Zapier Integration

Connect Keito to Zapier when you want Keito to react to what happens in other apps, or other apps to react to what happens in Keito, without writing code against the API.

The Keito app on Zapier is public and available on every Keito plan. This guide is the overview. The section has three more pages:

Note: This guide describes the public integration, version 1.3.0. Your Zapier editor is the final source for the fields and steps shown to your account.

Requirements

  • A Keito workspace on an active plan (Solo, Pro, or Business) and an active workspace account.
  • A Zapier account. Zapier’s plan sets task limits, the polling interval, and multi-step Zap availability.
  • The Keito clients, projects, and tasks that your Zap will reference. Create steps do not create missing related records; use a Find or Create step when they might be missing.

Every step runs with the Keito permissions of the person who connected the account. An owner or administrator can use every step. A manager or member can use the steps their role allows and is refused the others, for example creating projects or sending invoices.

What It Does

The Zapier integration can:

  • Start a Zap when Keito gets a new client, contact, project, time entry, expense, or invoice, or when an invoice changes.
  • Create clients, contacts, projects, and project tasks in Keito from other apps.
  • Set the budget, hourly rate, and billable flag on a task within a project.
  • Log time entries and expenses, including expense refunds.
  • Create draft invoices and estimates with line items.
  • Send an invoice by email, with CC recipients, the PDF, expense receipts, and attachments, and mark it open in Keito.
  • Find clients, contacts, projects, tasks, and invoices so later steps can use their IDs.

It does not delete or archive anything in Keito, record invoice payments, approve time, or move data instantly (triggers poll).

How It Works

Zapier calls the Keito API on behalf of the user who connected the account. Keito enforces workspace membership, role permissions, and the same validation as the web app on every call.

Triggers are polling triggers. Zapier checks Keito on the schedule your Zapier plan allows, so a new record starts a Zap after the next poll rather than instantly. Each poll looks at changes from the last 30 days and hands Zapier the newest records first, up to 100 at a time. Zapier deduplicates by record ID, so a record starts a Zap once. Updated Invoice is the exception: it fires once for each distinct update, so a Filter step on State is the usual companion.

Actions send one write per Zap run. If a step fails, Zap history shows Keito’s validation message. Check the Keito record before replaying a write step so you do not create a duplicate client, time entry, or invoice.

Connect Your Account

  1. Open Keito on Zapier and choose Connect Keito, or pick Keito while building a Zap.
  2. Sign in to Keito when Zapier opens the authorisation page and approve access.
  3. Back in the Zap editor, choose the connected account. Zapier labels it with the workspace name and email; check that it is the workspace you want to automate.
  4. Choose a trigger or action, fill in its required fields, and run Test with a safe sample record.
  5. Add filters or approval steps, publish the Zap, and check Zap history after the first real run.

Keito uses OAuth for the connection. Zapier keeps and refreshes the token; you never paste an API key. A connection belongs to the workspace and user who authorised it. If that user loses access, or Keito signs the app out after an account security change, reconnect with an active workspace user.

Steps At A Glance

Kind Steps
Triggers New Client, New Contact, New Project, New Time Entry, New Expense, New Invoice, Updated Invoice
Actions Create Client, Create Contact, Create Project, Create Project Task, Add Task to Project, Set Task Budget, Create Time Entry, Create Expense, Create Invoice, Create Estimate, Send Invoice Email
Searches Find Client, Find Contact, Find Project, Find Task, Find Invoice, plus Find or Create for clients, contacts, projects, and invoices

Fields, defaults, and limits for each step are in the steps reference.

Good To Know

  • Invoices are created as drafts. A draft carries a placeholder DRAFT- number until it is sent. Sending it with Send Invoice Email marks it open and assigns the real number, so a Zap that copies invoices elsewhere should wait for the open state.
  • Task budgets follow the project. A budget set by Create Project Task, Add Task to Project, or Set Task Budget is hours when the project’s Budget By is Hours Per Task and a fee when it is Fees Per Task. Budget, hourly rate, and billable need permission to view billable rates.
  • Send Invoice Email sends real email. Test with an address you control and add an approval or Filter step before automating it for clients.
  • Currency and tax stay with Keito’s rules. Invoice tax and discount are percentages on the invoice, and each line has a taxed flag; there is no per-line tax code.
  • Large workspaces. Searches read a bounded number of pages and match on name or number, so give them a distinct value. Triggers only look back 30 days; use the API for a full export.

Troubleshooting And Disconnecting

Issue What to check
Connection rejected Finish workspace setup and connect as an active workspace user.
Connection stops with a reconnect message Keito signed the app out after an account security change, or the user lost access. Reconnect Keito in Zapier and update affected Zaps.
A client, project, task, or invoice is missing from a picker It must exist in the connected workspace and be visible to the connected user. Refresh the field and retest.
Trigger has not fired Confirm the Zap is on, look at Zap history, allow for your plan’s polling interval, and create a fresh record after publishing.
A write step fails Open the failed step in Zap history and read Keito’s message: a required field, a date format, a numeric value, a duplicate name, or a permission.
Invoice send fails Use a draft for Send, an open invoice for Reminder, and a paid invoice for Thank You. If Keito reports the invoice was issued but delivery failed, it is already open; fix delivery before replaying.

To stop a workflow, turn off its Zap. To remove access, delete the Keito connection in Zapier’s connected accounts and review the Zaps that used it. Workspace administrators can also review connected apps in Keito.

Current Scope

The public app does not expose steps to record invoice payments, approve time, archive records, or delete anything. For those, use the Keito web app, the REST API, or, for accounting payment sync, the native Xero and QuickBooks Online integrations on the Business plan.

Need a workflow beyond these steps? See the Keito API quickstart or contact us.