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MyCashflow Zapier integrationAutomate MyCashflow with Zapier.

The MyCashflow Zapier integration gives you 6 triggers, 5 actions and 4 searches. Zapier can notice new orders, customers, products, stock changes and newsletter sign-ups in your online store, write back comments, shipments and subscribers, and look up orders.

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Overview

What the MyCashflow Zapier integration actually does

MyCashflow is a hosted ecommerce platform for running your own online store. The Zapier integration connects that store to your other tools: six triggers watch orders, customers, customer groups, products, stock and newsletter sign-ups; five actions write into the store; four searches find an order, a product, a stock item or a subscriber.

Three typical results, each tied to real operations:

Orders where the team works. New Order copies each order, or each status change, into a spreadsheet or a chat, so nobody has to sit in the store admin. Shipments that register themselves. From a step that carries the Order ID, Register Order Shipment records the shipment so its documents and tracking code, when available, can be reached. One mailing list, not two. New Email Subscription/Unsubscription passes sign-ups and opt-outs to your email tool, and Create Email Subscriber or Remove Email Subscriber do the reverse.

What Zapier does not do for this store: there is no action to create or edit an order, a product or a customer record, and none to change stock. Those stay in MyCashflow. Zapier reads them through triggers and searches, and only writes comments, shipments, group memberships and subscribers.

If you want a second opinion on the tool itself, see our Zapier review.

Vocabulary

Zapier vocabulary in one minute

Eight words you will meet in the editor. Each is explained once here, then used as is on the rest of the page.

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 that starts the Zap. Once the Zap is on, Zapier waits for it, for example a new order in your store.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you, such as an order comment.
Task
The unit Zapier bills: one action your Zap completes successfully. The allowance on your plan is a count of those.
Polling trigger
A trigger Zapier checks on a timer: it asks the app for new items at a fixed interval and keeps what it has not seen. All six here.
Filter
A step that lets the Zap carry on only when what arrived meets the 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 search, a filter or a second action makes it one, and it needs a paid plan.
Cost

What a MyCashflow Zap really costs

Watching your store is free. You pay, in tasks, for what the Zap writes.

  • Triggers and their checks0 tasks
  • Each action that succeeds1 task
  • Free plan100 tasks a month, two-step Zaps
  • A search in the ZapMulti-step, paid plan

Triggers never use a task, and neither do Zapier's checks for new orders or customers, however often they run. Each action that succeeds counts as one task; a failed one is not counted. A Zap that registers a shipment and then posts a comment costs two. MyCashflow is not a premium app, so one trigger plus one action runs on the free plan: 100 tasks a month and unlimited two-step Zaps. A search, a filter or a second action makes it a multi-step Zap, which needs a paid plan. All six triggers are polling, so the grid below decides how soon a new order reaches the Zap.

Connect

Connect MyCashflow to Zapier in three steps

  1. 01

    Open the Apps page

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

  2. 02

    Pick MyCashflow

    In the dialog, type the app's name, select MyCashflow in the results, then click Add connection. A new browser tab opens so you can reach your store account.

  3. 03

    Sign in and grant access

    Sign in to MyCashflow in that tab and grant Zapier access to the account. The connection is saved, and every trigger, action and search of this app can reuse it.

First Zap

Your first Zap: alert the team about the right orders

GoalWhen a MyCashflow order matches the condition you set, a message lands in your team chat, so nobody watches the store admin.

  1. 01

    Create the Zap

    Start a new Zap. Pick MyCashflow as the app that starts it, New Order as the event, then choose your MyCashflow connection from the list.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items of the connected account, so the filter and the message are set up on a real order.

  3. 03

    Add the filter

    From the plus icon, add a Filter: the field, the rule, the value. Set the condition an order must meet to reach your chat. It needs a paid plan.

  4. 04

    Add the chat message

    Add your chat app as the action, pick the channel, then place what the order test returned into the message. Check at the test which values actually come through.

  5. 05

    Test and publish

    Test the action once and read the message in the channel. When it looks right, click Publish; Zapier then checks the store at the interval of your plan.

Triggers

MyCashflow triggers

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

1

New Customer

Polling trigger

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

Starts your Zap when a customer account is created in your store, so the person can be welcomed or recorded elsewhere.

