+44 203 287 0899 info@solvaa.co.uk
Red toy robot writing on a blackboard with chalk, with text A Simple Guide To Zapier on the blackboard.

If you’re wondering how Zapier can benefit your business then think about what your ‘pain points’ are, because the chances are it can address many of them.  Most people do not sail through the day, working in the most streamlined, optimised manner possible.  I would bet that you could be much more productive, that there are processes you could fine-tune and workflows that can be automated.

Zapier is your automation friend, the magic wand which connects your everyday applications to remove some of the inefficiencies in your business life.

Think about these questions, and if you can answer any of them with a ‘yes’ then Zapier can probably help!

  • Are you short on time in your business?
  • Do clients forget to dial into calls with you?
  • Do you worry about how you can scale your business?
  • Do you forget to ask clients for testimonials?
  • Is your client onboarding cumbersome and time-consuming?
  • Do your processes feel clunky?
  • Do you spend a lot of time on manual admin?
  • Do you forget to chase leads?
  • Are you worried about burnout?

Did you answer ‘yes’ to any of them?  If you did then here are some of the benefits of using Zapier to automate your business tasks.

Zapier can save you time

Most businesses operate using a range of manual tasks, with staff rekeying data from one app into another which is extremely inefficient.  Using Zapier means you can connect the apps, pass the data automatically, and not only save time but remove human error too.  You can trigger workflow automations to run in Zapier from all sorts of events, from receiving an email, adding a row to a spreadsheet, updating a record in a CRM, or creating a financial transaction in an accounting app.

Solvaa saved a massive 45 hours per week for IQ Glass, the equivalent of a full-time member of staff, using Zapier to automate their business.  You can read about it here, including further benefits they experienced such as increased visibility of all systems and processes, as well as more accurate data and fewer missed deadlines.


Zapier means no more missed calls

Have you ever dialled into a Zoom call to find out that you’re the only one there because the other person forgot?  Or have you ever forgotten to dial in yourself?  Zapier is ideal for sending handy reminders for calls, meetings, and any other appointments which you don’t want to forget.  Zapier can connect with your calendar app and send notifications by email, Slack, and SMS, it’s like having a personal assistant!

This approach was used by Danielle Curtis at DonorsChoose.org, to notify her team about meetings, ensure that a note-taker has been allocated and the agenda is prepared in advance.  Before Zapier had automated this workflow many tasks fell through the cracks, either forgotten or not assigned to a specific person.

Read their story here.


Zapier will help scale your business

Growing a business can be challenging, especially if team members are spending more time on admin than the stuff you would rather they were doing.  By reviewing your processes, streamlining them, and then using Zapier to automate them, you will free up time for staff to concentrate on the core business.  They can get back to being creative, or looking at the big picture, rather than drowning in a mountain of paperwork.  The great thing is that as you grow you can already support the increased business as it will be handled by automations rather than needing to hire more people.

One Year No Beer needed a scalable solution as they were anticipating a five to tenfold increase in business and their existing processes were a chaotic mess.  Solvaa configured several automations to save them £2800 per month and massively improve productivity.  You can read the case study here, just one of our client stories, one of the businesses we have helped benefit from what implementing app integrations and automations can offer.


Zapier will help get more testimonials

Testimonials are key for winning new business and satisfied customers are usually more than happy to provide one, but many businesses don’t ask for them.  Or they may ask but then not follow up if nothing is received in return.  Using an automated workflow at the end of a project or after selling a product makes it really easy to get valuable testimonials.  You can send a sequence of emails using Zapier to make the request, follow up if needed to remind your customer, and the content can include links to your Google business page, an industry review site such as Trustpilot or Checkatrade, your Facebook page or LinkedIn profile.


Zapier will streamline your customer onboarding

Making a sale is great but it usually triggers a series of tasks to get the new customer set up on various systems and send them information about how you’ll work with them.  You may need them to sign a contract and set up some initial workshops.  All of this can be automated using Zapier, from calendar management, creating Zoom meetings, sending emails, and updating your CRM.  You’ll never forget a step in the process, will save a load of time, and have peace of mind that the data is accurate.

