Pipefy owns your process — structured workflows, approval gates, and cross-functional pipelines. Smartsheet owns your project — timelines, resource tracking, and executive-level visibility. Both tools do their jobs well, but when teams operate in silos, cards move in Pipefy while Smartsheet rows sit stale, and no one has a single source of truth. Neotask bridges Pipefy and Smartsheet so every workflow stage transition, new request, or completed card is automatically reflected in your project plan — and vice versa. No manual exports, no status update meetings driven by outdated data, no process-to-project alignment gap.
Push Pipefy card updates into Smartsheet rows automatically.
See workflow progress and project grids in one view.
Stop updating two tools - changes flow between them.
Pipefy Card Created → Smartsheet Row Added When a new request or card enters a Pipefy pipe, Neotask automatically creates a corresponding row in your Smartsheet — complete with mapped field values like requester name, priority, due date, and department. Your project plan stays current from the moment work enters the queue.
Pipefy Phase Transition → Smartsheet Status Update As a card moves through Pipefy phases — In Review, Approved, In Progress, Done — Neotask updates the matching Smartsheet row's status column in real time. Stakeholders reviewing the sheet always see accurate progress without chasing updates.
Smartsheet Row Updated → Pipefy Card Synced When a project manager adjusts a due date, reassigns an owner, or changes a priority flag in Smartsheet, Neotask pushes those changes back into the corresponding Pipefy card. Bidirectional sync ensures neither tool becomes the authoritative version by accident.
Pipefy Card Completed → Smartsheet Row Marked Done Finished cards in Pipefy close out the matching Smartsheet row automatically — keeping project completion rates, burndown charts, and executive dashboards accurate without manual reconciliation.
Tell Neotask what you need: "When a card in my Pipefy Procurement pipe moves to Approved, update the matching Smartsheet row status to Approved and set the completion date."
The AI identifies the right Pipefy pipe, phases, and card fields alongside the correct Smartsheet sheet ID, column names, and row identifiers.
From that point forward, Pipefy and Smartsheet stay aligned in the background with no manual steps required.
Ask Neotask to show which cards advanced this week, which Smartsheet rows are overdue, or whether any phase transitions failed to sync.
| Action | Pipefy | Smartsheet |
|---|---|---|
| Create Record | Create Card | Add Row |
| Update Record | Update Card Fields | Update Row Cells |
| Read Status | Get Card Phase | Get Row Column Value |
| Move Stage | Move Card to Phase | Update Status Column |
| Assign Owner | Set Assignee | Update Assigned To Column |
| Close Record | Complete / Archive Card | Mark Row Done |
| Search Records | Search Cards by Pipe | Search Rows by Sheet |
Add a custom field in Pipefy (e.g., smartsheet_row_id) and a column in Smartsheet (e.g., pipefy_card_id) so Neotask can reliably match records bidirectionally even if names change.
Not every Pipefy card field belongs in Smartsheet. Map the fields your project managers actually need — status, owner, due date, priority — and leave the rest in Pipefy to avoid cluttering your sheet.
Phase transitions are more meaningful milestones than individual field edits. Trigger Smartsheet updates on phase moves to reflect genuine progress, not noisy intermediate changes.
Before enabling bidirectional sync on a live Smartsheet used by leadership, test with a duplicate sheet to confirm field mappings and avoid accidental row overwrites.
Neotask supports both unidirectional and bidirectional sync between Pipefy and Smartsheet. You can configure it to push updates from Pipefy to Smartsheet only, from Smartsheet to Pipefy only, or in both directions simultaneously. For bidirectional sync, Neotask uses a shared identifier field — such as a Pipefy card ID stored in a Smartsheet column — to match records and prevent update loops. You can define which fields are authoritative in each direction so that, for example, status is always driven by Pipefy phase transitions while due dates can be updated from either side.
By default, Neotask does not delete Smartsheet rows when a Pipefy card is removed, since Smartsheet is typically used as a project record-of-truth that teams prefer to retain for auditing and reporting. Instead, Neotask can be configured to mark the corresponding row with a 'Cancelled' or 'Deleted' status and log the deletion timestamp. If you do want rows removed automatically, you can instruct Neotask explicitly — for example, 'Delete the Smartsheet row whenever a Pipefy card is deleted from the Procurement pipe' — and it will apply that rule going forward.
Neotask writes to and reads from Smartsheet base sheets directly, which means all Smartsheet reports, dashboards, and roll-up sheets that source data from those base sheets are updated automatically when Neotask syncs data. If your organization uses a Smartsheet report that pulls rows from multiple sheets filtered by status or owner, those reports will reflect Pipefy-driven updates as soon as the underlying sheet rows change — no additional configuration required. For Smartsheet dashboards using metrics widgets or charts, the updated row data flows into those widgets on the dashboard's next refresh cycle.
Your workflows run in Pipefy. Your projects live in Smartsheet. Neotask connects them automatically so every card transition, status change, and due date update is reflected in both tools — giving every team a single, accurate view of work in progress.
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