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
when each new customer should land in your CRM or your email tool.
Watch out
customers who already had an account before the Zap was published are not sent through.
2

New Customer in Customer Group

Polling trigger

In Zapier“Triggers when a customer is added to a customer group.”

Fires when a customer is placed in a customer group, which is how you react to a segment rather than to every sign-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
when joining a particular group should open a dedicated follow-up in another tool.
Watch out
check at the test which group a run refers to before building on it, especially if several groups exist.
3

New Email Subscription/Unsubscription

Polling trigger

In Zapier“Triggers when a new email subscriber is added or when someone unsubscribes from the newsletter.”

Reacts to the store's newsletter list, either when someone signs up or when someone opts out, depending on how you set 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
when your email tool must mirror the sign-ups and opt-outs collected by the store.
Watch out
the required Trigger by setting picks one direction, sign-ups or opt-outs, and the Zap only sees that one.
4

New Order

Polling trigger

In Zapier“Triggers when a new order is created or the status of an order is changed.”

Goes off when an order is placed in your store, and again when the status of an order 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
for order logs, team alerts, or any step that should follow an order through its statuses.
Watch out
a single order can start the Zap several times as its status moves; check at the test what comes back before building on it.
5

New Product

Polling trigger

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

Picks up each product added to the catalogue, so the new item can be announced or listed in another tool.

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
when a product sheet or a team channel should know about new references.
Watch out
products already in the catalogue before you publish are not sent through.
6

New Stock Change

Polling trigger

In Zapier“Triggers when the balance of a stock item is changed.”

Fires when the balance of a stock item moves, up or down, which makes it the trigger to watch inventory from outside the store.

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
when a low level should alert someone or update a stock sheet kept elsewhere.
Watch out
each change to a stock balance can start a run, and every run that reaches an action costs a task.
Actions

MyCashflow actions

MyCashflow gives you 5 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

2

Create Email Subscriber

Action

In Zapier“Adds a new Email Subscriber to the store's mailing list.”

Adds an address to the store's mailing list, for sign-ups collected somewhere else.

When to use it
when a form or an event tool gathers emails that belong in the store's newsletter.
Watch out
Email address is required; Find Email Subscriber, as find-or-create, avoids adding someone twice.
3

Create Order Comment

Action

In Zapier“Creates a new comment (private or public) for the order.”

Adds a private or public comment to an order, written from what another app knows about it.

When to use it
to leave a trace on the order when something happens in your shipping or support tool.
Watch out
Order ID and Comment Text are required; Update Timestamp decides whether the order's last modified date moves too.
4

Register Order Shipment

Action

In Zapier“Registers a shipment to access its shipping documents and tracking code (if available).”

Registers a shipment for an order, which gives access to its shipping documents and its tracking code when one is available.

When to use it
when the shipment should be recorded from another step instead of by a manual click in the store.
Watch out
Order ID is required; check at the test which earlier value fills it.
5

Remove Email Subscriber

Action

In Zapier“Removes an Email Subscriber from the store's mailing list.”

Takes an address off the store's mailing list, the counterpart of the action above.

When to use it
when someone opts out in your email tool and the store should stop counting them as a subscriber.
Watch out
Email Address is required, and it must match the address held by the store.
Searches

MyCashflow searches

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

A search does not start a Zap: it sits after the trigger and fetches something that already exists in your store, so the next step can use it. In the editor, searches sit at the bottom of the action-event list, under SEARCH. Each MyCashflow search needs one identifier, and one search makes the Zap multi-step, so it needs a paid plan.

1

Find Email Subscriber

SearchFind or create

In Zapier“Finds an email subscriber.”

Checks whether an address is on the store's mailing list. It also appears as Find or Create Email Subscriber, the same search with the creation box ticked.

When to use it
before adding a subscriber, so the list does not collect duplicates.
Watch out
Email address is required.
2

Find Order

Search

In Zapier“Finds an order.”

Retrieves an order from its Order ID, the identifier the store generates automatically.

When to use it
when the Zap starts in another tool that carries the Order ID and the next step needs the full order.
Watch out
it searches by that ID only, not by customer name or email.
3

Find Product

Search

In Zapier“Finds a product.”

Fetches a product from its Product ID, generated by the store when the product was created.