Shweta Dawar is one of Zapier’s success stories, using its automations to win new clients and streamline the onboarding.  Shweta says “Implementing these automations in my business really helped me automate repetitive tasks.  It ultimately helped me avoid burnout, and I was able to spend more time on income-generating activities for my business.”

Read her story here.


A blackboard with a red heart and ‘Automation’ written in chalk


Business process automation using Zapier

It’s important to remember that you should only automate efficient processes.  Before you start using Zapier you should review your workflows and ensure they have not evolved into cumbersome, clunky monoliths over time.  Cut out the fat and then see which automations you can introduce to make life easier by reducing manual tasks and save time.

Insurance broker SelectQuote Insurance Services created a seamless customer experience using Zapier.  From capturing data to responding to notifications, their systems were connected using automations and the beauty of the solution is that it didn’t require a developer.  VP of Technology, Dan Sevino, estimates a saving of $15,000 of developer costs at least thanks to Zapier’s no-code configurations.

Read their story here.

Manual admin can be replaced with Zapier

It’s sometimes easy to perpetuate bad admin processes without even thinking, as you do them automatically.  Being mindful is key, and documenting what you do really helps understand where you are spending your time inefficiently.  Are you transferring data from one spreadsheet to another, or manually creating a project task each time you receive an email from a particular client asking you to do something?  Do you rekey data from a contact form into your CRM, or manually create an invoice when you receive a Paypal payment?

Tracking all your admin tasks will highlight areas that Zapier can help with, and is time well spent, investing in your business to make it more efficient.

The Black Ties magician group were running their business inefficiently, with one of their members working full time on manual tasks rather than performing magic.  The apps they used were all supported by Zapier so were all able to be connected using pre-built integrations.  Having previously struggled to process 200 leads per year, they can now accommodate 1000 enquiries without breaking a sweat using automations.

Read their story here.

Do you forget to chase leads?

It’s great to get new leads but it’s easy to lose track of them which means you could lose out on valuable business.  Having a structured sales cadence is vital, and automating it means you never have to worry about forgetting any of the associated activities.

We have a short video tutorial that explains how to create a seven-day sales cadence of activities in Pipedrive, but it can be applied to other CRMs such as Salesforce.

Watch the video here.

Are you worried about burnout?

If you are a solopreneur or small business owner then you will likely wear a variety of hats, doing many tasks yourself.  It’s easy to feel overwhelmed but Zapier can help you work smarter not harder.

If you’d like inspiration for some of the ways you can use Zapier to save time then read some of the customer stories on the Zapier website.  There are plenty of real-life examples of how specific Zapier integrations are helping businesses address their pain points.  There are people in a wide range of industries, who use a variety of applications in their day-to-day life.

The benefits of using Zapier are huge, and we can help you get started.  We would recommend checking out our library of video tutorials where we show how Zapier can be used to do really cool things, saving you time and making you more productive.


More Zapier tips

If this has piqued your interest then we have more Zapier articles you can use to get started with automation and connect your business apps.

      Our other resources

      We also have plenty of free resources:

      And finally, our founder / chief problem solver / chief automator Kelly Goss’ new book, Automate It with Zapier, is out now and is the most comprehensive Zapier guide on the market. It will get you up and running and to the stage where you can build and debug advanced automations. Buy your own copy today directly from publisher Packt using this link.  Or here are links to Amazon (.co.uk) and Amazon (.com) if you prefer.

      Check out our automation training programme

      And finally, if you’re really keen to transform your business using automation, then visit the Solvaa Automation Academy. Our signature training programme, ‘Simple Automation Blueprint: Zero to Hero’ is aimed at anyone who wants to learn the fundamentals of business process automation from the experts – a sure-fire way to recession-proof your business.

      It’s an 8-week blended learning course with on-demand videos, templates, resources and weekly group coaching sessions. And it’s more than just a Zapier course (although we do show you how to use Zapier like a pro) as you’ll learn about Process Mapping, Business Process Improvement and Business Process Management too – principles that can be applied to other areas of business too! 

