out
it covers both outcomes, approval and refusal. If your next step should only run on one of them, put a filter right after the trigger, on a paid plan.
Actions

Moxo actions

Moxo gives you 24 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add a Step in Flow Workspace

Action

In Zapier“Add a step in flow workspace.”

Inserts a new step into a running flow workspace, from a content library template.

When to use it
an outside event should add work to a flow already under way.
Watch out
you locate the workspace by its reference ID by default, and the step type defaults to To-Do. Set the reference ID when the flow starts so you can find it here.
2

Add Step in Flow Workspace - Deprecated

Action

In Zapier“Add a step in flow workspace. - Deprecated”

The older form of the step above, still offered by Zapier.

When to use it
to keep an existing Zap alive; pick Add a Step in Flow Workspace for anything new.
Watch out
it also needs the way to locate the workspace, by reference ID by default.
3

Add User to Workspace

Action

In Zapier“Add an existing user to a group workspace.”

Brings an existing user, client or internal, into a group workspace.

When to use it
someone new joins a client team and needs access to the shared space.
Watch out
an email that does not belong to a registered user is ignored. A client can only join if they have a relationship with the workspace owner, which the Create New Relationship? field can set up.
4

Complete Integration Flow Step

Action

In Zapier“Complete an Integration Flow Step that was setup by "Add Step in Flow Workspace".”

Marks as done an integration step that was set up by Add Step in Flow Workspace, so the flow can move on.

When to use it
a step waits for something outside Moxo, such as a payment, and the Zap should close it once that arrives.
Watch out
it needs the step reference ID set when the step was added. Keep that ID somewhere the later Zap can read.
5

Create Client

Action

In Zapier“Creates a new client user.”

Adds a new client user to Moxo with a first name, last name and email, assigned to one or more account managers.

When to use it
a deal closes in your sales tool and the customer needs a Moxo login.
Watch out
every client is identified by email and no email duplication is allowed, so an email already in Moxo will not give you a second client.
6

Create Group Workspace

Action

In Zapier“Creates a group workspace and add users to it.”

Opens a group workspace with a title, an owner and members, ready for the shared work that follows.

When to use it
each new project or new client should get its own shared space in Moxo.
Watch out
members must already exist in your Moxo portal, and the owner must be an account manager, not a client. The title can mix fixed text with fields from the trigger.
7

Create Note

Action

In Zapier“Creates a Note in a workspace.”

Writes a plain-text note into a workspace, with a name, the content and who may edit it later.

When to use it
details gathered elsewhere, such as a form answer, should sit in the client's workspace.
Watch out
it needs a workspace ID, usually from an earlier Moxo step such as Create Group Workspace or Find Direct Workspace, so plan a multi-step Zap.
8

Create To-Do

Action

In Zapier“Creates a To-Do in a workspace.”

Puts a to-do into a workspace, optionally from a content library template and optionally marked as important.

When to use it
an event in another app should leave a clear task for someone inside Moxo.
Watch out
like most Moxo actions it asks for a workspace ID, which normally comes from an earlier Moxo step or search.
9

Create Transaction

Action

In Zapier“Creates a Transaction in a workspace.”

Creates a transaction in a workspace, with a title, a sub-title, content and the client who must approve it.

When to use it
something prepared outside Moxo needs a client's sign-off inside it.
Watch out
the assigned client is given by email, the person who will approve it, so map that address carefully. Pair it with the Transaction Completed trigger to act on the outcome.
10

Create TransObject - Deprecated

Action

In Zapier“Creates a TransObject (Approval, Acknowledgement, File Request, Form, PDF Form, To-Do, Time Booking) in a workspace.”

The older version of the action above, still listed by Zapier, covering the same seven request types.

When to use it
only to keep an existing Zap running; for new Zaps, pick the newer TransObject action.
Watch out
a file request here needs two assignees, and for other types only the first assignee is used if you give several.
11

Create or Update Client

Action

In Zapier“Updates an existing client or creates a new one if that client doesn't already exist.”

Safer than plain creation when you are not sure the person exists: it updates the matching client, or creates one if no client has that email.

When to use it
contact details change in another tool and Moxo should follow.
Watch out
the email itself can never be updated. Account managers in your list who are already assigned are skipped, and those not in the list stay assigned.
12

Create Xero Purchase Order

Action

In Zapier“Creates a Purchase Order in Moxo based on a Xero 'New Purchase Order' Trigger.”

Brings a Xero purchase order into Moxo as a transaction card for someone to approve.

