Most of the work around a request happens outside the ticket. Somebody emails a request instead of raising one. A renewal date lives in a spreadsheet. A new hire gets created in your HR tool and then, three days later, in your helpdesk.

Our Zapier integration exists to close those gaps. It has just been rebuilt from the ground up on the public Vertask API, and it now covers 26 operations — every one of them backed by the same documented endpoints you can call yourself.

Here's what you can build with it.

Connecting Vertask to Zapier

You'll need two things, both on the Administration → API page in Vertask:

• Your Workspace ID — a short hyphenated string, not a number
• Your API Key

In Zapier, add Vertask as a step, choose Connect a new account, and paste those two values. Zapier verifies them immediately and labels the connection with your workspace and your agent name, so it's obvious which one you're looking at later if you connect more than one.

Permissions follow the API key. Anything the key can't see in Vertask, the Zap can't see either.

Triggers: start a Zap when something happens in Vertask

Seven events can kick off a workflow.

New Task or Ticket

Fires when a task or ticket is created.

Useful for alerting, escalation and logging.

New Client

Fires when a client is added.

Useful for welcome emails, CRM sync and onboarding checklists.

New Asset

Fires when an asset is added.

Useful for inventory sync and procurement records.

New Project

Fires when a project is created.

Useful for kickoff checklists and project channels.

New Contract

Fires when a contract is created.

Useful for finance notifications and document filing.

Contract Expiring Soon

Fires when a contract enters its renewal window.

Useful for renewal reminders and quote generation.

New Knowledge Base Article

Fires when an article is published in a section.

Useful for team announcements and newsletters.

Two of these are worth calling out.

New Task or Ticket can be narrowed by project and by status, so you can run one Zap for a specific client project without it firing on every ticket in the system.

Contract Expiring Soon takes a Days Ahead value and uses Vertask's own expiry window to find contracts entering it. Set it to 90 and you get a quarter's notice on every renewal, automatically, without maintaining a spreadsheet of dates. It also re-fires if a contract is renewed and later approaches expiry again — the same contract will notify you next cycle rather than going quiet because it already fired once.

Actions: make Zapier write into Vertask

Twelve actions cover the records you create most.

Tickets and tasks

• Create Task or Ticket — the big one. Title, details, priority, privacy, due date, project, billing audience, resolution, plus assignment to agents or agent groups, and linking to clients, assets, locations and tags.
• Update Task — change title, details, priority, status, due date or resolution.
• Add Comment to Task — post a public reply or an internal-only note.
• Tag a Task — add or remove tags on an existing ticket.
• Create Kanban Card — add a card to a kanban column.

Records

• Create Client — full contact details, billing audience, and an optional portal invite.
• Create Asset — type, manufacturer, model, serial, warranty date, notes, and links to locations, clients and tags.
• Create Project — with client, assigned agents and billing audience.
• Create Location — a site with address and linked clients.
• Create Contract — vendor, cost, billing period, start and end dates, renewal warning window, and optional auto-created renewal task.
• Create Tag

One detail that makes these pleasant to use: every ID field is a dropdown. When you pick a project, an agent, a billing audience, an asset type or a manufacturer, Zapier loads the live list from your workspace and you choose by name. You never look up a numeric ID in Vertask and paste it into Zapier.

Create Task or Ticket can create the client too

If a ticket arrives from an email address that isn't a client yet, you'd normally need a two-step Zap: look up the client, create them if missing, then create the ticket. Create Task or Ticket handles it in one step — put the email address in the Clients field and switch on Auto-create Missing Clients. There's a companion toggle to send those new clients a portal invite.

Searches: look something up mid-Zap

Six search steps find an existing record so later steps can use it.

• Find Task — by keyword, or by ID for an exact match
• Find Client — by name or email
• Find Asset — by name, model, serial or notes
• Find Contract — by name, optionally active only
• Find Project — by name
• Search Knowledge Base — full-text across every article you can see

Search steps are what let a Zap make decisions. Find the client, then branch on whether they exist. Find the contract, then attach the new ticket to it. Search the knowledge base on a ticket's subject line, and post the top article as an internal comment so whoever picks it up starts with the runbook already in hand.

Custom API Request: everything else

The built-in operations cover the common paths, but the Vertask API has over 200 methods. Rather than pretend the curated list is complete, there's an escape hatch.

Custom API Request calls any Vertask API method directly. You give it a method name (get-contract-reports, update-workbook-status, whatever you need), an optional path segment, GET or POST, and key/value parameters. It runs through the same authentication and error handling as every other step, so a failure surfaces as a normal Zap error rather than a silent no-op.

Workbooks, checklists, timers, contract stakeholders, property inspections, asset groups, kanban columns — all reachable today, without waiting for us to add a dedicated action. The full method list is in the API reference.

Five Zaps worth building first

1. Email to ticket, with the client created automatically

Email Parser by Zapier → Create Task or Ticket. Map the sender's address into Clients and enable Auto-create Missing Clients. Support requests that arrive as email land as real tickets, attached to a real client record.

2. Renewal notices that manage themselves

Contract Expiring Soon (Days Ahead: 90) → Slack message to your account team, plus Create Task or Ticket assigned to whoever owns renewals. Every contract gets the same treatment, and nothing depends on someone remembering.

3. New client in your CRM becomes a client in Vertask

HubSpot/Pipedrive/Salesforce new contact → Find Client → if not found, Create Client with the portal invite switched on. Your CRM stays the front door; the helpdesk stays in sync.

4. Priority tickets page the right person

New Task or Ticket → Filter on priority → Slack, Teams, PagerDuty or SMS. Filter by project instead and you get per-client alerting without a separate inbox.

5. Answer with the runbook before a human reads it

New Task or Ticket → Search Knowledge Base using the ticket title → Add Comment to Task with the top result, marked internal. The agent who picks up the ticket opens it with the relevant article already attached.

Two things to know before you build

Triggers poll, they don't push. Zapier checks Vertask on a schedule — every 1 to 15 minutes depending on your Zapier plan — rather than being notified the instant something changes. For renewals, onboarding and reporting this is irrelevant. For paging someone about a P1, budget for the delay or trigger that path from your alerting tool instead.

There's a rate limit of 60 requests per minute across your workspace. Normal Zap usage sits nowhere near it, but a burst of hundreds of records pushed in at once will hit it. Zapier handles this correctly — it backs off and retries rather than dropping the work — so a large import finishes slower rather than failing.

Getting started

Search for Vertask in the Zapier editor, connect your workspace, and pick a trigger. If you build something useful, we'd like to hear about it — and if there's an action you want promoted out of Custom API Request and into a first-class step, tell us which one.