Zapier Workflow Examples

These examples show how the Keito steps fit together. Each one names the trigger, the steps, and the fields to map. For field-level detail, see the Zapier Steps Reference. For accounting workflows with QuickBooks Online or Xero, see QuickBooks and Xero via Zapier.

Before publishing any of these, test with a disposable client or project and read the test output in the Zap editor. Triggers poll, so the first live run arrives after Zapier’s next check.

Notify A Team When Time Is Logged

  1. Keito → New Time Entry. Optionally choose one project, or set User to me to watch your own time only.
  2. Filter by Zapier (optional): only continue if Billable is true, or Hours is greater than a threshold.
  3. Slack → Send Channel Message. Map Project Name, Task Name, Hours, Date, and Notes.
  4. Publish, log a test entry in Keito, and confirm the message after the next poll.

Post New Projects To A Channel

  1. Keito → New Project.
  2. Slack → Send Channel Message. Map Name, Client Name, and Code.
  3. Publish and create one test project.

Create A Client And Contact From An Intake Form

  1. Start with a new response in your form app.
  2. Keito → Find or Create Client. Search by the submitted organisation name; when nothing is found, Zapier creates the client with the name, currency, and payment terms you map.
  3. Keito → Create Contact. Map the client ID from step 2, the first and last name, email, and set Invoice Recipient Status to recipient if this person should receive invoices.
  4. Test with an organisation that already exists and one that does not, so the Zap never creates duplicates.

Prepare And Send An Invoice After Approval

  1. Start from an approved item in your approval or project tool, or from Schedule by Zapier for recurring invoices.
  2. Keito → Find Client by name (or Find or Create Client).
  3. Keito → Create Invoice. Map the client ID, a subject, the issue and due dates or a payment term, and the line items: Description, Quantity, Unit Price, and Apply Tax. Add a credit line with Effect credit for a deposit already taken. The invoice is created as a draft with a placeholder number.
  4. Add a Filter or an approval step that checks your billing conditions.
  5. Keito → Send Invoice Email. Map the invoice ID from step 3, the recipient address (from a Keito contact or your source data), any CC addresses, and keep Attach Invoice PDF on. Sending marks the invoice open and assigns its final number.
  6. Test the full sequence with an address you control before enabling it for clients.

Create Project Tasks With Budgets From A Planning Tool

  1. Start from a new item in your planning tool, or a form submission that describes a piece of work.
  2. Keito → Find Project by client and name.
  3. Keito → Create Project Task. Map the project ID and the task name; map the planned hours or fee into Budget. Set Billable and Hourly Rate if the connected user can view billable rates.
  4. Later changes: Keito → Set Task Budget with the same project and task and the new value. It updates only the budget, rate, and billable flag you map.
  5. To reuse a task that already exists in your workspace task list, use Keito → Add Task to Project instead of Create Project Task.

A task budget is hours on a project whose Budget By is Hours Per Task and a fee when it is Fees Per Task. Check the task on the project page in Keito after the test step.

Log Invoice Changes To A Spreadsheet

  1. Keito → Updated Invoice.
  2. Filter by Zapier: only continue if State exactly matches paid (or open for issued invoices).
  3. Google Sheets → Create Spreadsheet Row (or Lookup Spreadsheet Row followed by Update Spreadsheet Row). Map Original ID as the stable key, then Number, Client Name, Amount, Currency, State, Issue Date, Due Date, and Paid At.

Because Updated Invoice fires for every distinct change, the Filter is what keeps the sheet to one row per transition.

Record Expenses From Receipts Or Cards

  1. Start from a new receipt in your expense-capture app or a new card transaction.
  2. Keito → Find Project by client and name.
  3. Keito → Create Expense. Map the project ID, choose the expense category, the date, and either Total Cost (fixed-price categories) or Units (unit-priced categories such as mileage). Map the merchant into Notes. Turn on Attach Receipt to Invoice if the receipt should travel with the invoice.
  4. For a refund, run the same step with Entry Type refund, a Refund Reason, and the original expense.

The workspace must have Expenses enabled, and the connected user must be allowed to track expenses on the project.

Log Time From Completed Tasks

  1. Start from a completed task in your task tool.
  2. Keito → Find Project and Keito → Find Task (give Find Task the project ID so it only matches tasks on that project).
  3. Keito → Create Time Entry. Map the project and task IDs, today’s date, the hours, and the task title into Notes. Leave User blank to log time for the connected account.

Moving From Harvest Zaps

Existing Zaps built on another time-tracking app are rebuilt with Keito steps; there is no automatic conversion. The table maps the common Harvest steps to Keito.

Harvest step Keito step
New Client New Client
New Contact New Contact
New Project New Project
New Time Entry New Time Entry
New Expense New Expense
New Invoice New Invoice, or Updated Invoice with a Filter on State
Create Client Create Client (or Find or Create Client)
Create Contact Create Contact
Create Project Create Project
Create Task Create Project Task (creates the task on the project)
Create Task Assignment Add Task to Project
Update Task Assignment (budget) Set Task Budget
Create Time Entry Create Time Entry
Create Expense Create Expense
Create Invoice Create Invoice
Find Client / Project / Task / Invoice Find Client / Find Project / Find Task / Find Invoice

Differences to plan for: Keito tasks created through Zapier belong to a project rather than to a workspace catalogue, so Create Project Task both creates the task and puts it on the project; invoices are always created as drafts and get their number when sent; and Keito has no Zapier step to record a payment.