Slack is a cloud-based team collaboration tool. It brings all your communication together in one place by including real-time messaging, archiving and search for modern teams. More infos about slack

Integrate your zistemo account with Slack

If you have a Slack account, you can integrate your zistemo account with it, so you can easily receive live updates about your business, such as:

– staff member start/pause/stop work
– client has opened your invoice/estimate email, has reviewed or invoice/estimate in his zistemo account or has added a note (reply) to invoice/estimate you’ve sent
– new client was created
– invoices/estimate are send;
– clients accept estimates
– payments drop in and whether the payment is full, partial or with a cash discount;
– item is at reorder level;
– whenever if you want to receive a reminder for the validity of your estimates.

To integrate zistemo with Slack, just go to “Settings” -> “Reminders & Notification” -> “Slack Integration” block ->  turn on “Slack Integration” and press “add channel”:

Next, choose which kind of notifications from zistemo you would like to see in your Slack room and click “Connect to Slack”.

Enter your workspaces URL and “continue”

After the successful integration, you can change and update the “Slack notifications” settings at any time by clicking the pencil icon to edit.

If you wish to change some integration details, just change them as you wish and press update:

Also, you can add as many channels as you want by clicking “Add channel”. You are also able to delete each channel by clicking on the trashcan icon:

Add Projects to Slack

Zistemo allows to integrate projects with Slack. To do so go to update/create a project.

In this case, you will be able to view in the Slack room when staff members assigned to a project start/pause/stop working (timer) on their tasks. On every project that’s integrated with Slack, you can see the name of the Slack channel where that project’s activities are shown:

Direct messages to Slack

You also have the option to ‘Sign in with Slack’ on your profile –  available for each staff members.

If the user chooses his direct Slack channel here – then you, as an account owner (or admin) will be able to send messages from zistemo to this user via Slack. This will be very useful if you are using the timesheet approval feature, if you want to use Project Escalation Messages or if you want to use the Flex-time Escalation Rules from the Attendance Time Module.

The user should click ‘Sign in with Slack’, choose his personal channel or group channel and click ‘Authorize’.

As Account Owner and Admin you able to see at the “staff” page, which of your staff-members are connected to slack (Grey = Slack integration is disable, Color Logo = Slack integration is enable). You can add or delete the slack connection by just clicking on the slack symbol:

How does it work?

If you are using the timesheet approvals (more here) – on the approvals page you can send a direct message to the staff member

or on the weekly timesheet of the member (where you can approve his hours):

On the popup window write your message to the user and check ‘Send to Slack’.
Click ‘Send’, and this message will appear in the Slack channel chosen by the member on his profile.

You can also get Vacation requests sent for approval into Slack. Just click the link and it will get you directly to the vacation request.

Flex time Escalation Rule

If you are using the Attendance Time Module you can set up escalation messages for the staff. Doing so, you can decide on which channel they receive these escalation messages. On of them is slack. If you want your staff members receiving flex-time escalation messages via slack, please make sure that 1) the direct messaging though slack is active for that user and 2) the option Messenger is selected on the Flex-time Escalation Rules Settings:

Learn more about Flex-time Escalation Rules →

Project Escalation Rules

If you are using Project Escalation Rules you can send the messages via slack. Just select slack as a channel and the messages will be sent via slack:

Learn more about Project Escalation Rules →

Zapier is a tool that allows you to connect apps you use every day to automate tasks and save time. You can connect any of Zapier’s 750+ integrated apps together to make your own automation, without writing any code.

Each automation (called a Zap) has one app as the Trigger, where your information comes from and which causes one or more Actions in other apps, where your data gets automatically.

Set Up

To set up Zapier with your zistemo account, use these steps:

1. Click this link and if you already have Zapier account choose ‘Log in to Accept Invite’ or click ‘Sign Up to Accept Invite’ if you are new to Zapier:

On the next screen (if you clicked ‘Sign Up’) fill in the requested info by using the existing Google account, or using another email:

and now you can accept the invite and make a Zap:

2. You’ll be now prompted to make a Trigger: name your zap, choose an application you’d like to perform and click Save+Conitnue:

3. You’ll then be asked to connect your zistemo account:

4. Enter your subdomain name and login credentials, then click on the Allow access button to grant permission for Zapier to access your zistemo account:

5. Your account is now connected and you can continue with the rest of the Zap setup.

Supported zistemo Triggers & Actions

With the zistemo and Zapier integration, you can connect zistemo with hundreds of different apps, and the possibilities are endless. Some suggested Zaps include:

