+44 203 287 0899 info@solvaa.co.uk
Virtual assistant at a work desk facing the camera and smiling with a computer monitor in the foreground.

 

We work with such a diverse range of clients, many of whom had never heard of Zapier before they connected with us.  We understand that you may be unsure what kinds of apps can be connected using Zapier so thought we’d share a showcase of some of our key projects to fire up your imagination!

In this article, we share examples of how we use Zapier workflow automations to:

  • Synchronise contact information across multiple software platforms
  • Trigger lead nurturing sequences
  • Create complex reporting, pulling data from a range of sources
  • Send sales data to accounting packages

…and much more!

As Zapier experts we love solving business problems and finding solutions that save time and reduce stress for our customers.  If you have a time suck that we can help with then just book a discovery call with us to talk it through.

 

Thinkific payments to Xero

Thinkific is a great platform for hosting and selling online courses and manages payments by Stripe and Paypal.  We configured a zap for our client to send sales data from Thinkific linked payment solutions to Xero when a payment is made, applying the correct taxes by location and allocating nominal codes based on the product type.

 

Connecting Pipedrive with Google Docs, Microsoft Outlook, and Google Calendar

Pipedrive is a popular CRM and has a range of useful integrations using Zapier.  We created complex lead-nurturing cadence sequences, proposal automations, and invoicing reminders to streamline a customer’s manual processes.  These zaps use a combination of Google Docs, Microsoft Outlook, and Google Calendar to send emails, proposal documents, and payment reminders.

 

Woocommerce payments to Xero

Woocommerce is a leading e-commerce plugin for WordPress websites, allowing products to be added, displayed, and sold.  Linking it to Xero using Zapier is really straightforward for creating invoices and our automations apply the correct taxes depending on the customer location and allocate the correct nominal code depending on which product type has been purchased.

 

Google Sheets and Autopilot

We built some complex reporting on lead conversion by linking Google Sheets and Autopilot.  Autopilot is a visual marketing tool for automating customer journeys for nurturing purposes.  As well as reporting on leads we also synchronised contacts for marketing segmentation.

 

Acuity Scheduling, Woocommerce, Quickbooks Online and Active Campaign

Although some zaps are simple two-step integrations, others involve more complex business scenarios.  The good news is that once they are configured you can forget about them, knowing they are working in the background to save you time.

One of our customers needed to store cumulative values of sales for marketing campaign segmentation so we linked Acuity Scheduling with Woocommerce, Quickbooks Online, and Active Campaign.  Sometimes you need multi-step workflows to fulfil the business requirement, for example in this project, but it’s worth the effort to streamline a workflow.

 

Pipedrive and Dear Inventory

Dear Inventory is a neat app that manages stock, purchases, sales, suppliers, and customers, and we linked it with Pipedrive to synchronise contact data.   Keeping data in line across multiple apps can be a nightmare if you’re doing it manually, but using Zapier to sync your contacts between your tools is such a great use of automation.

 

Clickfunnels and Zoho CRM

Zoho is a cloud-based CRM and campaign management app and it is vital that contact data is up to date.  Using Zapier to synchronise new leads from Clickfunnels campaigns with Zoho means that our client doesn’t have to worry about manually updating their CRM when they receive new leads.

 

Gravity Forms linking to multiple apps

One of our larger projects was for Ascent Dental (you can read our case study here for more detail) where we linked various applications to streamline their processes.

Some of the new processes linked Gravity Forms, Mailchimp, Gmail, Google Sheets, VoodooSMS, and Pipedrive.  These processes involved complex zaps that automated lead nurturing cadence sequences and supplied various reports. 

 

Wooden blocks spelling 'LEARN' on a wooden surface with plain blocks in the foreground and background.

Pipedrive and Smartsheet

Smartsheet is a great app that allows you to manage projects and process reporting more effectively in a spreadsheet-style format.  We linked Pipedrive with Smartsheet to sync lead and deal data once created in Pipedrive.

 

BookingLive and Xero

BookingLive is a leading system for scheduling and booking appointments, and we linked it with Xero to synchronise contact and order data.

 

Salesforce, Xero and Freshdesk

Salesforce is one of the leading CRMs and we created various complex workflows to link it with Freshdesk, a helpdesk and customer support platform, to ensure contact data was synchronised across the two systems.  We also configured zaps to automate invoice creation in Xero.

 

Pipedrive, Xero, Slack, and Asana

We created some complex integrations to connect Pipedrive with Xero, Slack, and Asana for one client.  Slack is a great platform for sending notifications to your team members and there are many business scenarios to trigger messages using Zapier.  Asana is a project management app and you can create new tasks using Zapier when an action is performed in another system. 

Linking all these systems means that staff can concentrate on their core role rather than remembering to do manual, repetitive tasks.

 

Salesforce, ScheduleIt, Fast Field Forms, Google Sheets, and Microsoft Outlook

Another one of our larger projects was for IQ Glass (which you can read about here in our case study) where we saved them a huge 45 hours every week.  We connected webforms with Salesforce to automatically create new leads.  When a new Salesforce project was added or a project status changed we updated a resource in ScheduleIt and we also updated a row in Google Sheets.  We automated the purchase order workflow by automatically creating a purchase order in Salesforce when a new order is received in Microsoft Outlook.  We updated dropdown lists in FastField Forms when new clients or projects were added to Salesforce, and streamlined the timesheet recording process by automatically transferring data from FastField Forms to Google Sheets. And…more!

