Zapier creates automated workflows which can be configured to send Intake leads from different sources into Neos as new Intakes. Their extensive app library lets you send client information from 3rd party sources (e.g., LiveChat, Google Forms, email, Gravity Forms, Salesforce, Activity Campaign, HubSpot, Facebook Messages, and Chat Bots, etc.) as a Neos Intake using triggers and actions (i.e., Zaps). Zaps can be accessed in Neos and configured in Zapier. Click here for resources on understanding and creating Zaps.
Your firm must have NeosAI Platinum to use the Zapier integration. The integration needs to be connected and configured in Neos before Zapier can create Intakes. Click here for more information about the Neos Integration with Zapier.
NOTE: Your firm must already have one of their offered services before activating the integration in Neos. Contact Zapier to learn more about their pricing options.
To connect your firm's Zapier integration:
In Neos, navigate to Settings (on the left navigation pane) and click the Integrations button.
Select the Zapier tab.
For security purposes, Neos recommends an integration-specific staff be created for enabling integration (e.g., "Zapier Integration") and given the proper permissions. Add the following details to the Staff Profile for this integration-specific staff:
Full Name, e.g., "Zapier Integration"
Staff Code, e.g., "Zapier"
Job Title – Create a job title, e.g., "Integrations" in the Job Title Mini Directory that can be selected for this required field.
Time Zone, as applicable to your firm
First Name, e.g., "Zapier"
Last Name, e.g., "Integration"
Active – checked
Neos User - checked
Email Address, e.g., "[email protected]"
Password – meet minimum qualifications
Since the entered email address does not need to be connected to an Office 365 account, it is recommended to enter a dummy email address, such as "Zapier [email protected]". Once the integration-specific staff has been added, you must refresh Neos to see that staff in the "Email address to connect to" dropdown.
NOTE: For Zapier, the dummy staff must also have "Neos User" checked, which does count towards your firm's billable users. Without this option selected, the following error may occur when connecting your authentication token to Zapier.
To limit the necessary permissions required for this integration, creating a separate integration-specific staff for each integration at your firm is recommended.
The Zapier Integration staff should have the following permissions:
Intakes (My and Others'): Enabled and Add
General > Interfaces: Enabled, Add, Modify, and Delete
Only one user can be selected to activate the integration in Neos, however, individual staff may use a separate Zapier account with the same authentication token. Refer to Managing Zaps in Neos for more details.
3. Click the Activate button.
4. When complete, the connected email of the selected staff will display. The connected email can be disconnected by clicking the Disable button.
5. Click the Copy button to copy the Authentication Token. This token will be used when setting up the Zap Action in Zapier. The Authentication Token contains the expiration date and time. The token is valid for one year from the last refresh.
6. When the Refresh button is clicked, a success message will display.
7. The Token expires: [date, time] will be reflected to show the time that the Refresh button was clicked (based on the Staff's Time Zone) and today's date, one year in the future, as the new expiration date.
NOTE: If the Zapier integration is disabled in Neos and re-enabled, a new Authentication Token will be displayed. This new token must be copied/pasted into Zapier for your Zaps to work properly. Zapier will email you when a Zap has failed.
Refer to Managing Zaps in Neos and Exploring Neos Zap Templates for details on accessing your current Zaps and commonly requested Zaps that can be configured with Neos.
For questions using Zapier, explore their help center at https://help.zapier.com/hc/en-us.
Update Zapier Version
As improvements are made to the available actions for creating Zaps, Zapier will automatically update your Zaps when necessary. Sometimes, the new version prevents the automatic update and will require you to reconnect the "Neos" App in Zapier. The outdated version number will be displayed.
NOTE: If you are on the latest Zapier Neos App version, a version number will not be present.
Zapier will email you instructions on how to perform the update inside each Zap. The email will look similar to:
Follow Zapier for instructions on how to update to the latest app version. If your Zaps have not updated before the deprecation date [2/28/2026], your Zaps with Neos have been paused.
NOTE: Your Zap(s) can still be updated after the outdated Neos app version has been deprecated. Published Zaps will not function until this update has been performed.