• Create QuickBooks Invoices when new zistemo Invoices are created
• Receive Slack messages about new payments in zistemo
• Add new contacts to Salesforce or Google Contacts when new zistemo Clients are created
• Create Clients in zistemo from MailChimp Contacts
• Create Invoices in zistemo when an order is received from Amazon Seller Central

Supported Triggers

• New Project – Triggers when you add a new project.
• New Task – Triggers when you add a new task.
• New Client – Triggers when you add a new client.
• New Invoice – Triggers when you add a new invoice (with line item support).
• New Invoice – Triggers when you add a new invoice.
• New Person – Triggers when you add a new person.
• New User Assignment – Triggers when a person is assigned to a project.
• New Timesheet Entry – Triggers when a new timesheet entry is created for today.
• New Contact – Triggers when you add a new contact.

Supported Actions

• Create Project – Creates a project.
• Create Task – Adds a new task.
• Creates Timesheet Entry – Creates a new timesheet entry for the current day.
• Create Contact – Adds a new contact.
• Start Timer – Creates and starts a timer for the current day.
• Stop Timer – Stops the timer for the current day (if one is running).
• Create a Client – Adds a new client.

You will need some level of experience coding to use the API. That being said, while you do write some form of code to use the API, you don’t have to consider yourself a full-time developer to use it. The API is accessible to people with varying degrees of programming experience. You can use the API  to create integrations with your favorite apps.

Only Account Owners and Admins have access to the API preferences.

The zistemo API info page is located under your profile:

under the section API you find your API Development Key:

Keep this key private like as all your credentials.

Here you find the API Doсumentation

The call is always with the access token AND the API Key for example :

https://api.zistemo.com/[tenant]/login?api_dev_key={key}&token={auth_token}

Each request should include 2 required parameters:

[tenant] = company name

Tenant name can be found here:

Only Account Owners and Admins have access to the API preferences.

This Integration will be for the whole company, not only for the user’s account that created this integration, so if it was done by the account owner for ex., then the admin will use the same account or vice versa.

Our Xero integration is still in Beta, that’s why the connection with Xero account existing only 30 mins, once it’s passed you’ll have to log in again.

Xero Settings

In the popup, the user can select the revenue account to save the zistemo invoices or can create his own account in Xero and select. The user can decide to copy or not the invoice payments to Xero:

General Information

Please note, that we don’t know if the invoice was partial paid or fully paid. Further, we don’t know if an invoice was created in Xero only. That’s why it might be that on some KPI’s/Charts you won’t see all payments. For detailed income reports, please use Xero.

Invoices

You can see ‘Copy to Xero’ option in your Invoice dropdown menu:

When sync zistemo invoice to Xero then we copy the invoice as total (other income) to Xero. Also, there’ll be a PDF file from the invoice on Xero. If you’re using multiple taxes on an invoice, we sync each tax an item (as total) to Xero with other income.

Apply Discount

We don’t show the line discount and the general invoice discount in Xero from zistemo. So, if there are the line discount and the general discount in zistemo invoice then when copying this invoice to Xero we automatically show the final unit price (include the line discount and the general invoice discount):

and in Xero:

Currency and taxes

Xero doesn’t support currency importing, that’s why the user should add the desired currency to Xero first, then the invoice can be successfully copied.

if there is no tax in zistemo invoice:

then Xero shows it this way:

Payments

If you choose to copy the Invoice with the payment, then there could be 2 cases:

1. If the invoice is copied to Xero already then add the payment to this invoice in zistemo and it’ll appear in Xero:

2. If the invoice has a payment already then we will copy this invoice with the payment to Xero automatically.

If the invoice is copied to Xero then it will be visible in the zistemo Invoice history:

Contacts

Expenses

HubSpot

Pipedrive

Lexoffice 

   Asana

 Jira

   Trello

 Shoeboxed

 Expensify

 Xero

 Slack

 Microsoft Teams

 Zapier

 Quickbooks

 Outlook Calendar, iCal, Google Calendar 

Contacts

Expenses

Please note that when you connected quickbooks, you can use quickbooks category names only.

invoices

Please note that if you’re a non-US-company invoice sync to Quickbooks might not work due to sales tax guidelines.

Connect Asana with your zistemo account
Tracking Time with “zistemo’s Browser” Integration in Asana
Tracking Time with “My Tasks” in Asana
Assign Projects with “bulk-action”
Customize your workspace and Projects
Asana Teams in Time-Tracking Reports
Asana Sections in Invoices and Reports
Zistemo Integration in Asana
Select a task as billable/non-billable
Manage your budget on Asana projects
Close Projects

Connect Asana with your zistemo account

Connect Asana with zistemo: Go to your profile -> Integrations and click “add integration”. Choose Asana.

