Popular automations
What you can sync between Plutio and Asana
Every time you create a project in Plutio or complete a task in Asana, the data can flow automatically to the other platform. You stop copying information between apps and manually updating both systems. Each direction of sync runs as a separate Zapier workflow, so you control exactly what moves and when.
Projects to Projects
New Plutio projects create corresponding Asana projects with client name, deadline, and budget. Your internal team sees the new work in Asana immediately and can start assigning tasks. The project appears in the Asana team that you specify during setup, so different project types can route to different Asana teams automatically.
Tasks to Tasks
Plutio tasks can create Asana tasks for team assignment. When your team marks tasks complete in Asana, the completion can sync back to Plutio so clients see accurate progress. Task names, due dates, and descriptions transfer between both platforms, giving the delivery team full context without requiring them to open Plutio.
Milestones to Status Updates
Major milestones completed in Asana can update Plutio project status. Clients see progress without you manually copying updates between apps. For agencies that give clients access to Plutio's portal, milestone updates appear in real-time so clients can check progress at any point without sending a "where are we?" email.
Proposals to Kickoff Tasks
When a client signs a proposal in Plutio, an automated workflow can create a kickoff task in Asana, starting your team's onboarding workflow automatically. The kickoff task can include the client's name, project scope from the proposal, and the agreed timeline, so the team has everything needed to begin work without a separate briefing.
Custom Fields to Custom Fields
Map Plutio project fields to Asana custom fields: budget, deadline, client industry, and project type transfer where your team needs them for capacity planning. Asana's reporting features can then group and filter projects by these custom fields, giving managers visibility into workload distribution across different client types or project categories.
Time Entries to Billing
When your team logs time in Asana, an automated workflow can create corresponding time entries in Plutio for client billing. Hours tracked in Asana flow into Plutio's time tracking, so invoices reflect the actual work completed without anyone manually copying time data between systems. For agencies billing hourly, this sync ensures that every tracked hour makes it onto the client's invoice.
How do I connect Plutio to Asana?
Create a Zapier account, connect both Plutio and Asana, then build an automated workflow that syncs data between them. The process takes about 10 minutes with no coding required.
Zapier works by watching for events in one app (the starting event) and performing actions in another app. For example, when a new project is created in Plutio (the starting event), Zapier creates a new project in Asana (the action).
During setup, you choose which Plutio data maps to which Asana fields. Project name, client, deadline, and custom fields can all transfer. You can also add filters so only certain project types sync.
Automated workflows in Zapier check for new data every 15 minutes on the free plan, or every 1-2 minutes on paid plans. Most agencies find the 15-minute delay acceptable for project syncing.
Setup steps
- Step 1: Create a Zapier account at zapier.com
- Step 2: Connect your Plutio account to Zapier
- Step 3: Connect your Asana account to Zapier
- Step 4: Create a new automated workflow with Plutio as the starting app
- Step 5: Choose "New Project" as the starting event
- Step 6: Set Asana as the action app and choose "Create Project"
- Step 7: Map fields between Plutio and Asana
- Step 8: Test the workflow, then activate the automated workflow
What are the most popular Asana and Plutio workflows?
The most successful agencies use specific workflow patterns that keep both systems synchronized without manual copying between apps.
Plutio handles client interactions (proposals, contracts, invoices) while Asana handles internal team coordination (task assignments, sprints, resource planning). The automated workflows in Zapier bridge the gap.
Client onboarding workflow
When a proposal is signed in Plutio, Zapier creates an Asana project with a standard task template. Your team sees the new client immediately and follows the same onboarding checklist every time. Consistent onboarding reduces the chance of missed steps like scheduling a kickoff call, collecting brand assets, or setting up project access credentials.
Progress reporting workflow
When major milestones are completed in Asana, Zapier updates the Plutio project status. Clients can check their project dashboard in Plutio and see current progress without you sending manual updates. For agencies managing 10+ concurrent projects, automating progress reporting saves the account management team from spending hours each week compiling and distributing status updates.
Invoice preparation workflow
When specific Asana tasks are marked complete (like "Final delivery approved"), Zapier can create a draft invoice in Plutio ready for you to review and send. Tying invoicing to deliverable completion ensures you bill promptly after work finishes rather than forgetting to invoice until weeks later.
Start with one workflow, test it for a week, then add more. Building multiple automated workflows at once makes troubleshooting difficult if something goes wrong.
