If you're looking to grow your service business, BookingKoala is a smart choice. The online booking platform helps you easily take your business online, book more clients, and manage service providers.
But while BookingKoala may take care of a lot of your business needs, your team probably also uses other tools to manage cross-team communication, customer data, and other essential business tasks.
With Zapier's automated workflows (called Zaps), you can connect BookingKoala to thousands of other apps and build smart systems that free you up to focus on serving customers. Here are some of the most popular ways to automate BookingKoala.
New to Zapier? It's workflow automation software that lets you focus on what matters. Combine user interfaces, data tables, and logic with thousands of apps to build and automate anything you can imagine. Sign up for free.
Table of contents
To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Send leads to your marketing and sales tools
From targeted ads to organic search, your business uses different ways to generate leads and customers. But no matter how those leads land on your BookingKoala form, sending them into your sales and marketing tool is a necessary step. With leads in your system, you can more effectively track their progress through your pipeline and nurture them with targeted emails.
Manually transferring that data into your marketing tool of choice isn't scalable—especially if your business is booming (thanks BookingKoala!). Instead, use automation to log all new bookings from BookingKoala into your marketing automation or email tool.
For example, you could set up a Zap to save new leads as opportunities in LeadConnector or add them to an existing campaign. You could also use the workflow to automatically subscribe new customers to a specific Mailchimp, ActiveCampaign, or MailerLite email list. Either way, you'll have all your customer data organized where it's most useful for building high-performing marketing campaigns.
Create LeadConnector opportunities from new BookingKoala bookings
Add newly completed BookingKoala bookings to LeadConnector campaigns as leads
Add new BookingKoala customers to Mailchimp as subscribers
Create or update ActiveCampaign contacts for new quotes in BookingKoala
Create MailerLite campaigns for new BookingKoala customers
Only want to add some leads to your marketing and sales tools? Add a filter step to limit which leads go through. Or want some leads to go to your email marketing app for targeted follow-up and some to go to your CRM? Add a path step to route leads to the right spot. You can even add the power of AI to your workflows to make your Zaps even smarter—like adding a ChatGPT step to qualify leads before they're adding to your CRM.
Get instant notifications for new bookings
The hardest part of running a service business is getting bookings—and you've found a system for landing customers. But if you don't follow up quickly, those customers will disappear just as fast.
Customers expect quick confirmation and follow-ups, but if you're not sitting in BookingKoala all day, you might miss your window of opportunity. With automation, you can get instant notifications in the apps your team is in the most—like team chat or email—as soon as new bookings and quotes are made in BookingKoala. That way, your team can stay up to date, react swiftly, and show customers they're a priority.
Notify Slack channel of new bookings in BookingKoala.
Create and send Discord channel messages for new BookingKoala quotes
Create and send Gmail emails for new BookingKoala bookings
Looking for ways to streamline customer communication? Build a custom AI chatbot.
Manage contacts and clients across apps
Do you use a variety of tools to manage your contacts and client information? Maybe you use an app like Jobber to manage field service operations for some types of clients, but initial bookings come through Booking Koala? Or maybe you use a tool like NiceJob to collect reviews after bookings from BookingKoala are complete.
Automation lets you move customer data and updates between all your work tools and keep your entire process in sync. By letting automation streamline these important parts of your business, you'll have more time to focus on delivering excellent service.
Create or update OpenPhone contacts for new BookingKoala customers
Enroll new charged bookings from BookingKoala as contacts in NiceJob
Create new clients in Jobber from new bookings in BookingKoala
Add new bookings to your calendar
Whenever you get a new booking, you want to add it to the scheduling app your team uses every day. That way, it'll be easy for everyone to stay on top of their appointments without constantly logging into BookingKoala.
But manually transferring appointments from BookingKoala to your scheduling app is risky. A small mistake like entering the wrong digit in the time slot can ruin your schedule and lose you customers.
Instead, these workflows will send all new appointments in BookingKoala straight into Google Calendar, complete with all the details supplied in the booking form. If a booking is canceled, you can also use automation to remove the event from your Google Calendar, keeping your schedule accurate without any manual effort.
Create detailed events in Google Calendar for new bookings in BookingKoala
Create detailed events in Google Calendar for completed bookings in BookingKoala
Delete Google Calendar events when BookingKoala bookings are cancelled
Back up bookings in a spreadsheet or database
Even if BookingKoala lets you keep track of the bookings you're getting over time, it's still a good idea to back up all your records in a second place that's secure, accessible, and easier to analyze. And for that, nothing beats spreadsheets and databases.
These tools let you keep a copy of your business data and serve as a source of truth for your entire team. And with automation, you can keep your favorite spreadsheet or database current with the latest BookingKoala activities.
Just set up any of these workflows to instantly create a new record in Google Sheets, Excel, or Airtable whenever a new booking is made or charged in BookingKoala. These Zaps will move your data from BookingKoala without any errors and keep a tidy, accurate record of your business.
Create Google Sheets rows for new BookingKoala bookings
Create Airtable records for charged bookings in BookingKoala
Add rows in Microsoft Excel for newly charged bookings in BookingKoala
Optimize your service business with automation
Visualizing individual ways to connect BookingKoala to your business-critical tools is just the start. With Zapier's automated workflows, you can easily build entire systems to streamline your workflows, with BookingKoala at the heart.
Using Zapier Canvas—our AI-powered automation diagramming tool—we can easily visualize an entire lead management system that starts with BookingKoala.
When a new lead is created in BookingKoala, this Zap uses ChatGPT to qualify the lead. If the lead is high priority, the lead details are sent to HubSpot, a notification is sent to the sales team in Slack, a sales call is scheduled in Google Calendar, and the lead information is backed up in Google Sheets. If the lead is low priority, the lead is added to a nurture series in Mailchimp and their details are logged in Google Sheets.
With BookingKoala, it's easy to start and grow any kind of service business. And when you connect BookinKoala with Zapier, you can create automated systems that give your team more time to focus on what's important—delivering high-quality service.
What will you automate first?