Note: Zistemo has a limitation of max. 1000 active tasks and subtask per project in Asana. If you experiencing “sync” problems, you might need to “close” or “mark as done” the asana projects.

Tracking Time with “Browser” Integration in Asana

After the installation of the extension, you have to insert your tenant and username/password:

When you have the extension, you can:

 

– Track time in Asana tasks using the timer:

 

– Also track your attendance time, by simply clicking on your avatar:

 

When clicking on the task, you can also see more details from the choosen task. You will have an overview about the clocked-in time for the task and you can also manually add time to your timesheet by clicking on “add time sheet”. You can also start the time, for the task. You are also able to edit or delete the time entry. All without opening zistemo in the browser.

If you click “add time sheet” you can also enter “notes”:

In “Timesheet” you can see your monthly timesheet overview

 

Tracking Time with “My Tasks” in Asana

Assign Projects with “bulk-action”

When setting up your account with Asana, than all projects are internals.
If you want to assign some project at once to a specific client, you can use our “bulk-action” feature. Just choose the projects which you want to assign to a client and click “client”…

… and select your preferred client

Customize your workspace and projects

As a Account Owner, you need to enable all projects in the Asana settings which you want to use for your company. If a team member doesn’t see a project/workspace, the account owner needs to enable it.

Asana Teams in Time-Tracking Reports

You can also sort by your “Asana Teams” if you use the integration via zistemo. For example: Your “Asana-Team” does track time via Asana, we will also show their tracked time in the Time-Tracking-Report. Asana Team cannot track time on Zistemo Projects, if they aren’t a team in zistemo.

Asana Sections in Invoices and Reports

zistemo also supports asana sections via invoice creation and reporting. If you have an asana project in zistemo, you can easily generate an invoice:

Aferwards you can choose the invoice format and select “sections”

The asana sections will be shown as following:

zistemo does also supports Asana sections in the “time sheet details report”. Just choose “sections” as shown:

You will see the sections with the tracked hours:

Zistemo Integration in Asana

Note: You projects will be synced from Asana to zistemo and not vice versa

Quick visual feedback

At every step, you’re in the know. The color-coding time tracking is extremely intuitive for all users. Red means “Time is running on this Task” and Yellow means “Sum of today’s tracked time”. Just hit the Clock-in button and your time is running. Yes, it’s that simple!

Project time management without leaving Asana

Because every second matters, we help you save more time! With zistemo, the integration is seamless. No need to switch between apps. Create, delete or rename new tasks, subtasks without a care. Everything is perfectly synced between Asana and zistemo. Review progress as it’s happening, live on your screen.

Manage your budget on Asana projects

Managing the hours per task in Asana is so simple with zistemo. See the logged time against the budget per tasks. Know the project totals at any time. Keep up with the progress minute by minute. Deliver work on time, without exceeding the budget. You have the total control. You can enter or edit the budget per task directly in Asana!

Important: Please note, that only “hours per task” will be synchronized. To learn more about project budget methods click here

Also, you can enter or edit the budget per task in zistemo and it will be automatically snychronized into Aasna.

Select a task as billable/non-billable

You can select a project or single tasks as non-billable or billable directly in Asana. As an Account Owner, Admin or Team Leader you can select a project as billable and than select single tasks as non-billable or the opposite. All other roles have the ability to see the billable status, but can’t change it.

Close Projects

If you close a project and you don’t need it on your project list, please close and archive the project in Asana. Alternatively, you can exclude the project from the project list on the asana setting (zistemo/Settings/Integrations).

Connect Jira with your zistemo account

Tracking Time with “Browser” Integration in Jira

After the installation of the extension, you have to insert your tenant and username/password:

When you have the extension, you can:

 

– Track time in Trello tasks using the timer:

 

– Also track your attendance time, by simply clicking on your avatar:

When clicking on the task, you can also see more details from the choosen task. You will have an overview about the clocked-in time for the task and you can also manually add time to your timesheet by clicking on “add time sheet”. You can also start the time, for the task. You are also able to edit or delete the time entry. All without opening zistemo in the browser.

If you click “add time sheet” you can also enter “notes”:

In “Timesheet” you can see your monthly timesheet overview:

Assign Projects with “bulk-action”

When setting up your account with Jira, than all projects are internals.
If you want to assign some project at once to a specific client, you can use our “bulk-action” feature. Just choose the projects which you want to assign to a client and click “client”…

… and select your preferred client

Customize your workspace and projects

Zistemo Integration in Jira

Quick visual feedback

At every step, you’re in the know. The color-coding time tracking is extremely intuitive for all users. Red means “Time is running on this Task” and Yellow means “Sum of today’s tracked time”. Just hit the Clock-in button and your time is running. Yes, it’s that simple!