 

Video demos on YouTube

It’s worth checking out our YouTube channel for detailed examples of how we’ve used Zapier to automate processes for our clients.  Each short video shows the exact steps to configure zaps which will save you time in your business.

One example is where we automatically add contacts and invoices from Xero to Pipedrive.  But there are many more and it’s worth subscribing to our channel for notifications when we add new ones.

 

Testimonials

“Kelly has transformed our financial processes. I have saved hours of time each week on the reconciliation of Xero thanks to the zap improvements she has done.” Alison Moncrieff, Managing Director, Prune Harris

You can read more testimonials here, from businesses we’ve helped using Zapier automations.

 

Next steps?

Get access to our free automation Masterclass below!

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

Illustration of online course concepts including book, pencil, cloud and microphone, with photo of hands holding a smart phone with finger poised on the screen. Light blue background with Solvaa logo in bottom corner.

Why online course providers should learn Zapier

As an online course provider, you wear many hats, juggling the tech, finance, customer service and marketing functions, to name but a few.  Unless you are well established and have a team, then it can be overwhelming being responsible for so many tasks yourself. ...
Flatlay showing a computer keyboard, notepad and pen with text overlay “Calculate lead to customer conversion times”.

How To Calculate Lead To Customer Conversion Time

When you’re running a business it’s important to stay on top of your figures, and you should measure key performance indicators to review performance and plan for the future.  One of these metrics is the lead time from when a prospect is created to when they become a...
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...
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...
Businessman holding a mobile device with automation concept and text which says ‘Marketing Automation’.

How to use Zapier to automate your marketing processes and win more business

Are you tired of doing the same tasks over and over again every day? Do you wish there was a way to automate some of your marketing processes? Well, there is! With Zapier, you can connect different applications to create automated workflows. This can save you time and...
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 piece of corrugated card with the text Process Automation on it, alongside a black market pen and some wooden discs with letters printed on them. This is overlaid with text which says : Automate tasks using Zapier : 5 quick wins! Includes a small Solvaa logo in the corner.

Automate tasks using Zapier : 5 quick wins!

Running a business can be a rewarding experience, but there’s no doubt that there are certain processes that take up far too much time.  Manual tasks that seemingly only take a couple of minutes can soon add up and often require a follow-up action too. For example,...
Side view of a girl with a superhero cape, with Solvaa logo and text 'Become an automation superhero'.

Become an automation superhero with Zapier

Although Zapier is brilliant at connecting the apps you use every day, it also comes with over 20 inbuilt functions which will help you become an automation superhero in no time! These functions are a range of helper apps that we’ve listed on our free cheatsheet which...
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...
: A laptop and plants on a wooden desk with grey wall, with text overlay saying ‘save contact form submissions in a spreadsheet’.

How to automatically save contact form submissions in a spreadsheet

If you use a form on your website for visitors to contact you then you will usually get their details emailed to you so that you can then respond.  Whilst this works adequately as a lead notification system, what would be more useful is to save contact form...
Closeup of computer keyboard with blue ‘survey’ button between the A and D letters.

Our business survey reveals that business owners are keen to automate

We recently conducted a survey of business owners, employees and entrepreneurs to get a better understanding of their attitudes and plans regarding automation.  We were delighted to find that the vast majority of respondents are keen to automate parts of their...
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...
Blackboard with rainbow coloured arrows pointing right, with word PRODUCTIVITY drawn with chalk

How to be more productive in 2021

Have you thought about what it could mean for your business if you were more productive?  It’s sometimes hard to measure productivity gains, but think about how you could use the time you save by being more efficient in your business. Recently, our chief problem...
Illustration of a messy office with stacks of paperwork on the floor and a vintage robot working behind the desk

How did Robbie the Robot reap the benefits of automation?

  You probably keep hearing about the benefits of automation but wonder how they can help you and your business.  Whether you’re a one-person-band or a large organisation, automation can be a real game-changer, but it can feel like a big step when you’ve got a...
Wooden blocks spelling 'LEARN' on a wooden surface with plain blocks in the foreground and background.

Free checklist to help you justify an automation learning budget

If you’re keen to learn more about automation then it’s likely you’ll need to justify the budget with your boss.   You may be competing with many other requests for finance so it’s vital to ensure you have a good business case. So where do you start?   We have the...
Businessman in a meeting holding a tablet which shows pie charts and bar graphs from a Powerpoint presentation.

What operations processes can be automated?

Your operation is the engine room of your business and automating the processes there can free up valuable time to spend winning more business or serving your customers better. If you’re wondering what operations processes can be automated then we have plenty of...

How to automate thanking your customers for paying their Xero invoices

Learning how to automate sending an email using Zapier when a Xero invoice is paid is a really simple but useful workflow that saves time and provides great customer service. Xero is a cloud-based accounting system which includes a host of features to reduce...

Automate It with Zapier book : Initial Reviews

Since our founder, Kelly's Automate It with Zapier book was released it has received some fantastic reviews on Amazon.  We knew the book would help new Zapier users but didn’t realise how useful it would be for people with different levels of Zapier knowledge. When...
Closeup of coins in increasing piles, with someone adding three coins to the biggest pile as a concept to represent earning more money using automation.

How business automation using Zapier can improve your pricing and earn you more money

There's no doubt about it – business automation is a key component to success in today's economy. But what if you could take your business automation to the next level to increase your profits? Zapier is a tool that allows you to connect different applications and...
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....
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

Shares