Integrate Zapier with CLEATUS

Connect CLEATUS to thousands of apps via Zapier — automate workflows and keep your CRM, project tools, and communication apps in sync without writing code.

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Who this is for

CLEATUS users who want to connect their account to other tools (Gmail, Slack, HubSpot, Google Sheets, etc.) to automate contract, pursuit, or task workflows.

What you'll need

• An active CLEATUS Essential plan or higher (Zapier is not available on the Free plan).
• A Zapier account (free or paid).
• Access to create integrations in your CLEATUS workspace.

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Available CLEATUS triggers

Zapier uses triggers to start automations. CLEATUS supports the following instant triggers — they fire immediately, with no polling delay:

• New contract added to Pipeline — when a new contract is added to your CLEATUS pipeline.
• Pursuit created — when a new pursuit is created.
• Pursuit status changed — when a pursuit's status is updated (for example, Researching → Bidding).

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Available CLEATUS actions

Actions let other apps push data into CLEATUS via Zapier — so an opportunity from anywhere can land directly in your CLEATUS pipeline.

Create Opportunity

When a new bid invite arrives in another tool, this action creates the matching opportunity in CLEATUS — title, dates, documents, contacts, and all — and drops it straight into your pipeline.

Example uses

• BuildingConnected posts to a Webhooks by Zapier webhook every time a new bid invitation arrives → a pursuit appears in your CLEATUS Triage column, assigned to your estimator, with the RFP PDF and drawings already attached.
• A new row added to a Google Sheet → CLEATUS opportunity created with the title, agency, and deadline from the row.
• A Salesforce opportunity flips to a certain stage → mirror it into CLEATUS so your team can score it and build a proposal.

What you can fill in

Field	What goes here
Title	Project or bid name.
Description	Full description, scope, requirements — whatever the source has.
Agency / Owner Name	Who's putting the work out (e.g. "U.S. Embassy Nassau", "Skanska USA").
Solicitation Number	The opportunity's unique identifier — either a real solicitation number (e.g. "36C24626B0024") or whatever id your source system uses (BuildingConnected bid id, Salesforce opp id, etc.). This is what CLEATUS uses to recognize the same opportunity if your Zap fires twice. If you wire multiple Zapier sources into the same CLEATUS account, prefix the id (e.g. bc:12345, sf:12345) so two sources don't collide on a shared numeric value.
Posted Date / Deadline Date	When the opportunity was posted and when responses are due.
Source URL	Link back to the original opportunity page.
NAICS Code	The opportunity's NAICS classification. CLEATUS uses this for scoring.
Set-Aside Type	"SDVOSBC", "8(a)", "WOSB", etc.
Place of Performance	City, state, ZIP, and country.
Pipeline Column	Which Kanban column to drop the new pursuit into. Defaults to Triage.
Assignee	A teammate to assign to the pursuit — pick from a dropdown.
Note	An opening note that shows up on the pursuit's activity log.
Points of Contact	Up to 5 contacts (name, email, phone, title).
Documents	Up to 20 files to attach. Drag a file field from an earlier step (Google Drive, Dropbox, an HTTP attachment, etc.) — CLEATUS downloads it, attaches it to the contract, and runs the same AI parsing it does for scraped contracts.

A few useful things to know

• No duplicates. If your Zap fires twice for the same opportunity (same Solicitation Number), CLEATUS recognizes it and won't create a second copy.
• Documents take a moment to finish processing. The opportunity itself appears instantly in CLEATUS; large PDFs (RFPs, drawings) finish uploading and parsing within a minute or two and then show up in the Documents tab.
• Multiple documents in one go. You can paste multiple file URLs into the Documents field — click + Add another value to add more rows.
• Multiple contacts. The Points of Contact field is a "line item group." It works best when your trigger step (BuildingConnected, Salesforce, etc.) already provides contacts as a list; Zapier will then iterate through them automatically.

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Setup (5–10 minutes)

1 — Open the Zapier integration

Go to Company Profile → Integrations → Zapier and click Connect with Zapier to open the CLEATUS Zapier page.

2 — Choose a prebuilt workflow or create your own

Available CLEATUS Zap templates:

• Create Microsoft Outlook calendar events for new CLEATUS pursuits.
• Create Google Calendar events for new CLEATUS pursuits.
• Send messages to a Microsoft Teams channel for new CLEATUS pursuits.
• Send messages to a Microsoft Teams channel for updated CLEATUS pursuits.
• Send messages to a Slack channel for new CLEATUS pursuits.
• Send emails in Gmail for new CLEATUS pursuits.

Select a template, or click Create your own Zap in Zapier. New to Zapier? Start with Zapier's getting started guide.

3 — Sign in to your CLEATUS account

When prompted, sign in to CLEATUS and grant Zapier access to your account. You'll only need to do this once.

4 — Configure your workflow

Choose your trigger (e.g., New Pursuit Created) and action (e.g., Send Email in Gmail). Map fields from CLEATUS to your destination app — contract title, value, due date, link, and so on.

If you're pulling data into CLEATUS using the Create Opportunity action, drag the relevant fields from your trigger step (title, deadline, file attachments, etc.) into the matching action inputs.

5 — Test and turn on

Click Test in Zapier to verify data flows correctly, then turn the Zap on. It will run automatically whenever the trigger fires.

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Security and permissions

• CLEATUS Zapier connections are workspace-scoped and use OAuth.
• CLEATUS only shares the data needed to perform the selected automation (e.g., pursuit details, contract info).
• Revoke Zapier access anytime from your CLEATUS Integrations page or from Zapier's Connected Accounts settings.