Airtable Integration
Connect Airtable to bring your existing client and project records into Keito. You can also import project expenses from an Airtable table. Airtable remains the source of these records: Keito reads the selected base and creates or updates the mapped Keito records. Keito does not write changes back to Airtable.
The integration is available to Business workspaces. Start at Settings > Integrations, then choose Airtable. A Keito administrator configures the connection and sync.
Before you connect
- Have an Airtable account that can grant Keito access to the base you want to import. Choose the intended base during Airtable authorisation.
- Put clients and projects in tables in the same base. Each project needs a linked-record field pointing to exactly one client record in the chosen client table.
- Review existing Keito clients and project codes before the first sync. Keito can link matching existing records; ambiguous matches or code conflicts need review.
- If you plan to import expenses, prepare a table whose records link to one project and contain a positive amount and date. Create or choose a Keito expense category and an active team member to own imported expenses.
Keito requests Airtable read access to base metadata, table schema, and records. It does not request permission to edit Airtable records. You do not need to create or paste an Airtable personal access token into Keito.
Connect an Airtable account
- In Keito, open Settings > Integrations and select Airtable.
- Select Connect Airtable. Sign in to Airtable if prompted, review the requested read access, and grant access to the base you intend to sync.
- After you return to Keito, confirm the connection shows Connected. The configuration page will load the bases available to that Airtable connection.
If the button says the integration is unavailable, confirm that your workspace is on Business. If the page says Airtable OAuth is not configured for the environment, contact support; that is a Keito connection setup issue.
Choose the base and tables
In Base and Tables, select the Airtable Base, Client table, and Project table. Keito suggests tables named Clients and Projects when they exist, but you can choose different names. The table and field selectors use the schema of the selected base.
Then map these fields under Client and Project Mapping:
| Keito field | Required | Airtable field to choose |
|---|---|---|
| Client name | Yes | The client record’s name. |
| Client address | No | Address text, if you want it copied. |
| Project name | Yes | The project record’s name. |
| Project client link | Yes | A linked-record field pointing to the client table. |
| Project code | No | A stable, unique project code. |
| Project start date | No | The project’s start date. |
Client records sync first, then projects. A project whose linked client was not imported is skipped. The selected project client link must resolve to a single client record. If you already have Keito clients or projects, inspect the preview before the first real sync so you can catch duplicate names or project-code conflicts.
Optional: import expenses
Turn on Expenses and Receipts only when your base has project-linked expense data. Choose one expense mode and its source table:
| Mode | Typical source table | Use when |
|---|---|---|
| Itemized expenses | Items |
Each row is a purchased item or charge. |
| Fee expenses | Fees |
Each row is a project fee. |
| Receipt allocations | Receipt x Projects |
Each row allocates part of a receipt to one project. |
| Single-project receipts | Receipts |
Each receipt row belongs to one project. |
These table names are suggestions; select the table that matches your base. For the chosen mode, map Expense project link, Expense amount, and Expense date. Expense notes is optional. If the amount column is a unit price, use Amount quantity multiplier to select the quantity field. Choose a Default expense user and Default category in Keito. All required mappings must point to the selected expense source table.
Keito imports an expense only when its Airtable row links to exactly one imported, active project, has a positive amount and a valid date, and can be assigned a Keito user and category. Rows that do not meet these conditions appear as items requiring review in the sync result. A receipt-based mode creates expense records from Airtable rows; it does not copy receipt image or file attachments into Keito.
Already billed, locked, or invoiced Keito expenses are not overwritten by later Airtable syncs. Review those records in Keito if the Airtable source changes.
Choose defaults and sync timing
- Create client time-bucket projects creates a billable, client-level Keito project for each imported client. Leave this on if your team needs a place to track client time before selecting a more specific project; turn it off if you only want the projects in your Airtable project table.
- Auto-assign all active employees gives active Keito members access to imported projects. When it is off, Keito assigns the person who connected Airtable.
- Default project tasks lets you choose which Keito default tasks to attach to imported projects. If you leave the selection empty, Keito uses active workspace default tasks.
- Sync cadence can be Manual, Hourly, or Daily. Manual sync runs only when an administrator selects Sync now. Hourly and daily schedules run after the configuration is saved.
Select Save configuration after checking the required fields. The page lists any missing settings and keeps the save and sync actions unavailable until they are complete.
Preview and run the first sync
- Select Preview sync and review the counts of clients, projects, time buckets, and expenses that would be created or updated. Preview does not create those Keito records.
- Resolve warnings, skipped records, or review items in the Airtable data or your field mapping. Save changed settings and preview again.
- Select Sync now when the preview matches your expectations.
- Check Sync History for the latest run’s status and counts. A partial run means some records were skipped or need review; a failed run needs its error resolved before relying on the import.
Subsequent syncs use Airtable record links to update records already connected to the integration. Keito may also link a matching existing Keito client or project on the first run. Removing a record from Airtable does not automatically delete the Keito record, and edits made in Keito to mapped fields may be replaced by the next Airtable sync.
Disconnect
Open Settings > Integrations > Airtable and select Disconnect. This removes Keito’s stored Airtable connection tokens and stops future syncs. It does not delete clients, projects, expenses, or time entries already in Keito. You can connect again later and review the saved configuration before syncing.
Troubleshooting
I cannot see the base or a table
Confirm that the Airtable account used during authorisation has access to the base, and that you granted Keito access to it. If you added access after connecting, disconnect and reconnect to authorise the intended base. Choose the base first so Keito can load its tables and fields.
Save configuration or sync is unavailable
Check the list of required settings below the mapping form. Client name, project name, and project client link are required. Expense imports also need one source table, project link, amount, date, default user, and category. Turn off expense import if you only need clients and projects.
A project was skipped
Check that its project client link points to one record in the selected client table and that the client synced successfully. Resolve duplicate Keito client names or project-code conflicts before retrying.
An expense needs review
Check that the row links to exactly one imported active project, its amount is greater than zero, and its date is valid. Confirm the selected default user and category still exist. Expenses already locked, billed, or invoiced in Keito are skipped on updates.
Changes are not appearing
Check the saved sync cadence and the latest entry in Sync History. Choose Sync now to run a manual import. If the run failed, fix the error shown there and retry. Airtable changes do not appear in Keito instantly unless you run a manual sync.
For help with a specific run, contact support with the approximate sync time and the error shown in Keito. Do not send Airtable tokens or confidential base data.