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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. 


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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.



“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.

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