Asana Integration Guide

Version: 1.0
Last Updated: 2025-10-25
Integration Type: Project Management
Authentication: OAuth 2.0

Overview

Asana is a flexible project management and team collaboration tool. Integrating Asana with CRM, accounting, and other systems automates project setup and keeps everyone in sync.

What Asana Integration Enables

Automatic Project Creation

• Deal won in CRM → Project created in Asana with tasks → Team assigned → Client notified
• Save 1-2 hours per project setup

Milestone to Invoice Automation

• Project milestone marked complete → Progress invoice created in Xero → Customer notified
• Faster billing, improved cash flow

Team Coordination

• Task assigned → Team member notified → Deadline reminders → Completion logged
• Less email, better accountability

Common Workflows

Project Kickoff

1. Deal won in HubSpot
2. Project created in Asana from template
3. Tasks assigned to team members
4. Client folder created in Google Drive/Dropbox
5. Kickoff meeting scheduled
6. Client notification sent

Progress Tracking

1. Task completed → Update project dashboard
2. Milestone reached → Progress invoice + Client update
3. Behind schedule → Manager notification
4. Project complete → Final invoice + Feedback request

Workflow Example

Scenario: Consulting firm managing 10-15 active projects

Before automation:

• Create project in Asana manually (30 min per project)
• Assign tasks individually (20 min per project)
• Send client updates manually (15 min per update × 3 updates)
• Create invoices from project data (1 hour per milestone)
• Total per project: 2.5 hours setup + 2.75 hours ongoing = 5.25 hours
• For 15 projects: 78 hours = $7,800/month

After automation:

• Review auto-created projects (30 min per project)
• Exception handling (1 hour per project)
• Total per project: 1.5 hours
• For 15 projects: 22.5 hours = $2,250/month
• Time saved: 55.5 hours/month = $5,550/month = $66,600/year

ROI: $66,600/year on $13,000 investment = 5:1 return, 10-week payback

Common Integrations

Asana + HubSpot: Deal won → Project created
Asana + Xero: Milestone → Invoice
Asana + Google Drive: Project → Folder with docs
Asana + Email: Task → Notifications

Best Practices

1. Project Templates: Create templates for common project types
2. Custom Fields: Track project attributes (size, priority, client type)
3. Sections: Organize tasks by phase or type
4. Dependencies: Set task dependencies for automatic scheduling
5. Portfolios: Group related projects for portfolio view

Support

Contact: hello@zixly.dev or 0412 345 678

Document Version: 1.0
Last Updated: 2025-10-25
Owner: Zixly Technical Architecture