When to use it
your Zap starts on Xero's New Purchase Order trigger and the approval should happen in Moxo.
Watch out
five fields are required: the approver's Xero email, the purchase order ID and number, and the title and sub-title shown in Moxo. The Xero trigger comes first, so build this Zap from it.
13

Create TransObject(Aprv,Ack,File Req,Form,PDF Fom,To-Do,Time Bk)

Action

In Zapier“Creates a TransObject (Approval, Acknowledgement, File Request, Form, PDF Form, To-Do, Time Booking) in a workspace.”

The current way to drop an approval, acknowledgement, file request, form, PDF form, to-do or time booking into a workspace.

When to use it
one Zap should create different kinds of requests depending on what came in.
Watch out
it needs a workspace ID. Weekends count in the due date unless you set the option that skips them, which is off by default.
14

Deactivate Client

Action

In Zapier“Deactivates a client user.”

Switches off a client user, found by email.

When to use it
a contract ends in your billing or sales tool and the client should lose access to Moxo.
Watch out
the email is the only way to identify the client, so it must match exactly the one stored in Moxo.
15

Delete Xero Purchase Order

Action

In Zapier“Deletes a Purchase Order in Moxo based on a Xero 'New Purchase Order' with 'Deleted' status Trigger.”

Removes from Moxo a purchase order that was deleted in Xero.

When to use it
your Zap starts on Xero's New Purchase Order trigger with the Deleted status, and Moxo should stay in line.
Watch out
only the purchase order ID is required, so make sure you map the Xero ID itself and not the number.
16

Download File

Action

In Zapier“Download a file that can be uploaded in Zapier.”

Fetches a file from a link so the following steps in Zapier can upload it elsewhere.

When to use it
files from a completed transaction or flow should be archived in your storage tool.
Watch out
the file link typically comes from an earlier Moxo trigger; map it from there and check at the test that it arrives.
17

Invite People to Meeting

Action

In Zapier“Invite anyone to a previously scheduled Meeting.”

Adds anyone to a meeting that is already scheduled.

When to use it
a new person joins a project and should be in the next meeting.
Watch out
it needs the meeting ID, taken from the meeting link or from an earlier Schedule Meeting step.
18

Schedule Meeting

Action

In Zapier“Schedule a Moxo Meeting and invite participants to it.”

Books a Moxo meeting and invites participants to it.

When to use it
a booking made in another tool should become a Moxo meeting without retyping.
Watch out
three fields are required, a topic, a start time and a time zone. Check at the test that the start time arrives in a format Moxo accepts.
19

Send File

Action

In Zapier“Sends a file to a workspace.”

Delivers a file from an earlier step into a Moxo workspace.

When to use it
a document produced in another app, such as a signed contract, should land in the client's workspace.
Watch out
both the workspace ID and the file are required, and the file must come from a previous step of the Zap.
20

Send Message

Action

In Zapier“Sends a message to a workspace.”

Posts a message into a workspace, mixing your own text with fields from earlier steps.

When to use it
clients should read an update in their Moxo workspace when something changes in another tool.
Watch out
the workspace ID is required. Find Direct Workspace is one way to get it for a given client and account manager.
21

Start E-Sign

Action

In Zapier“Start E-Sign via Signature copied from a template in Content-Library.”

Launches an e-signature by copying a signature template from your Moxo content library.

When to use it
a contract needs signing once a deal reaches a given stage in another tool.
Watch out
the destination workspace ID is required, and the template must already exist in the content library.
22

Start Flow Workspace

Action

In Zapier“Start flow workspace from a flow template.”

Launches a new flow workspace from one of your flow templates.

When to use it
a signed deal or a form answer should kick off a full Moxo process.
Watch out
you need the template folder, the template and a name for the flow. Build the template in Moxo before you build the Zap.
23

Start Flow Workspace - Deprecated

Action

In Zapier“Start flow workspace from a flow template. - Deprecated”

The earlier version of Start Flow Workspace, kept in the list.

When to use it
only if an existing Zap already relies on it; new Zaps should use Start Flow Workspace.
Watch out
it only asks for a flow name as a required field, so check at the test which template it starts.
24

Update Client

Action

In Zapier“Updates the client info and account managers for a client.”

Changes the details and the account managers of a client who already exists, found by email.

When to use it
a client moves to another account manager and the change is recorded in another tool first.
Watch out
the client email is the identifier and cannot be changed through this action.
Searches

Moxo searches

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

A search step finds something that already exists in Moxo and hands it to the next steps. In the editor, searches sit at the bottom of the action-event list, under SEARCH. Any search makes the Zap multi-step, so paid. Moxo offers no find-or-create variant.

