Set up the Zapier integration

The Zapier integration connects WorkflowMax with thousands of other apps so you can automate repetitive tasks without writing code.

What you can do with Zapier

• Create records from other tools: Create jobs, leads and contacts from CRMs, forms, spreadsheets, etc.
• Sync operational data: Send time entries, job costs and purchase orders into dashboards or reporting tools.
• Notify your team: Post alerts when key WorkflowMax events happen (for example, job status changes or invoices created).

How Zaps are structured

Automations in Zapier are built as “Zaps”. Each Zap consists of:

• Trigger — an event that starts the automation (for example, “New Timesheet Created” in WorkflowMax).
• One or more actions — tasks that run after the trigger (for example, “Create row in Google Sheets”, “Post to Slack”, or “Create Job Cost in WorkflowMax”).

Connecting Zapier and WorkflowMax

Authorise WorkflowMax

1. Sign in to your Zapier account.
   • Create a Zap.
   • In the Zapier Trigger, search for and select WorkflowMax.
2. Follow the prompts to:
   • Sign in with your WorkflowMax credentials.
   • Grant Zapier permission to access your WorkflowMax data via the API.

3. When prompted, enter your WorkflowMax Organisation ID.

   Your Organisation ID is visible in the URL when you're logged into WorkflowMax. For example:

   https://app.workflowmax.com/organizations/9aa81f2c-4473-4a16-ac16-ef27dfa6b000/dashboard

   The Organisation ID is the UUID between /organizations/ and /dashboard — for example: 9aa81f2c-4473-4a16-ac16-ef27dfa6b000

   We've prepared a short video to walk you through the authentication process:

Confirm connection

Once connected, Zapier will show WorkflowMax as an available app when you create or edit Zaps. If you have multiple WFM accounts, ensure you pick the correct one when configuring each Zap step.

• Available triggers

  Below are the main triggers exposed from WorkflowMax into Zapier. The actual visible names in Zapier may be slightly different, but they will be conceptually aligned with this list.

  Time and job events

  • New Timesheet Created
    Fires when a new timesheet entry is created.
    Example uses: Log time to Google Sheets; notify a manager in Slack when someone logs overtime; sync actual hours into a BI tool.
  • Job Task Added
  • Job Cost Added
  • Job Document Added
  • Job Category Created — Fires when a new job category is created in Job Settings.

  Sales, billing and configuration

  • New Invoice Created
    Fires when a new invoice is created.
    Example uses: Push invoice data into accounting or revenue dashboards; send a message to a sales or account management channel when an invoice is raised.
  • New Purchase Order Created
  • New PO Bill Created
  • New PO Stock Receipt Created
  • New Custom Field Created (Organisation Settings)
    Fires when a new custom field is created in Organisation Settings.
    Example uses: Keep an external schema or data dictionary in sync with WorkflowMax fields.

  CRM data

  • New Supplier Created
  • New Lead Created

• Available actions and searches

  When configuring a Zap, you can use WorkflowMax as:

  • A trigger app (see Available triggers).
  • An action app — creating or updating records in WorkflowMax.
  • A search app — finding existing records to use in later steps.

  Create / update records

  • Create Timesheet — Log time from calendar events, external time trackers, or devices directly into WorkflowMax.
  • Create Lead

  Find / search helpers

  • Find Jobs
  • Find Job Cost
  • Find Staff
  • Find Client
  • Find Client Group
  • Find Job Status

7. Troubleshooting and FAQs

1. My Zap isn’t triggering when I expect it to.
   • Confirm the Zap is turned on in Zapier.
   • Check that the event actually occurred in WorkflowMax (for example, the invoice was created, not just edited).
   • If it’s a new Zap, note that some triggers are polling‑based and may have a short delay.
2. I can’t see certain triggers or actions in Zapier.
   • Ensure you’re using the latest WorkflowMax app in Zapier, not an older or private/legacy one.
   • Check if the trigger/action is still in beta or limited to certain subscriptions.
3. I receive “not authorised” or “permission” errors.
   • Verify that the WorkflowMax user used to connect Zapier has the necessary permissions for the entities in question.