How to Use Zapier to Automate Work With Square and Intercom

Zapier makes it easy to connect apps like Square and Intercom so you can automate repetitive work without writing code. This how-to guide walks you through building your first workflow based on what the source article highlights about new and noteworthy app integrations.

The original Zapier blog post about Square and Intercom introduces useful ways to connect tools you already use. Here, you will learn the practical steps to turn those ideas into working automations.

What Zapier Does for Your Apps

Before building anything, it helps to understand what Zapier actually does between your apps.

In simple terms, Zapier:

Listens for events in one app (like a new payment or message)
Sends the data to another app automatically
Runs in the background, on a schedule or in real time
Removes manual copy-paste work between tools

Each automated workflow is called a Zap. A Zap links two or more apps using a trigger and one or more actions.

Key Concepts You Need to Use Zapier

When following any Zapier tutorial, you will see the same core terms. Understanding them will make the setup much faster.

Triggers in Zapier

A trigger is the event that starts your automation. Examples inspired by the Square and Intercom article include:

New Square payment created
New customer added in Square
New conversation in Intercom
New user or lead created in Intercom

Once this trigger fires, Zapier continues through the steps you configure.

Actions in Zapier

An action is what happens after the trigger event. Common actions you might set up are:

Create or update a contact in your CRM
Send a notification in a team chat tool
Add a new row to a spreadsheet
Create a follow-up task in a project management tool

Because Zapier supports thousands of apps, you can usually chain several actions together.

Tasks and Usage in Zapier

Each individual action run by a Zap counts as a task. For example:

One new Square sale triggers your Zap
Zapier finds or creates a customer record
Then adds the sale to a spreadsheet

This counts as two tasks. Keeping this in mind helps you design efficient workflows.

How to Create Your First Zapier Automation

The following steps walk through building a basic Zap similar to ideas from the Square and Intercom article. The example will use a payment in Square as the trigger and then log data elsewhere.

Step 1: Sign in and Access the Zapier Dashboard

Open your browser and go to the Zapier home page.
Sign up or log in to your account.
On the main dashboard, look for a button or link labeled something like “Create Zap.”

Once you click to create a new workflow, you will be taken to the Zap editor.

Step 2: Choose a Trigger App in Zapier

In the trigger section, search for “Square.”
Select the Square app when it appears in the results.
Pick a trigger event, such as “New Payment.”
Click to continue and connect your Square account when Zapier prompts you.

After connecting, Zapier can watch your Square account for new activity.

Step 3: Test the Square Trigger in Zapier

Use the “Test trigger” button in the editor.
Zapier will search your Square account for a recent payment.
Confirm that the sample data looks correct, including customer and amount details.

This test confirms Zapier can pull real data, which you will map into later steps.

Step 4: Add an Action App in Zapier

Next, choose what should happen when the Square event occurs. For this guide, we will log the payment in a spreadsheet, but you can adapt it to your tools.

Click “+” to add a new action step.
Search for your spreadsheet tool, such as Google Sheets.
Select the action event “Create Spreadsheet Row.”
Connect your spreadsheet account to Zapier when asked.

Once connected, you can pick the exact file and worksheet where new rows should be added.

Step 5: Map Your Data Fields in Zapier

Now connect the data from Square to the columns in your sheet:

Select the spreadsheet and worksheet.
For each column, click into the field in the Zapier editor.
Insert the matching value from the Square trigger, such as:

Payment ID
Customer name
Amount
Date and time

Mapping fields correctly ensures every run of the Zap stores data in a consistent, report-ready format.

Step 6: Turn On Your Zap in Zapier

Use the “Test action” button to send sample data to your spreadsheet.
Check the sheet to confirm the row appears as expected.
Return to the editor and toggle your Zap from off to on.

From now on, Zapier will automatically add new rows whenever a matching payment is created in Square.

How to Connect Intercom With Zapier

The source article also calls out Intercom as a new and noteworthy integration. You can use the same process to route Intercom data into other tools.

Create an Intercom Trigger in Zapier

In a new Zap, choose Intercom as the trigger app.
Pick a trigger event, such as “New Conversation” or “New Lead.”
Connect your Intercom account to Zapier.
Test the trigger so Zapier can pull a recent conversation or lead as sample data.

With this trigger in place, every new conversation or lead can start an automation.

Send Intercom Data to Other Apps With Zapier

After your Intercom trigger is working, typical action steps include:

Create a contact in your CRM to keep sales teams updated
Post a summary message in a team chat channel for support visibility
Add or update records in a help desk or ticketing system
Log user details in a database or spreadsheet for analysis

Because Zapier supports multi-step workflows, you can send the same Intercom event to several destinations at once.

Best Practices for Reliable Zapier Workflows

To keep your automations dependable and easy to maintain, follow these tips as you expand on the ideas from the Square and Intercom article.

Use Clear Names in Zapier

Give each Zap a concise, descriptive name so your team can understand its purpose at a glance. For example:

“Square payments to revenue sheet”
“Intercom new leads to CRM”

Consistent naming helps when you have dozens of Zaps running in your account.

Test and Monitor Your Zaps in Zapier

Run tests whenever you edit a Zap.
Check the task history if something does not behave as expected.
Look for repeated errors and fix field mappings or permissions.

Regular reviews prevent silent failures and data gaps.

Document Your Automations

Alongside the Zapier editor, keep a simple list of your workflows, including:

Trigger app and event
Action apps and events
Key fields being mapped
Business purpose of the automation

This documentation makes it easier to adjust processes as your tools or teams change.

Next Steps After Setting Up Zapier

Once your first Zap using Square or Intercom is live, you can expand to other apps mentioned in the original article and beyond. Start by automating small, repetitive tasks, then build more advanced multi-step workflows.

If you want strategic help designing a complete automation stack around Zapier, you can work with specialists such as Consultevo to plan integrations, optimize processes, and document best practices.

By following the steps in this guide and applying ideas from the official Square and Intercom roundup, you can use Zapier as the central hub that connects your tools and keeps your data flowing automatically.

Need Help With Zapier?

Work with ConsultEvo — a

Zapier Certified Solution Partner

helping teams build reliable, scalable automations that actually move the business forward.

Get Zapier Help