Integrate Zapier with CLEATUS

Connect CLEATUS to thousands of apps through Zapier. Send pipeline events and the results of your AI Workflows to your customer relationship management (CRM) system, project tools, and chat apps. Create opportunities in CLEATUS from bid invitations that arrive in other tools. You do not write code.

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Who this is for

CLEATUS users who want to connect CLEATUS to other tools, such as HubSpot, Salesforce, Google Sheets, or Gmail, to automate contract, pursuit, or task work.

What you'll need

• A DATA + AI + Automations plan or higher.
• A Zapier account (free or paid).
• Access to Settings > Integrations in CLEATUS.

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Set up the connection

1. Open the Zapier integration

Open Settings in the sidebar, then Integrations. Under Data & Automation, find the Zapier card and click Set up. The Zapier panel opens inside CLEATUS. Use it to browse Zap templates, start a Zap from scratch, and manage your existing Zaps.

New to Zapier? Start with Zapier's getting started guide.

2. Sign in to CLEATUS from Zapier

When Zapier asks you to connect CLEATUS, sign in to CLEATUS. On the Authorize Zapier page, select the company that the connection is for, then click Authorize. You do this once for each company.

3. Build your Zap

Choose a CLEATUS trigger or action (see the sections below). Map the fields between CLEATUS and the other app, such as the contract title, agency, deadline, and link.

4. Test and turn on

Click Test in Zapier to check that the data flows correctly. Then turn the Zap on. It runs automatically each time the trigger fires.

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CLEATUS triggers

A trigger starts a Zap. CLEATUS triggers are instant: CLEATUS sends the event to Zapier as soon as it happens, with no polling delay.

Trigger event	When it fires
A pursuit is created	A contract is added to your pipeline.
A pursuit's status changes	A pursuit moves to a different pipeline column, for example from Triage to Bidding. A reorder in the same column does not fire it.
New Data From Workflow	Items reach a Zapier step in one of your AI Workflows (see the next section).

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Send AI Workflow results to Zapier

Add a Zapier step to any AI Workflow. Every item that reaches the step goes to your Zap as its own record. Use it to send the contracts, pursuits, and scores that a workflow produces to HubSpot, Salesforce, or any other app that Zapier connects.

1. In the workflow editor, add a step and select Zapier under actions. You do not paste a URL.
2. Optional: type a Label, for example push-to-hubspot. You need a label only when one workflow feeds several Zaps, so that each Zap can tell the steps apart.
3. In Zapier, create a Zap with CLEATUS as the trigger app. Choose New Data From Workflow, then pick the workflow.
4. Turn on the Zap.

The step passes items through unchanged, so the steps after it still run. One workflow can feed several Zaps. To stop delivery, turn off the Zap in Zapier. You do not have to edit the workflow. If no Zap is connected to the workflow, the step sends nothing and the run continues.

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CLEATUS actions

An action lets another app push data into CLEATUS through Zapier.

Create Opportunity

When a new bid invitation arrives in another tool, this action creates the opportunity in CLEATUS. It fills in the title, dates, documents, and contacts, and adds the opportunity to your pipeline.

Example uses

• BuildingConnected posts to a Webhooks by Zapier webhook for each new bid invitation. A pursuit appears in your CLEATUS Triage column, assigned to your estimator, with the request for proposal (RFP) and the drawings attached.
• A new row in a Google Sheet creates a CLEATUS opportunity with the title, agency, and deadline from the row.
• A Salesforce opportunity moves to a certain stage. Zapier copies it into CLEATUS so that your team can score it and build a proposal.

Fields

Title, Description, Agency, and Solicitation Number are required. All other fields are optional.

Field	What goes here
Title	The project or bid name.
Description	The full description, scope, and requirements from the source.
Agency / Owner Name	The organization that puts out the work, for example "U.S. Embassy Nassau" or "Skanska USA".
Solicitation Number	The unique identifier of the opportunity. Use a real solicitation number, for example "36C24626B0024", or the ID from your source system. CLEATUS uses this value to recognize the same opportunity if your Zap fires twice. If several Zapier sources feed one CLEATUS company, add a prefix, for example bc:12345 or sf:12345, so that two sources do not use the same value.
Posted Date / Deadline Date	The date the opportunity was posted and the date responses are due. If you leave the posted date empty, CLEATUS uses the current date.
Source URL	A link to the original opportunity page.
NAICS Code	The North American Industry Classification System (NAICS) code of the opportunity. CLEATUS uses it for scoring.
Set-Aside Type	For example "SDVOSBC", "8(a)", or "WOSB".
Place of Performance	The city, two-letter state or province code, ZIP code, and country. The country is "United States" if you leave it empty.
Add to Pipeline	Whether CLEATUS adds the opportunity to your pipeline. The default is yes.
Pipeline Column	The pipeline column for the new pursuit. The default is Triage.
Assignee	A teammate to assign to the pursuit. Pick from the list.
Note	An opening note that shows in the activity log of the pursuit.
Points of Contact	Up to 5 contacts, each with a name, email, phone, and title.
Documents	Up to 20 file URLs to attach. Map a file field from an earlier step, such as Google Drive, Dropbox, or an HTTP attachment. CLEATUS downloads each file, attaches it to the contract, and runs the same AI parsing that it runs on other contracts.

Good to know

• No duplicates. If your Zap fires twice with the same Solicitation Number, CLEATUS finds the existing opportunity. It does not create a second copy.
• Documents take a moment. The opportunity shows in CLEATUS at once. Large files, such as RFPs and drawings, finish uploading and parsing within a minute or two. Then they show in the Documents tab.
• Several documents at once. Click + Add another value in the Documents field to add more file URLs.
• Several contacts at once. The Points of Contact field is a line item group. It works best when your trigger step already gives contacts as a list. Zapier then goes through each contact automatically.
• Zapier test runs. When Zapier tests the action, CLEATUS returns a sample result and saves nothing.

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Security and permissions

• Each Zapier connection uses OAuth sign-in and is scoped to one CLEATUS company.
• CLEATUS shares only the data that the Zap needs, such as pursuit and contract details.
• To stop a Zap, turn it off in Zapier. To remove access completely, remove the CLEATUS connection from your Zapier account.
• The Zapier integration needs a DATA + AI + Automations plan or higher. If your plan changes to a lower plan, Zapier calls to CLEATUS fail.