Neos Zapier integrationAutomate Neos with Zapier.
Neos Zapier integration: 0 triggers, 4 actions, 2 searches. The law firm platform only receives on Zapier: another app starts the Zap, then Neos gets a new intake, a case, a note or a file, and two searches find an existing case or intake first.
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What the Neos Zapier integration does for a law firm
The Neos Zapier integration feeds the cloud platform law firms use to run their cases with what arrives in other tools. A Zap, the automation you build on Zapier, starts in another app and then writes into Neos. Neos itself cannot start a Zap: it has no trigger on Zapier, only four actions and two searches.
Three things firms build with it. New enquiries that land in the right place: Create Intake turns a submission, such as a form response or an email, into an intake in Neos. Cases opened without retyping: Create New Case sets up the case with its type and its first party. A record that keeps growing: Find Case or Intake by Number locates an existing case or intake from its number, and Post Note and File Upload add notes and documents to Neos; where they land is something to check at the test.
What Zapier does not do for Neos is worth knowing before you start. There is no trigger, so nothing that happens inside Neos can start a Zap. There is no update or delete action: a case can be created, not edited. The two searches look up cases and intakes only, by number or by first party, and neither offers to create what it misses. And a Zap ignores everything that existed before you switched it on. To see where Zapier sits among automation tools, read our Zapier review or the n8n vs Zapier comparison.
Zapier words used on this page
Eight terms carry the page. Each one gets a single plain line here.
- Zap
- The automation itself: one trigger, then one or more actions that run each time the trigger event happens.
- Trigger
- The event that starts the Zap. With Neos it always comes from another app, because Neos offers none.
- Action
- What the Zap does once started: here, creating an intake or a case, posting a note, or uploading a file.
- Task
- The unit Zapier bills: one action completed successfully. Your monthly quota is a count of these.
- Polling vs instant
- A polling trigger is checked by Zapier on a timer; an instant trigger is reported by the app itself, so nothing waits.
- Filter
- A step that lets the Zap continue only when what arrived meets the condition you set, and stops it otherwise.
- Search step
- A step that looks up something that already exists, such as a case, so the next steps can use what it found.
- Multi-step Zap
- Any Zap beyond one trigger and one action. A filter, a search or a second action makes one, and it needs a paid plan.
What a Neos Zap costs
Neos is not a premium app, so it works on the free plan. Zapier bills tasks, and only actions that succeed are counted.
- Free plan100 tasks per month, two-step Zaps
- Premium appNo
- Neos triggers0, the Zap starts in another app
The trigger in the other app never costs a task, nor does Zapier checking that app for new items. Each intake, case, note or upload that goes through counts once; a failed action is not counted. The free plan gives 100 tasks a month and unlimited Zaps, each limited to one trigger and one action. A filter, one of the two Neos searches, or a second action makes the Zap multi-step, so it needs a paid plan. Neos has no trigger, so the interval grid below concerns only the other app's trigger when it is a polling one; it never applies to an instant trigger.
Connect Neos to Zapier
- 01
Open the Apps page
In Zapier, go to Apps and click + Add connection. A connection is your Neos account linked to Zapier once, then reused by every Neos step in every Zap.
- 02
Pick Neos and sign in
Search Neos in the dialog, select it and click Add connection. Sign in to Neos in the tab that opens, with the account whose cases and intakes the Zap should write to.
- 03
Grant access
Allow Zapier into the account. You need an account on the app, plus read or write access on anything you do not own yourself and want the Zap to touch. Every Neos step then reuses this connection.
Your first Zap: turn selected form responses into intakes
GoalA new response arrives in your form tool, a filter keeps only the ones you want, and Neos receives a new intake.
- 01
Pick the trigger
Create a Zap and choose your form tool and its new-response event. Neos cannot open a Zap, so the first step always belongs to another app. Test it: Zapier brings back the three most recent responses.
- 02
Add a filter
From the plus icon, add Filter and fill the three boxes: the field to look at, the rule, and the value to compare with. A filter makes the Zap multi-step, so this version needs a paid plan.
- 03
Add Create Intake
Add Neos and choose Create Intake. Map the response fields into the step, so the intake carries what the person actually wrote in the form.
- 04
Test the steps
Run each step once and read what came back before going further. Check what the filter decided about the test response, then look for the intake in Neos.
- 05
Publish
Click Publish to switch the Zap on. Only responses submitted after this point create intakes; earlier ones stay in the form tool.
Neos actions
Neos gives you 4 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
File Upload
ActionIn Zapier“Uploads a file to Neos.”
Sends a file from an earlier step into Neos.
Create Intake
ActionIn Zapier“Creates Lead from a submission (email, form, webhook, etc.).”
Turns a submission coming from another tool, an email or a form response for instance, into a new intake in Neos.
Create New Case
ActionIn Zapier“Creates a new case in Neos.”
Opens a case in Neos with its case type and its first party, a person or not, plus that party's role.
Post Note
ActionIn Zapier“Adds a note to Neos.”
Adds a note to Neos, with a topic and the text of the note.
Neos searches
2 search steps look for data that already exists in Neos, so a later step can use it.
A search step looks up a case or an intake that already exists and hands it to the steps that follow. Searches sit at the bottom of the action-event list, under SEARCH, and a Zap with one is multi-step, so paid. Three settings decide what happens when the result is not clean.
Find Case or Intake by First Party
SearchIn Zapier“Search for a case or intake using first party details.”
Looks for a case or an intake from the details of its first party, the person or organization it is about.
Find Case or Intake by Number
SearchIn Zapier“Search for a case or intake by using its number.”
Retrieves a case or an intake from its number, the most direct way to reach one precise case.
The three settings every search exposes
- Successful if no search results are found?Left on its default, a search that finds nothing stops the Zap there. Switched on, the Zap carries on without a result.
- Create X if it doesn't exist yet?This box turns a search into a find-or-create. Neos exposes no find-or-create entry in the editor, so neither of its searches offers it.
- If multiple search results are found?Three ways out when several records match: keep the first one (the default), stop the Zap, or pass all of them on.
When a Neos Zap breaks
Zapier attaches no help article to Neos, so these cases are the general limits of any Zap, plus the one size limit the Neos steps carry.
Each has a plain cause and a plain fix. If a Zap still misbehaves after these checks, our Zapier troubleshooting page is the next stop.
Earlier submissions never arrive
A Zap only reacts to what happens after you switch it on. Responses or emails that came in before publishing are never turned into intakes; moving them is a separate job.A file over 100 MB
File Upload caps the file at 100 MB. A heavier document from the earlier step will not go through, so check sizes before relying on the Zap.A big batch held back
When the trigger app suddenly returns a huge batch, after a bulk import or a migration, Zapier's flood protection can hold those items back.A Zap that restarts itself
As a general precaution: a Zap that writes into the very place its own trigger watches can set itself off again and again, and each run eats tasks.
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