How do agencies use Asana with Plutio?
Different agency types use the Asana and Plutio integration for different workflow needs. The key is matching the sync direction to how your team actually works.
Creative agencies
Account managers use Plutio for client communication and invoicing while designers work exclusively in Asana. Projects auto-create in Asana when proposals are signed, saving 30+ minutes of manual project setup weekly. Designers receive their task assignments in Asana with client briefs and deadlines already attached, so they can start working without a separate handoff meeting.
Development teams
Plutio manages client contracts and milestones while Asana handles sprint planning. Milestone completion in Asana can signal invoice readiness in Plutio. Development teams that bill by milestone find this workflow especially useful because completed sprints in Asana automatically prompt invoice creation in Plutio.
Solo consultants with contractors
The consultant uses Plutio for the client relationship and Asana for contractor task assignment. Tasks created for contractors appear in their Asana automatically. The contractor works in Asana without ever needing a Plutio account, and the consultant handles all client billing and communication separately.
Video production teams
Editors and camera operators live in Asana while producers handle client-facing work in Plutio. Project stages sync both directions keeping everyone informed. When a rough cut is marked complete in Asana, the client sees progress update in their Plutio portal without the producer manually copying status updates between apps.
Can I sync tasks in both directions?
Yes. Create separate automated workflows for each direction: one for Plutio to Asana, another for Asana to Plutio. Both can run simultaneously.
Most agencies start with one direction (usually Plutio to Asana for new projects), test the workflow for a week, then add the reverse direction (Asana to Plutio for task completion). Testing one direction at a time makes troubleshooting much easier because you can isolate which workflow caused an issue.
Be careful with bidirectional syncing to avoid loops where a change in one system causes a change in the other, which causes a change back. Use Zapier's filter feature to sync only specific fields or statuses. For example, only sync status changes from Asana to Plutio when the status is "Complete" rather than syncing every intermediate status change.
Recommended approach: Plutio is the source of truth for client data (projects, invoices, proposals). Asana is the source of truth for team data (task assignments, time tracking, sprints). Sync project creation from Plutio to Asana, and sync task completion from Asana to Plutio.
How much does Plutio, Asana, and Zapier cost together?
All three tools have free tiers that work together, making it possible to test the full workflow without paying anything.
Asana pricing (January 2026)
Asana Personal is free for up to 15 users with unlimited tasks and projects. Asana Starter costs $10.99/user/month (annual) for timeline views and custom fields. Asana Business costs $24.99/user/month (annual) for portfolios and workload management.
Zapier pricing
Zapier Free allows 100 automated tasks per month with 15-minute sync intervals. Zapier Starter costs $19.99/month for 750 tasks and 2-minute intervals. Zapier Professional costs $49/month for 2,000 tasks and 1-minute intervals.
Plutio pricing
Plutio offers a 14-day free trial with full features. After the trial, Core plan costs $19/month and Pro plan for teams costs $49/month.
For a solo freelancer: $0 (Asana Personal) + $0 (Zapier Free) + $19 (Plutio Core) = $19/month total. For a 5-person agency: $55 (Asana Starter) + $20 (Zapier Starter) + $49 (Plutio Pro) = $114/month total.
What if my Asana sync stops working?
Check your Zapier dashboard first. Zapier logs every automated workflow run with detailed status information, making troubleshooting straightforward.
Most sync issues happen because an authorization expired. Both Plutio and Asana connections in Zapier need periodic re-authorization, especially after password changes or security policy updates. If you see "Authentication error" in your Zapier logs, reconnect the affected app by going to Zapier's Connected Accounts section and re-authorizing.
If the connection shows as active but data is not syncing, check that your automated workflow is turned on (the toggle should be green in Zapier). Also verify you have remaining tasks in your Zapier quota for the month. Zapier sends email warnings as you approach your monthly task limit, so watch for those notifications to avoid unexpected sync pauses.
Zapier retries failed automated workflow runs automatically. If a sync fails due to temporary downtime in Plutio or Asana, Zapier will retry. You can also manually replay failed runs from the Zapier dashboard.
Common fixes
- Reconnect apps: Re-authorize Plutio and Asana in Zapier settings
- Check quota: Verify you have remaining tasks in your Zapier plan
- Review logs: Zapier shows exactly why each run succeeded or failed
- Test manually: Use Zapier's test feature to run the workflow on demand