      Whether you are a complete novice or have been using Zapier for a while, our programme is for you. It’s perfect for individuals and teams in micro, small and medium-sized businesses, including solopreneurs, consultants and freelancers. You’ll have access to our experts and can participate in live calls where you can ask all your burning questions, as well as hands-on workshops to keep you on track with implementing your new skills. We run regular cohorts so there will be an opportunity for everyone to participate.

      Our head trainer, Kelly Goss, is a specialist in business systems, process improvement and automation, and one of less than 100 Zapier Certified Experts in the world. Kelly has many years’ experience in optimising systems and processes, and implementing automations for clients and is now passing on her knowledge to students through our trademarked ‘4-Step Solvaa Automation Methodology®‘. 

      Find out more via our dedicated Solvaa Automation Academy website.

      Read more about how our certified experts use Zapier workflow automations to simplify processes and increase efficiency.

      Solvaa is a process and automation consultancy specialising in improving sales, operations and financial administration workflows. We help you to simplify and streamline existing processes, integrate your business tools to make data transfer more efficient and automate manual tasks to increase productivity. We are Zapier Certified Experts, Pipedrive Certified Experts and Xero Certified Advisors. 

      Contact us today to discuss how Solvaa can help you simplify, improve and automate all aspects of your business with Zapier to save you time, reduce costs and keep you agile as you grow.

      Related Posts

      A draft stamp on its side with the word DRAFT with the orange Zapier logo.

      New cool Zapier feature coming soon : Zap editor Drafts (in beta now!)

      If you’ve ever had to tweak one of your Zaps then you’ve always had to turn it off first, which is always a worry as you may be missing vital automations which should be triggering while you work on it. So, when we received an email from Zapier inviting us to take...
      Desk flatlay with yellow coffee cup, yellow notebook on a white background with white text on a blue shape saying “Create and send a sales proposal from your CRM”.

      Create And Send A Bespoke Sales Proposal PDF From Your CRM

      When you need to create and send a bespoke sales proposal PDF from your CRM, you can either shell out for software that will do it for you, do it completely manually or let Zapier do it for you. Automating this task is really simple and will save time, money, and...
      Virtual assistant at a work desk facing the camera and smiling with a computer monitor in the foreground.

      5 Reasons why Virtual Assistants should learn automation

        When our chief problem solver, Kelly Goss spoke recently at the Practically Perfect PA Virtual Summit, she talked about the wealth of opportunities that automation can bring to Assistants and Online Business Managers.  After transitioning to a remote working...
      Wooden desk with a laptop, phone and stationery with blue square featuring the text “How to send a daily digest of all paid Xero invoices using Slack”

      How to send a Slack message with a daily digest of paid Xero invoices

      Using Zapier to send a Slack message with a daily digest of paid Xero invoices can provide useful data which is sent to your team automatically.  Knowing when invoices have been paid is business-critical information, but it can be time-consuming to check your...
      A group of young business people raising their hands in a business meeting.

      Who would benefit from the Solvaa Automation Academy training programmes?

      If you'd love to jump on the automation bandwagon but struggle to navigate the myriad of information you find online, then we can help. Even if you have dabbled with Zapier you might be worried that you're doing it wrong or are not 100% sure that you're using the...
      Closeup of a man's hand over a laptop keyboard with a blank blue screen and folder and document icons floating over the screen.

      How to boost productivity using Zapier to automate Google Docs

      Creating documents is something that most businesses do every day, and it can be a time-consuming, manual task which is prone to error when the text or data is input incorrectly. Copying data from one app to another is so inefficient and the time wasted could be...
      Cover of the book ‘Automate it With Zapier’ with byline ‘Boost your business productivity using effective workflow automation techniques’ by author Kelly Goss.

      Automate It with Zapier Book

      Writing a Zapier book was a natural step for our founder, Kelly Goss as she is so passionate about helping business owners increase productivity in their companies.  As a Certified Zapier Expert, Kelly is the perfect person to impart everything she’s learned using...
      Concept of a sales funnel featuring small silver balls feeding into a metal funnel with a neat row coming out the other side. A red sign is pointing at the funnel which reads 'Leads'.

      How to avoid losing leads

        Winning new business isn’t easy, so it’s vital to learn how to avoid losing valuable leads.  Sometimes you’re so busy juggling your everyday tasks that you neglect your prospects and ultimately lose them to a competitor.  Automation can be a game-changer...
      Close-up of a woman using a portable credit card reader, holding a receipt which is being printed.