Project time management without leaving Jira

Because every second matters, we help you save more time! With zistemo, the integration is seamless. No need to switch between apps. Create, delete or rename new tasks, subtasks without a care. Everything is perfectly synced between Jira and zistemo. Review progress as it’s happening, live on your screen.

It’s so easy to stay on time and on a budget

Managing the hours per task in Jira is so simple with zistemo. See the logged time against the budget per tasks. Know the project totals at any time. Keep up with the progress minute by minute. Deliver work on time, without exceeding the budget. You have the total control.

Please note that it is not possible to mark tasks as billable/non-billlale on Jira.

Mark tasks as completed

By default, Jira doesn’t send any informations about the status of a task. So zistemo doesn’t know if a task is completed or not. The only way a task will be marked as completed automatically is when the task is removed from Jira but there’s any time record on that task.

You can mark tasks manually as done on zistemo for your Jira projects. Just go to the project on the task list and mark a task as completed.

Bitte beachte, dass nur der Kontoinhaber diese Integration herstellen kann!

Inhalt:
Initiale Verbindung
Allgemeines
Rechnungen
Kontakte
Ausgaben
Belegstatus aktualisieren

Initiale Verbindung

Du kannst deinen LexOffice account über das Integraitons-Menü synchroniesiern

Wähle nun LexOffice:

Nachdem du deine LexOffice Zugangsdaten eingegeben und die Verbindung initiiert hast, erhältst du folgende Nachricht:

Du kannst nun zwischen vier Optionen der Synchronisierung für die Kontakte wählen:

• Datenbasis von LexOffice auslesen: Geeignet, wenn du bereits mit LexOffice gearbeitet hast und neu bei zistemo bist. Alle Kontakte werden nur aus LexOffice gelesen und in zistemo importiert.
• Datenbasis von zistemo an LexOffice senden: Geeignet, wenn du bereits mit zistemo gearbeitet hast und neu bei LexOffice bist. Alle Kontakte werden nur aus zistemo gelesen und in LexOffice übertragen.
• Daten von zistemo und LexOffice verbinden: Das solltest du nur verwenden, wenn du dir sicher bist, dass du die gleichen Kontakte nicht in beiden System hast. Achtung: sonst kann es zu doppelten Einträgen kommen
• Überspringen: Geeignet, wenn du bereits mit zistemo und LexOffice arbeitest und die gleichen Kontakte in beiden Systemen hast (Datenredundanz). Du solltest am besten die Kontakte manuell synchronisieren um doppelte Einträge zu vermeiden.

Allgemeines

Grundsätzlich ist es so, dass wenn du Daten mit LexOffice verbindest, diese Daten nur in LexOffice bearbeitet werden können. Die Daten sind in zistemo zur Bearbeitung gesperrt (außer einige bestimmte Felder wie z.B. Sprache, Layout für Rechnungen oder benutzerdefinierte Felder). Dennoch sind die Daten stets aktuell aufgrund der bestehenden Verbindung.

Um bei den Ausgaben ein Chaos zu vermeiden, kannst du nur Ausgabekategorien wählen, die von LexOffice bereitgestellt werden. Du musst die Ausgaben aktivieren und an LexOffice senden, da du auch die Ausgaben dan nicht mehr in zistemo bearbeiten kannst.

Rechnungen erstellst du nach wie vor in zistemo mit verschiedenen Formaten, individuellen Layouts und all deinen Zeiteinträgen, Ausgaben, Artikeln und Fahrtkosten. Benötigst Du auch für den Budget Status bei Rechnungen und für deine BI-Berichte. In LexOffice kümmerst du dich dann um die Zahlung und dein Bankkonto. Also kannst Du auch in zistemo nicht die Banking-Funktion verwenden und die siehst den Menüpunkt auch nicht mehr.

Rechnungen

Bitte beachte das Vorkassen nicht mit LexOffice synchronisiert werden können, da LexOffice dies systemseitig nicht unterstützt.

Rechnungen mit negativen Artikeln können nicht zu Lexoffice synchronisiert werden.

Um einzelne zistemo Rechnungen mit LexOffice zu verbinden, kannst du entweder das Line-End-Menü in der Rechnungsmaske verwenden oder direkt in der Rechnungsübersicht die Aktion durchführen:

Um mehrere/alle zistemo Rechnungen mit LexOffice zu verbinden, wähle in der Rechnungsübersicht mehrere/alle Rechnungen aus. Nun erscheint der Button “mit LexOffice verbinden”.

