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Aero Workflow Zapier integrationAutomate Aero Workflow with Zapier.

The Aero Workflow Zapier integration gives you 1 trigger, 7 actions and 1 search. Enough to drop tasks, appointments, contacts and vault entries into an accounting firm's Aero account from other tools, without retyping a single subject line.

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Overview

What the Aero Workflow Zapier integration actually does

Aero Workflow is a work management tool built for accounting practices. Hooking it to Zapier means building Zaps: small automations made of one trigger (the event that starts things) and one or more actions (what gets written, sent or moved for you). Here the Aero side mostly receives work rather than reporting it.

Three results people usually go after. First, a filled-in client file: a signed engagement letter in another tool becomes a company through Create Company, then the bookkeeper becomes a person record through Create Contact. Second, a scheduled job: a payroll request arriving by form turns into an assigned item via Create Task, with a priority and a duration already set. Third, a logged conversation: a client call booked elsewhere lands in Aero through Create Appointment, so the partner's calendar and the billable hours match.

What Zapier does not do for this app matters just as much. There is a single trigger, Get Company Names, and it reads companies; nothing on the editor watches tasks, emails or vault entries. So a Zap cannot react when a staff member closes a task in Aero. There is no update or delete action either: every action creates something new, which means a mistaken run leaves an extra record that someone removes by hand.

If the single trigger feels thin, the comparison pages n8n vs Zapier and Make vs Zapier lay out how other tools handle the same kind of setup, criterion by criterion.

Vocabulary

Zapier vocabulary in one minute

Seven words come back on every line of this page. Here they are in plain English.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something in an app on your behalf.
Task
The unit Zapier bills. One task equals one action completed successfully; your plan's allowance counts those.
Polling vs instant
Polling: Zapier checks the app on a timer for new items. Instant: the app calls Zapier the moment the event happens.
Filter
A step that lets the Zap continue only when the incoming data meets a condition you set, and stops it otherwise.
Search step
A step that looks up a record that already exists, so later steps can reuse what it found instead of guessing.
Cost

What an Aero Workflow Zap really costs

Aero Workflow is not a premium app, so it runs on the free plan. The catch is elsewhere.

  • Premium appNo, available on the free plan
  • Free plan100 tasks a month, two-step Zaps only
  • What countsEach action that succeeds, one by one
  • What is freeThe trigger and every check for new data

The trigger never costs a task, and checking for new companies costs nothing either, however often Zapier looks. You pay for completed actions only: a Zap that creates a company and then a contact uses two tasks per run, and an action that fails is not counted. The free plan gives 100 tasks a month, unlimited Zaps, a check every 15 minutes, and Zaps of two steps only. Add a second action, a filter or a search and the Zap becomes multi-step, which needs a paid plan.

Connect

Connect your Aero Workflow account in three steps

  1. 01

    Open your apps

    In Zapier, go to the Apps page of your account and click + Add connection. A connection is your Aero account linked once, then reused by every step that talks to Aero.

  2. 02

    Pick Aero Workflow

    Type the app name in the search box of the dialog that appears, select Aero Workflow in the results, then click Add connection. A new tab opens on the Aero sign-in screen.

  3. 03

    Sign in and grant access

    Log in with your Aero account and give Zapier access to it. You need an account on the app, plus read or write rights on anything you do not own yourself and want the Zap to touch.

First Zap

Your first Zap: a task for every company that lands in Aero

GoalEach company that shows up in the Aero list gets an onboarding task assigned to the office manager, but only for companies flagged as new clients.

  1. 01

    Build: choose the trigger

    Create a Zap, pick Aero Workflow as the app and Get Company Names as the event, then select your Aero connection. Zapier now knows where to look.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent items from your account, so you can map fields on a real company instead of a made-up one.

  3. 03

    Add the filter

    From the plus icon, add a Filter: pick the field, the rule and the value. Remember that a text rule only works on text. The filter makes this a multi-step Zap, so a paid plan is needed.

