This project was for a drafting firm client of ours named Mass Engineering whom we did the website for as well. They specialize in ArchiCAD drawings and structural engineering. https://mass-engineering.com/
We’ve also previously featured how we set up Asana for them and how we automated their Google Drive onboarding process and file structure for new client onboarding.
The problem here is that if you’re not careful or crazy busy, you can forget to invoice clients. This team obviously would like to be compensated for their hard work but most companies aren’t getting in line to request invoices anytime soon.
For this tutorial, I’m assuming you have a zapier pro account – I believe for multi-step zaps you need to pay for the service. For these zaps you’ll need the starter account which is $20/month. Well worth it for the time you’re about to save. This is also a very straightforward automation. It gets done every time, for nearly every client and so there’s no if/then logic involved in this. Therefore, we only need the starter tier.
Here’s an overview of the steps we’ll go over to connect Zapier and Asana:
- Step 1 – Set up the trigger
- We’re using the Asana Task Complete trigger
- When any task is complete this automation will start to run
- It doesn’t work for sub tasks so keep that in mind
- Because this runs for every task we don’t want to do this for all of them – just when the job is complete. So we put a filter on the words “job complete” – meaning if the task has those words complete in the title, that’s the filter to keep going
- For project management purposes, this client has “complete” tasks inside this project. These will not set off the trigger. It only works when the PM completes the task called “Job complete”. If you invoiced separately for these items (example does not) then you could make the automation based on “complete”.
- Create new task in a section
- For this client, there’s a multi-step process to get paid. They are in the building industry and it could be months before the job is complete and they get paid.
- Because of this, it’s very important to keep straight when invoices were sent, which ones they’re waiting on, and what contractors need to be paid when the invoice hits.
- So the next few tasks put properly named tasks where they go
- Rinse and Repeat for more sections if needed
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