Automate Smartsheet & Keap

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

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Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Smartsheet"]
        T1(["Copy Folder — Destination workspace folders"])
    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 ["Keap"]
        A1(["Add a Product to an Invoice"])
    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 Smartsheet and Keap operate independently, project updates in Smartsheet often fail to reflect in the CRM, leading to lost client communication history. For instance, if a project manager updates a task status in Smartsheet, the sales team may not see that change in Keap, resulting in follow-up calls based on outdated information. This disconnect forces team members to manually cross-reference data between the two systems, wasting hours each week and increasing the likelihood of errors in client interactions.

Top Ways to Automate Smartsheet & Keap

Automated Lead Management: Instantly transfer new leads from Keap to Smartsheet, ensuring your sales team has access to the latest information for timely follow-ups and improved conversion rates.
Streamlined Project Tracking: Automatically update project statuses in Smartsheet based on client interactions in Keap, enabling real-time visibility and proactive management of project timelines.
Enhanced Reporting: Generate comprehensive reports that combine data from both platforms, allowing for insightful analysis and informed decision-making without the hassle of manual data consolidation.

How to Build the Smartsheet → Keap Sync

In Smartsheet, set up a Standard Webhook to trigger on row updates. Use the endpoint: https://api.smartsheet.com/2.0/webhooks.
Configure the webhook to listen for changes to specific columns that contain client-related information, such as 'Status' and 'Client Name'.
When a row is updated, extract the payload data, specifically the 'id', 'status', and 'clientName' fields from the webhook notification.
Next, use the Keap REST API to insert this data. Make a POST request to https://api.keap.com/crm/contacts.
In the POST request, ensure to map the extracted data: set 'status' to the updated status from Smartsheet and 'clientName' to the corresponding client in Keap.
Test the integration by updating a row in Smartsheet and confirming the correct data appears in Keap.

Developer Warnings & API Gotchas

Ensure that the 'clientName' in Smartsheet exactly matches the corresponding contact name in Keap, as any discrepancies will result in failed inserts.
Be cautious with the data types; for instance, if 'Status' in Smartsheet is a dropdown, it must match the expected format in Keap, or the API will reject the request.
When setting up the webhook, make sure to handle potential duplicate notifications from Smartsheet, as this can lead to multiple entries for the same client in Keap.

Supported API Operations

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

When this happens in Smartsheet... Copy Folder — Destination workspace folders

Do this in Keap Add a Product to an Invoice
When this happens in Smartsheet... Copy Folder — Source workspace folders

Do this in Keap Create Company
When this happens in Smartsheet... Fetch Custom Actions

Do this in Keap Create Invoice
When this happens in Smartsheet... Get Folders

Do this in Keap Create Note
When this happens in Smartsheet... Get Reports

Do this in Keap Create Product

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