      How to automate your sales funnel and win more business

      Your sales cycle is one of the most important functions in your business so it's vital that it is efficient so that you can convert more sales and win more business. We have already covered how to automate your marketing tasks so this article concentrates on pushing...
      Solvaa blog image header AI-tomation: How Zapier is using AI to make automation easier. Part 1 - An overview of AI in Zapier.

      AI-tomation: how Zapier is using AI to make automation easy

      Artificial Intelligence (AI) has revolutionised the way we do business. With so much potential, apps are increasingly building AI into their product. Zapier, the popular automation app, is no exception. This is the first in a series of blog posts that will explore the...
      Female dentist examining a patient with a mirror whilst a male dental assistant looks on and smiles.

      Client Success Story : How Ascent Dental Group saved many hours of manpower by automating their dental practice

      Ascent Dental Group is based in the Midlands, with 36 reception and patient-care staff plus 35 dentists across four practice locations.  They wanted to implement automations to increase productivity, reduce manual administrative tasks and improve communication with...
      Mockup of a computer screen in an office with the Zapier homepage displayed on the monitor.

      How to get started with Zapier

        If you’ve never used Zapier before then getting started can seem daunting.  Although the Zapier website has many examples of automations you can build, the most important thing to do before you even consider automation is to review your processes. If you’re...
      Closeup of a section of a light grey keyboard with a blue ‘Organise’ button. Solvaa logo in top right hand corner.

      How to organise your zaps

      If you’re a new Zapier user then learning how to organise your zaps will help you manage them efficiently from Day 1.  As an existing Zapier user, if your zaps aren’t organised then you may find that it gets harder and harder to find the zap you’re looking for....
      Computer keyboard with a large blue Help button with the letters lit up and shining upwards.

      How to get help with Zapier

      If you’re just starting out and need some help with getting the best out of Zapier, or you’re simply stuck and don’t know where to turn, then we have some useful resources for you. Zapier’s Zap Editor has a help icon at the top (the blue question mark button) which...
      Confused businessman standing at a crossroads with options to go left for Robotic Process Automation or right for Business Process Automation.

      Which type of automation tools suit a small to medium sized business?

      Automation is nothing new, with the first robot invented over 100 years ago (credited to Leonardo Torres y Quevedo for inventing a machine for playing chess if you're interested!), and manufacturing businesses first adopting the use of robots in their physical...
      Rear view of successful businessman relaxing in his office with his hands behind his head.

      The benefits of automation in business

      Everyone is talking about automation in business but many people aren’t sure what it actually means and what the benefits are.  It sounds really complicated and time-consuming, and (even worse) expensive!  Who would actually bother finding out?  We want to bust those...

      How to automate your Pipedrive CRM sales processes

      One of the biggest challenges for business owners is maintaining a streamlined sales process that is both reliable and easy to use. The modern sales process tends to rely on multiple tools and apps which, while making individual tasks easy to complete, leads to...

      8 Fun automations to do with Zapier

        While there’s no denying that Zapier can be a powerful tool to save you time and money in your business, there are actually some really fun, cool automations you can do with it which aren’t work-related! New apps are being added all the time to the already-huge...

      The Advantage Of Automation

      Our Chief Problem Solver, Kelly Goss recently joined Shelley and Jo on the Virtually Amazing podcast to talk about the advantage of automation and how it can help businesses.  They also discussed how automation skills can be used by VAs to broaden their service...
      Concept of date time with a photo of a hand overlaid with a hand drawn calendar and clock in white.

      How to express dates in Zapier

      Once you start to unleash the power of Zapier you will more than likely need to schedule a step to run at some point in the future.  For example, you might want to set up a cadence of sales emails to follow up leads.   You may want to automatically create project...
      Automate ebook

      Get our free ebook

      Learn about how business process automation with Zapier can help you to run your business on autopilot. The ebook is packed with real-life examples, use cases, and success stories. Whatever kind of business you have, you can use automation to help you work smarter, not harder.

      Thanks! Your ebook is on the way.

      Pin It on Pinterest