When to use it
when a step needs product details and an earlier step carries that ID.
Watch out
the Product ID is not the code you typed yourself; that one belongs to Find Stock Item.
4

Find Stock Item

Search

In Zapier“Finds a stock item.”

Looks up a stock item from its Product Code, the unique code you defined by hand for the product.

When to use it
when another tool, a spreadsheet for instance, refers to items by your own codes.
Watch out
the code must match exactly what is set in MyCashflow; check at the test.

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 depend 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 no longer offers the setting above and asks for the fields needed 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 hand all of them on at once.
When it breaks

When a MyCashflow Zap breaks

Zapier attaches no help article to this app. The cases below come from the app's own operations and from the general limits that apply to any Zap.

Six situations to keep in mind once the Zap is live. For the general method, see our Zapier troubleshooting guide.

  • One order, several runs

    New Order fires on a new order and again when its status changes. A Zap meant for new orders only can run more than once per order; check at the test what comes back.

  • Sign-ups or opt-outs, not both

    New Email Subscription/Unsubscription follows one direction, chosen in Trigger by. A Zap set to sign-ups never sees an opt-out.

  • An order step with no order

    Create Order Comment and Register Order Shipment require an Order ID. Without one from an earlier step, the action has nothing to work on.

  • The wrong identifier

    Find Product wants the store's Product ID; Find Stock Item wants your own Product Code. Swapping them returns nothing.

  • Old orders are not replayed

    The Zap only reacts to what happens after it is switched on. Orders and customers that existed before stay where they are.

  • A sudden batch is held back

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

Need help automating MyCashflow with Zapier?

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FAQ

MyCashflow Zapier integration: frequent questions

01Is the MyCashflow Zapier integration free?
It can be, with limits. MyCashflow is not a premium app, so a Zap made of one trigger and one action runs on Zapier's free plan, which gives 100 tasks a month and unlimited two-step Zaps. The four searches change that: a Zap that uses Find Order, Find Product, Find Stock Item or Find Email Subscriber becomes multi-step, as does one with a filter or a second action, and needs a paid plan. Copying each order to a sheet is free; adding a filter first is not.
02How many tasks does a MyCashflow Zap use?
Triggers use none, and neither do Zapier's checks of your store. What counts is each action that succeeds afterwards, one task each: an order copied to a spreadsheet is one task, the same order also posted in a chat is two. An action that fails is not counted. Keep an eye on New Order and New Stock Change: each status change or stock movement can start a run, and every run that reaches an action costs again.
03Do MyCashflow triggers work in real time?
No. All six MyCashflow triggers are polling: Zapier asks the store for new items at a fixed interval and keeps only what it has not seen. The interval depends on your plan: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. On paid plans you can change how often it checks and run a check by hand from the editor. So a new order can wait up to one interval before the Zap starts working on it.
04What does connecting MyCashflow to Zapier require?
An account on MyCashflow, plus read or write access on anything you do not own yourself and want the Zap to touch. Then three moves: open the Apps page of your Zapier account and add a connection, pick MyCashflow in the dialog, then sign in in the tab that opens and grant Zapier access. The connection is saved once and serves every trigger, action and search. The order actions also need an Order ID from an earlier step.
05Why does New Order run more than once for the same order?
Because it reacts to two things: a new order, and a change in the status of an existing one. Each status change can start the Zap again, which is handy for following an order but surprising in a Zap meant to log each order once. Keep that in mind when you pick what the action writes, and run the trigger test to see what comes back before you publish. Each run that reaches an action costs a task.
06What if the MyCashflow operation you need is not available?
Then Zapier cannot do it for this store today. The actions cover order comments, shipments, customer groups and newsletter subscribers; there is nothing to create or edit an order, a product or a customer, and nothing to set stock. The app page on Zapier shows the current list of operations, so check it there. Those changes stay manual in MyCashflow, while Zapier reads them through its six triggers and four searches and passes them on.
07Zapier, Make or n8n for MyCashflow?
Decide on criteria rather than a ranking. Coverage first: on Zapier, MyCashflow brings six polling triggers, five actions and four searches; for Make or n8n, check their catalogs for the app before comparing. Speed next: polling means a new order waits up to the interval of your plan. Then the shape of the flow, since filters and searches leave Zapier's free plan. Last, who on your side will maintain it.
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