Connected records
Keep client context attached
Zapier workflows stay tied to the clients, requests, projects, invoices, payments, files, and activity your team already manages in Workspace369.
Connect Workspace369 to Zapier
Connect Workspace369 to Zapier today with Webhooks by Zapier. A paid invoice, an accepted proposal or a new lead starts a Zap, and a webhook step creates or reads clients, invoices, tasks and projects through the Workspace369 API.
Zap run
proposal.accepted
POST hooks.zapier.com/hooks/catch/… → 200Custom Request
POST mcp.workspace369.com/v1/projects → 200Custom Request
POST mcp.workspace369.com/v1/tasks → 200Workspace369 events in, API calls out
Operational fit
Support the work already moving
Use the integration alongside sales, scheduling, delivery, communication, billing, reporting, and accounting instead of treating it as a separate tool.
Team visibility
Give every role the same picture
Help owners, operators, finance, support, and delivery teams understand what happened without stitching together records across disconnected systems.
How it works
How Zapier works with Workspace369
- 01
Workspace369 sends the trigger
In Settings → Webhooks you point events at a Zapier Catch Hook URL. Each event arrives as signed JSON with the record's id.
- 02
Zapier runs your steps
Your Zap uses the event's fields, or calls the Workspace369 API to fetch the full invoice, proposal or client first.
- 03
Webhook steps call the API
Webhooks by Zapier's Custom Request action calls the Workspace369 API over plain HTTPS with your personal access token.
Triggers
The 21 events that can start a Zap
Invoices
invoice.created, invoice.paid (moved into Paid) and invoice.status_changed.
Proposals
proposal.sent, proposal.accepted and proposal.declined.
Contracts
contract.sent, contract.recipient_completed, contract.completed, contract.declined, contract.voided and contract.expired.
Leads
lead.created, lead.converted and lead.archived, for incoming requests.
Time
time_entry.created, time_entry.updated, time_entry.deleted, timesheet.submitted, timesheet.approved and timesheet.rejected.
Actions
What a Zap can do in Workspace369
Clients
Search, read, create and update: GET or POST /v1/clients, GET or PATCH /v1/clients/{id}.
Projects and tasks
POST /v1/projects and POST /v1/tasks create them; PATCH updates them.
Proposals, invoices and contracts
Create drafts with POST /v1/proposals, /v1/invoices or /v1/contracts. A send call waits for a person to approve it in the app unless the token's owner turned on "send without asking".
Calendar and requests
POST /v1/calendar/events books an event; PATCH /v1/requests/{id} updates a request's status.
Any other tool
POST /v1/tools/{name} runs any tool in the OpenAPI spec by name, such as payments_record or time_entries_create.
Native app
In development. Until then, Webhooks by Zapier is the way to connect.
Setup
Setting up Zapier
- 01
Catch the event in Zapier
Start a Zap with Webhooks by Zapier and choose Catch Hook, or Catch Raw Hook if you will check signatures. Copy the webhook URL Zapier shows.
- 02
Add the webhook in Workspace369
In Settings → Webhooks choose New webhook, paste the Zapier URL as the endpoint, select the events and save. Copy the signing secret; it is shown once. Then do something that fires the event, such as creating an invoice, so Zapier receives a sample.
- 03
Create a personal access token
In Settings → AI Connections, create a token with only the scopes the Zap needs. An admin must have turned on AI connections for the workspace.
- 04
Call the API from a webhook step
Add a Webhooks by Zapier Custom Request step. Set the method and a URL such as https://mcp.workspace369.com/v1/tasks, add the header Authorization: Bearer followed by your token and Content-Type: application/json, and put the fields in the JSON body.
Operational fit
The connection is only useful when the team can see the context.
Workspace369 keeps the integration close to the client record, so owners, operators, finance, support, and delivery are not rebuilding the same story in separate tools.
Connect the system
Bring the external workflow beside Workspace369 records without changing the way your team names clients, jobs, invoices, and projects.
Keep context visible
Show the relevant status, event, payment, message, or record where the team already works.
Act from the workspace
Use the connected context to follow up, bill, schedule, automate, report, and keep the client moving.
In practice
What teams use Zapier for
Telling other tools when money or a signature lands
invoice.paid, proposal.accepted and contract.completed start a Zap, so a spreadsheet, chat channel or bookkeeping tool hears about it without anyone copying it over.
Creating Workspace369 records from other apps
A form, spreadsheet or booking app in Zapier can create a client, project, task or calendar event in Workspace369 with one Custom Request step.
Passing new leads and approved time along
lead.created routes new requests to your sales tools, and timesheet.approved feeds payroll or client reports.
FAQ
Questions about Zapier
- How do I connect Workspace369 to Zapier?
- Use Webhooks by Zapier, which connects the two today. Workspace369 webhooks send 21 events about invoices, proposals, contracts, leads and time to a Zapier Catch Hook, and Custom Request steps call the Workspace369 Builder API over HTTPS with a personal access token. There are no events for clients, projects, tasks or bookings; a Zap reads those through the API.
- What is the difference between triggers and actions here?
- Triggers come from Workspace369: one of the 21 webhook events starts the Zap. Actions go the other way: a Custom Request step creates, updates or reads clients, projects, tasks, invoices, proposals, contracts and calendar events through the API. Sending a proposal, contract or invoice returns 202 and waits for a person to approve it in the app, unless the token's owner turned on "send without asking".
- Which Workspace369 plan do I need?
- Specialist ($149 a month, 10 seats) and higher. Webhook triggers and the Builder API both need Specialist. On Cadet and Voyager, a workflow can still call the same tools through MCP tools/call once an admin turns on AI connections, but it can't receive webhook triggers. On Zapier's side, its pricing page lists webhooks on the Professional plan and higher, not on Free (checked October 20, 2026).
- Do Zapier workflows use AI usage?
- Each action Zapier, Make or n8n runs through the API or MCP uses a little of your workspace's AI usage; reads use less than writes and sends. Failed calls and webhook triggers use none.
- Can Zapier check the webhook signature?
- Not on its own: Catch Hook accepts any request to its URL. Use Catch Raw Hook and a Code by Zapier step that computes the hex HMAC-SHA256 of the raw body followed by the X-Webhook-Timestamp header, keyed with your whole whsec_ signing secret, and compares it with X-Webhook-Signature. Or treat the event as a notice and fetch the record from the API before acting on it.
- Is there a native Workspace369 app in Zapier?
- Not yet. A native Zapier app is in development. Until it is ready, Webhooks by Zapier connects the two as this page describes.
Keep exploring
Related pages
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