Du erkennst schnell, ob eine Rechnung mit LexOffice verbunden ist, weil das LexOffice Logo als Wasserzeichen auf der Rechnung zu sehen ist (natürlich nur für dich in zistemo). Du kannst die Rechnung nur noch in Lexoffice bearbeiten, aber du kannst sie dort nicht aus Lexoffice heraus bearbeiten.

Bitte beachte, dass Rechnungsnotizen nur bis zu einer Länge von 255 Zeichen synchronisiert werden. Nach 255 Zeichen wird der Text abgeschnitten, in zistemo bleibt der vollständige Text enrhalten.

Stornorechnungen/Gutschriften können ebenfalls nach Lexoffice übertragen werden. Diese sind dann in Lexoffice als Einnamenminderung zu finden.

Bitte beachte, dass du Rechnungen, die mit LexOffice verbunden sind nicht in zistemo löschen kannst. Außerdem kannst du bei solchen Rechnungen keine Zahlung in zistemo hinzufügen.

Stornorechnungen

Aktuell können Stornorechnungen nicht mit LexOffice synchronisiert werden. Systemseitig müssen wir zistemo Rechnungen als Einnahmen in LexOffice anlegen. Einnamen wiederum können aber nicht storniert werden. Wenn du eine zistemo Rechnung stornieren musst, lösche die Rechnung in LexOffice. Somit ist die Verbindung in zistemo aufgehoben und du kannst diese Rechnung dann stornieren, jedoch nicht mit LexOffice verbinden.

Kontakte

Um deine Kontakte zwischen zistemo und LexOffice zu synchronisieren gibt es zwei Möglichkeiten, falls du sie nicht am Anfang automatisch verbunden hast. Bitte beachte, dass Abteilungskontakte in zistemo nicht mit Lexoffice verbunden werden können, da dort Vor- und Nachname ein Pflichtfeld sind.

Entweder…
Importieren alle Kunden von LexOffice zu zistemo

Danach  siehst du welche Kontakte zu zistemo importiert werden. Standardmäßig sind alle Kunden ausgewählt, du kannst aber auch einzelne Kunde abwählen.

Du siehst nun alle importieren Kontakte von LexOffice in zistemo. Du erkennst die LexOffice Kontakte daran, dass dahinter das Logo von LexOffice erscheint (Kontakte die in zistemo verwaltet werden, haben das zistemo Logo)

…oder…
Du kannst einzelne zistemo Kontakte mit Lexoffice verbinden. Gehe dazu auf das Line-End-Menü eines Kunden und wähle “mit Lexoffice verbinden”. Fertig.

Bitte beachte, dass Kunden die mit LexOffice verbunden sind, oder von LexOffice importiert wurden, nur noch in LexOffice bearbeitet werden können. Die Felder sind in zistemo ausgeblendet

Du kannst allerdings noch ändern, ob es sich bei dem Kunden um ein Unternehmen oder ein private Person handelt.

Bitte beachte, dass verschiedene Lieferadressen aus LexOffice nicht berücksichtigt werden können. Ebenso wird die Lexoffice-Kundennummer nicht synchronisiert.

Ausgaben

Um einzelne Ausgaben zu synchronisieren kannst du einfach in der Ausgabenübersicht auf das Line-End-Menü gehen:

Du kannst auch direkt beim erstellen einer Ausgabe diese zu LexOffice senden (geht auch beim Aktualisieren einer Ausgabe):

Bitte beachte, dass du nur die Kategorien verwenden kannst, die in LexOffice verfügbar sind.

Um mehrere/alle Ausgaben mit LexOffice zu verbinden, wähle in der Ausgabenüberischt mehrere/alle Ausgabe aus und nun erscheint der Button “mit LexOffice verbinden”:

Wenn Ausgaben in Lexoffice gelöscht werden, bleibe die Ausgaben in zistemo dennoch bestehen. Die Verbindung zu Lexoffice ist aber aufgehoben. Somit kannst du die Ausgaben auch in zistemo entfernen.

Belegstatus aktualisieren

Mit einer aktiven Lexoffice Integration wird der Status eines Bekegs (Rechnung, Ausgabe)  i.d.R. automatisch synchronisiert. Du kannst du den Status der Belege (Rechnung, Ausgabe) auch manuell aktualisieren damit z.B. die Rechnung als bezahlt in zistemo gezeigt wird. Das findest du unter deinem Profile/Integrationen: