Automate Keap & Smartsheet

Stop paying for mismatched spreadsheets. Sync data between Keap and Smartsheet in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Keap"]
        T1(["Get Affiliates"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Smartsheet"]
        A1(["Add Attachment to Row"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Keap and Smartsheet operate independently, sales teams often face delays in project initiation due to missing client data. For instance, when a new lead is converted in Keap, the project management team may not receive the essential client information such as contact details and project specifications. This results in manual data entry into Smartsheet, consuming hours of valuable time that could be spent on actual project work. Consequently, the project timelines are jeopardized, leading to potential client dissatisfaction.

Top Ways to Automate Keap & Smartsheet

Automated Lead Management: Seamlessly transfer new leads from Keap to Smartsheet, creating real-time project tracking sheets that ensure your sales and marketing teams are aligned and informed.
Task Assignment and Tracking: Automatically generate tasks in Smartsheet based on customer interactions in Keap, ensuring that follow-ups and project updates are assigned to the right team members without manual input.
Reporting and Analytics: Consolidate data from Keap into Smartsheet for comprehensive reporting, enabling teams to analyze customer engagement metrics alongside project timelines and deliverables for informed decision-making.

How to Build the Keap → Smartsheet Sync

In Keap, configure a Standard Webhook to trigger on the 'Contact Creation' event. Set the webhook URL to point to your middleware service that will handle the incoming data.
In your middleware, listen for the incoming POST request from the Keap webhook. Extract the necessary payload data, including 'contactId', 'firstName', 'lastName', 'email', and 'phoneNumber'.
Format the extracted data into a JSON object that matches the Smartsheet API requirements for inserting a new row. The JSON should include fields like 'cells' with 'columnId' and 'value' pairs for each piece of data.
Use the Smartsheet REST API to POST the formatted JSON to the '/sheets/{sheetId}/rows' endpoint, where {sheetId} corresponds to the specific Smartsheet project sheet you want to update.
Test the integration by creating a new contact in Keap and verifying that the corresponding row is added to Smartsheet with the correct data.

Developer Warnings & API Gotchas

Ensure that the 'columnId' in Smartsheet matches the correct columns for the data you are sending. If the mapping is incorrect, the data will not populate as expected.
Be cautious of the data types; for example, if you send a string where a number is expected, the Smartsheet API will reject the request.
Consider the order of operations; if you attempt to insert a row in Smartsheet before the sheet is fully loaded or available, the API call may fail, leading to data loss.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Keap... Get Affiliates

Do this in Smartsheet Add Attachment to Row
When this happens in Keap... Get Companies

Do this in Smartsheet Add Discussion to Row
When this happens in Keap... Get Contact

Do this in Smartsheet Add Row to Sheet
When this happens in Keap... Get Custom Fields

Do this in Smartsheet Copy Folder
When this happens in Keap... Get Tags

Do this in Smartsheet Copy Row

SyncMatrix Experts

Available for Hire

We are an AI-powered automation team. We build custom, reliable API workflows that eliminate manual data entry.

Speak with an Integration Architect

We build custom API workflows that don't hit rate limits.

I can see you're looking at mapping Keap to Smartsheet. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?