  4. 04

    Add Create Task

    Pick Create Task and fill the required fields: subject, Aero type, start date, assignee, priority, status and a duration of 24 hours at most.

  5. 05

    Test, then publish

    Run the action once and check the new task inside Aero. When it looks right, click Publish to switch the Zap on. From then on, it only reacts to companies added afterwards.

Triggers

The Aero Workflow trigger

1 event starts a Zap when something happens in Aero Workflow. Zapier checks for them at the interval your plan allows.

1

Get Company Names

Polling trigger

In Zapier“Trigger for Company dynamic dropdown.”

This is the only event that can start an Aero Workflow Zap, and it reads the company names held in your Aero account. Zapier describes it as the source of the company dropdown, so expect it to hand over companies rather than tasks or emails.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
when a company entering the list should start something elsewhere, like opening a shared folder for that client.
Watch out
it cannot tell you a task was finished or an email logged, since no trigger watches those records.
Actions

Aero Workflow actions

Aero Workflow gives you 7 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Appointment

Action

In Zapier“Creates a new Aero Appointment.”

Puts a meeting on the Aero schedule with its subject, start date, assignee, type, priority and status.

When to use it
a client books a tax planning call through a scheduling page and the partner's Aero calendar should show it.
Watch out
the duration is capped at 24 hours, and the Billable and Fixed Fee boxes stay empty unless you map them.
2

Create Company

Action

In Zapier“Creates a new company.”

Adds a fresh company to Aero from nothing more than its name, which is the only required field.

When to use it
a prospect signs a proposal in your quoting tool and should exist in Aero before anyone books work.
Watch out
there is an optional Is Lead? box, so tick it when the company is still a prospect.
3

Create Contact

Action

In Zapier“Creates a new contact.”

Records a person in Aero, asking only for a first name and a last name.

When to use it
a client's controller fills in an intake form and you want their name on file the same day.
Watch out
each run creates a new person, so two submissions from the same controller give you two records.
4

Create Email Aero

Action

In Zapier“Creates a new Aero Email.”

Logs an email as an Aero item, so correspondence counts as scheduled, assignable work.

When to use it
a client question hits a shared inbox and someone has to own the reply.
Watch out
Assigned To and Aero Type must match what exists in Aero, otherwise the step errors out; Scheduled Total Hours is capped at 24.
5

Create Note Aero

Action

In Zapier“Creates a new Aero Other.”

Writes a lighter item, the kind Aero files under "Other", with a subject, a type, a start date and an owner.

When to use it
a reminder to chase missing receipts that does not deserve a full task with a duration.
Watch out
an unknown team member or Aero type makes the run fail, so keep both lists in sync.
6

Create Task

Action

In Zapier“Creates a new Aero Task.”

Drops a scheduled, assigned piece of work into Aero, complete with subject, type, start date, priority and status.

When to use it
a monthly close request arrives and should land straight on a staff accountant's list.
Watch out
Scheduled Duration is in hours and tops out at 24, so a two-day job needs splitting.
7

Create Vault Entry

Action

In Zapier“Creates a new Vault Entry for specific company.”

Stores a new vault entry against one specific company, with a name, a type and a security level.

When to use it
a new client hands over portal access during onboarding and it belongs in their file.
Watch out
it needs the Company Id, which usually means running Find Company first.
Searches

Searching in Aero Workflow

1 search step looks for data that already exists in Aero Workflow, so a later step can use it.

A search step looks up a record that already exists and passes it to the next steps. In the editor, searches sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the result is not clean.

1

Find Company

Search

In Zapier“Finds an existing company.”

Looks for a company that already lives in Aero, using the company name you give it.

