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.

Configuring a Zap

When configuring a Zap, you can use WorkflowMax as:

• A trigger app (see Available triggers).
• An action app (see Available Actions)
• A search app (see Find actions)

Available Triggers

• Job Category Created 
  Triggers when a job category is created in job settings.
• Job Cost Added
  Triggers when a cost is added to a job.
• Job Document Added
  Triggers when a document is added to a job.
• Job Task Added
  Triggers when a task is added to a job.
• Job Task Completed
  Triggers when a job task is completed.
• Job Updated
  Triggers when a job is updated.
• List Job Tasks
  Triggers when job tasks are retrieved.
• New Client Created
  Triggers when a new client is created.
• New Cost Created
  Triggers when a new cost is created in organisation settings.
• New Custom Field Created
  Triggers when a new custom field is added.
• New Invoice Created
  Triggers when a new invoice is created.
• New Job Created
  Triggers when a new job is created.
• New Job Status
  Triggers when a new job status is created in organisation settings.
• New Lead
  Triggers when a new lead is created.
• New PO Stock Receipt Created
  Triggers when a new purchase order stock receipt is created.
• New Purchase Order Created
  Triggers when a new purchase order is created.
• New Quote Issued
  Triggers when a quote is issued.
• New Supplier Created
  Triggers when a new supplier is created.
• New Task Created
  Triggers when a new task is created in organisation settings.
• New Timesheet Created
  Triggers when a new timesheet is created.
• New PO Bill Created
  Triggers when a new purchase order bill is created.
• New Quote Accepted
  Triggers when a quote is accepted.
• New or Updated Quote
  Triggers when a new quote is created, or when an existing quote’s status changes to the selected value (draft, issued, declined, accepted, or revised).
• Job Task Updated
  Triggers when a job task is updated.

Available Actions

• Create Client
  Creates a new client.
• Create Cost Admin
  Creates a cost in cost admin.
• Create Job
  Creates a new job.
• Create Job Cost
  Creates a cost on a job using either the job number or the job UUID.
• Create Job Task
  Creates a task on a job using either the job number or the job UUID.
• Create Lead
  Creates a new lead.
• Create Purchase Order
  Creates a new purchase order.
• Create Task Admin
  Creates a task in task admin.
• Create Timesheet
  Creates a timesheet entry for a staff member and task.
• Find Account
  Finds an account by account code
• Find Business Structure
  Finds a business by name.
• Find Client Type
  Finds a client type using name.
• Find Job Cost
  Finds a job cost for a job using a job number or job UUID.
• Find Job Task
  Finds job tasks for a job.
• Find Staff
  Finds a staff member by name, email, or UUID.
• Find Tax
  Finds an existing tax.
• Find Job
  Finds a job using a job number or job UUID.
   

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.