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3 Zapier Automation Ideas For Your Business

If you’ve never heard of Zapier before, let me give you a quick introduction. Zapier is an automation software that allows you to integrate popular programs and software and automate processes, tasks, and more. And let me tell you – it’s a lifesaver. If you spend a lot of time on basic admin tasks, find yourself repeating tasks daily or weekly, or want to Zapier is a must have for you.

Here’s 5 ideas on what you can automate using Zapier. I won’t be going into huge detail about each of these, but if you’d like a detailed guide on how to create any of the zaps, send me an email to chris@flowd.co.uk

  1. Lead Sheets

Firstly, we’ve got lead sheets. If you run Facebook or Google ads, marketing campaigns, cold email campaigns, or any other kind of outbound lead generation for your business, you more than likely have lead sheets, showing who has shown interest in your business and from what channel they came from. It can be time-consuming to manually add prospects into lead sheets, but fortunately Zapier can automate this. Say for example you use Mailshake or Mailgun for your email marketing campaigns. Instead of having to add each lead into a lead sheet yourself as they come in, you can set up a simple zap to automatically add a new lead into a Google Sheet, pulling in all the prospect’s information. Here’s what the zap looks like.

A simple zap like this takes 5 minutes to set up, and could save you a couple of hours per week. You’ll need to set up a separate zap for each channel or campaign you have running, but you can still link them all to the same Google Sheet.

When you want to pull certain data from the campaign into the lead sheet, you’ll first need some headers in the spreadsheet; things like ‘First Name’, ‘Last Name’, ‘Email’ and so on. From there you’ll map the values from mailshake to the relevant column in the spreadsheet. Here’s a picture of what I mean. (I’ve scribbled out a few fields as they contain a live lead) The row names you can see are pulled from the Google Sheet.

  1. Reporting

Another thing you can automate with Zapier are your reporting processes. If you spend time generating daily, weekly, and monthly client reports, internal reports, or employee performance reports, then you could benefit from using Zapier to automate these. It’s super easy to check up on employee efficiency using Asana. Create each employee a reporting dashboard in Asana, and set up a zap to send a daily message into Slack with the URL for each employees’ reporting dash. This will keep employees accountable and motivated to get work done. Here’s what our Slack message for this looks like.

Another cool Asana integration you can do is a live task completed bot that pushes a message into Slack when someone completes one of their tasks. This is nice as everyone can see what tasks people have been working on and really helps team morale. Here’s what that looks like in Slack.

You can also use Zapier to automate client reporting. If you have lead sheets setup like I mentioned earlier, you can utilise the Zapier Digest feature to provide daily, weekly, or monthly reports on the leads that have been added to the lead sheet. The beauty of Zapier Digest is that once it releases a report (using the interval you’ve chosen with ‘Schedule By Zapier’) it clears the digest and resets, meaning you’ll only get the net new leads for the next report. This can save hours of manual data entry and is really worth looking into. Here’s a great article from Zapier describing Digest in more detail.

  1. Client Onboarding

If you run an agency, you will have on-boarded clients before. It’s a long process with a lot of moving parts, and can be stressful when communication between your prospect goes silent for whatever reason when you’re so close to the finish line. Fortunately, Zapier can ease this process and automate pretty much everything. I’ll show you our workflow, and I’ll describe each step as well as I can, but it is a little complex if you’re new to Zapier. The apps we use for this workflow are: GoHighLevel (our CRM), PandaDoc (for our Service Agreements + contracts), Slack, Asana (for project management), Google Sheets, Google Drive, Google Docs, and Gmail. Phew!

The trigger for this workflow is when a lead is moved to ‘Won’ in our GoHighLevel Pipeline. From there, our first zap will trigger. It looks like this.

The trigger is the lead being moved to won in HighLevel as I just mentioned, but we have to use a webhook for this as it isn’t an option by default on Zapier. I’ll cover how to setup webhooks in a seperate blog post. From there, our Service Agreement in Pandadoc is populated with all the prospect’s details, and automatically sent to the client to sign. We also have a payment page for our setup fee on the document that appears once signed, and this is to ensure streamlined payment and efficiency. We also create a project for the client in Asana in this zap. Now onto the next zap.

This zap automatically detects when the client has paid and signed the Service Agreement. From there, a slack message gets posted to the team notifying them of a new client win. A thank you email is then sent out to the client, with a link to the onboarding form for them to complete.

Once the client has submitted the onboarding form, the final and most complex zap is triggered. Here’s what it looks like.

  1. Onboarding form submitted
  2. Thank you email is sent to client with our launch timeline & a link to book in a launch call with our CEO.
  3. We auto create a custom Google Drive folder for the client
  4. We find the Asana project we created for the client earlier
  5. We create a few tasks in Asana for us to complete for the client, things like making sure client’s calendar is synced with the CRM etc.
  6. We auto create a Google Doc with all of the client’s onboarding form answers in so we can use them for reference, research, and to ensure we’re targeting the right people for the client
  7. We then upload that file to the client’s Google Drive
  8. We then use a cool feature from GoHighLevel that lets us auto create a HighLevel account for the client to use
  9. We put the login details (clients email + generic password that client will change after logging in) into a Google Doc so no one forgets
  10. We upload that doc into the client’s drive
  11. We send an email to the client with their login details so they can have a look around the CRM, change their password to something more secure, and sync their calendar with the HighLevel one.
  12. We then use a custom template to generate the client a lead sheet, and we upload this to their Google Drive.

Phew! I know it’s a long process, and it takes a lot of time to implement this for yourself, but I’m sure you can see how much time this saves in the long run and how many tasks are automated here.

As always, if you have any questions, or would like some help with your own zaps, pop me over an email (at the top of this post) Thanks!

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