When to use it
before Create Vault Entry, so the vault item is filed under the right client instead of a guessed one.
Watch out
whether it wants the exact name or accepts a close match is Aero's call, so a stray suffix like "Ltd" can mean no result.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and the dependent steps are skipped. Switched on, the Zap goes on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns a search into a find-or-create. Zapier lists no such variant for Aero Workflow, so Find Company only ever looks.
  3. If multiple search results are found?
    Keep the first match (the default), stop the Zap, or hand every match on at once.
When it breaks

When an Aero Workflow Zap breaks

Zapier attaches no help article to this app and lists no app-specific limit. What breaks is the general stuff, plus the required fields.

Most failures come from the way Zaps behave everywhere. If something goes wrong, the Zapier troubleshooting guide walks through the usual checks.

  • Old companies are ignored

    A Zap only reacts to what happens after it is switched on. Companies already in Aero never start it; moving that backlog is a separate job.

  • The Zap feeds itself

    Creating companies in the very list the trigger watches sets the Zap off again and again, and eats through your tasks quickly.

  • A bulk import gets held back

    After a migration, the trigger can suddenly return a huge batch. Zapier's flood protection may hold those items back instead of running them all.

  • Unknown assignee or type

    Create Email Aero and Create Note Aero return an error when the team member or the Aero type cannot be found in your account.
Need help

Need help automating Aero Workflow with Zapier?

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FAQ

Aero Workflow and Zapier: common questions

01Is the Aero Workflow Zapier integration free?
Yes, it works on the free plan because Aero Workflow is not a premium app. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. As soon as you want to create a company and then a contact in the same run, or add a filter, the Zap becomes multi-step and needs a paid plan. No price is quoted here because plan grids change too often to stay accurate.
02How many tasks does an Aero Workflow Zap use?
One task per action that succeeds, and nothing for the trigger. If your Zap creates an appointment only, every run costs one task. If it creates a company and then a contact, that is two completed actions, so two tasks, while the trigger check counts for nothing. A step that fails, for example because the assignee is unknown, is not billed. So a three-action Zap uses three times what a one-action Zap uses, which is worth checking before you add steps.
03Does Aero Workflow trigger Zaps in real time?
No. Its only trigger, Get Company Names, is a polling trigger: Zapier checks your Aero account at a fixed interval and keeps only what it has not seen before. That interval depends on your plan: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. That type is set by the app itself, so it cannot be switched to instant from the editor. On paid plans you can also run a check by hand while building.
04What does it take to connect Aero Workflow to Zapier?
An Aero Workflow account you can sign in to, plus read or write rights on any record you do not own and want the Zap to touch. The connection is made once from the Apps page with + Add connection, then reused by every step. Before testing, make sure the team members and Aero types you plan to map already exist in Aero, because several actions reject values they cannot find.
05Why does a Create Task step fail on the duration?
Because Scheduled Duration is counted in hours and accepts 24 at most. A value above that is out of range for Aero, so a multi-day engagement has to be split into several tasks or appointments. The same ceiling applies to Create Appointment, and Create Email Aero has an equivalent cap on Scheduled Total Hours. When you map a duration from another tool, check its unit first: minutes mapped as hours are a classic way to blow past the limit.
06What if the Aero Workflow operation you need is missing?
Then Zapier cannot do it for this app today. The list is 1 trigger, 7 actions and 1 search, all of them creation or lookup. There is no update, no delete, and no trigger on tasks or emails. A workaround is sometimes possible with another tool's trigger feeding an Aero create step, but a missing operation cannot be added from the editor. If the gap is a dealbreaker, comparing what other automation platforms expose for Aero is the next step.
07Zapier, Make or n8n for Aero Workflow?
It depends on the criterion, not on a winner. On setup effort, Zapier's guided editor and ready-made Aero actions are the shortest path for someone new to automation. On cost structure, Zapier bills each successful action, so high-volume task creation adds up. On coverage, Zapier offers 1 trigger, 7 actions and 1 search for Aero, none of them an update or a delete. Check which operations each platform actually offers for Aero before committing, since that list decides more than the interface.
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