1.Monitors contract-stage deal updates
Integrate HubSpot and project planning tools to map deal name to project name and pull setup hours and references.
Create billable project records when deals hit contract stage
Automatically monitor HubSpot deal stage updates across Harvest and Zapier. Create and update billable project records when deals move to contract stage, setup hours increase, or deal stage changesβso you can create clients, set budgets, and build projects without manual bookkeeping.
How this automation creates billable project records
When deal stages change but time-tracking records are missing, billable work can stall and scope and rates can drift. This automation monitors deal stage updates and ensures billable client and project records exist by searching clients, creating missing clients, and creating projects with mapped budgets and ratesβso your team can bill faster.
HubSpotor swap with your favorite app
2.Searches for the matching client
Integrate Harvest and data lookup tools to match company name to client name and return the client ID.
Harvestor swap with your favorite app
3.Filters for setup hours above zero
Integrate Filter by Zapier and workflow rules to continue only when setup hours are greater than zero.
Filter by Zapieror swap with your favorite app
4.Creates a project for existing clients
Integrate Harvest and billing tools to create the project and map client ID, project name, budget, and rate.
5.Creates a client when none exists
Integrate Harvest and CRM cleanup tools to create a new client using the company name when no match is found.
6.Waits one minute for the new client
Integrate Delay by Zapier and scheduling tools to pause execution for one minute before creating the project.
Delay by Zapieror swap with your favorite app
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Create client and project records from won deals
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Accelerate client delivery with automated project intake, task assignment, and deadline alerts
Set up in minutes
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Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
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