1

Find Members by Workspace ID

Search

In Zapier“Finds the binder members by workspace id".”

Returns the members of a workspace once you give it the workspace ID.

When to use it
a message or a meeting invite should reach everyone in a given workspace.
Watch out
the workspace ID is required, so map it from an earlier step or type it in.
2

Find Direct Workspace

Search

In Zapier“Finds a direct workspace between an account manager and a client.”

Looks up the direct workspace between an account manager and a client, which is the key many actions need.

When to use it
you want to send a message or a file to one client without knowing the workspace ID.
Watch out
both emails are required, the client's and the account manager's.
3

Find Binder by Reference ID

Search

In Zapier“Finds the binder that has set a reference_id".”

Finds the flow workspace that carries a given reference ID.

When to use it
a later Zap needs to act on a flow it did not start, such as adding a step.
Watch out
it only works if a reference ID was set when the flow workspace started.

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 skips the steps that needed it. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    On apps that offer it, ticking this box turns the search into a find-or-create. None of Moxo's three searches has that option.
  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 Moxo Zap breaks

Zapier attaches no help article of its own to Moxo, so the cases below are the general traps of any Zap, applied to this app.

Read these three cases before you publish. If something still behaves oddly afterwards, our Zapier troubleshooting page is the next stop.

  • Nothing from before the Zap

    A Zap only reacts to what happens after it is switched on. Flows, transactions and purchase orders that moved earlier are never picked up.

  • 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 burn through your task count fast.

  • A sudden big batch

    If a trigger suddenly returns a huge batch, after a bulk import or a migration, Zapier's flood protection can hold those items back.
Need help

Need help automating Moxo with Zapier?

A person reads every message.

FAQ

Moxo Zapier integration: your questions

01Is the Moxo Zapier integration free?
Yes, Moxo is not a premium app, so it works on Zapier's free plan: 100 tasks a month and as many Zaps as you like. The limit is size, since each Zap stops at two steps, one trigger and one action. With Moxo that limit shows up quickly: many actions need a workspace ID from an earlier Moxo step or a search, and a search, a filter or a second action needs a paid plan. A Zap like Transaction Completed to a spreadsheet row fits the free plan; creating a client and then a workspace does not.
02How many tasks does a Moxo Zap use?
One task per action that completes successfully, and nothing for the trigger. A Zap that creates a client and then a group workspace uses two tasks each time it runs, because each action counts on its own. A search step in the chain makes the Zap multi-step, so it needs a paid plan. An action that fails is not counted. On the free plan, 100 tasks a month are shared across every Zap, which goes quickly with multi-action onboarding flows.
03Do Moxo triggers fire in real time?
Yes. All four Moxo triggers are instant: Moxo tells Zapier the moment the event happens, so the Zap starts right away, whatever your plan. The polling interval grid of Zapier's plans does not apply to them, and in the editor a Zap built on one of them shows a lightning bolt. A completed transaction or a clicked flow button reaches your Zap without waiting for a timed check, even on the free plan, where polling triggers of other apps wait 15 minutes.
04What do you need to connect Moxo to Zapier?
A Moxo 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: add a connection, search Moxo, sign in on the tab that opens and grant access. Several actions also expect people to exist in Moxo already, such as account managers for Create Client or members for Create Group Workspace, so set those up before you build.
05Where does the Moxo workspace ID come from?
From an earlier step in the same Zap, in most cases according to Moxo's own field notes: another Moxo action such as Create Group Workspace, or the search Find Direct Workspace, which finds the workspace between a client and an account manager. Check at the test what each step actually hands over. Send Message, Send File, Create Note, Create To-Do and the TransObject actions all require it. Because getting the ID adds a step, these Zaps are multi-step and need a paid plan.
06What if the Moxo operation you need is not there?
Then Zapier cannot do it with Moxo today. The integration lists 4 triggers, 24 actions and 3 searches, and there is, for example, no trigger for a new client or a new message. Moxo's page on Zapier shows the current list of operations, so check it before you design a Zap around a missing step. Note that three actions are marked Deprecated: for new Zaps, use their current versions rather than building on the old ones.
07Zapier, Make or n8n for Moxo?
Decide on criteria, not on a ranking. On Zapier, Moxo brings 31 visible operations and four instant triggers, so the plan's polling interval does not apply to it. The real constraint is the two-step cap of the free plan, because many Moxo actions need a workspace ID from an earlier step. Check whether Make or n8n list Moxo and which operations they expose, then compare what each tool charges for the number of steps your flows need.
Same platform

Other docs you might need on this stack.

Browse all integrations