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.
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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
BookingKoala + LeadConnector
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Effortlessly manage your sales pipeline with this BookingKoala to LeadConnector workflow. Whenever a new booking is created in BookingKoala, this automation will save or update the opportunity in LeadConnector. That way, you can track and prioritize potential sales, ensuring nothing falls through the cracks.
Add newly completed BookingKoala bookings to LeadConnector campaigns as leads
BookingKoala + LeadConnector
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Efficiently manage your leads with this BookingKoala and LeadConnector workflow. When a booking is completed in BookingKoala, it will create a lead and add it to a campaign in LeadConnector, keeping your sales efforts organized and focused. By streamlining this process, you can save valuable time and ensure all leads are organized and nurtured properly.
Add new BookingKoala customers to Mailchimp as subscribers
BookingKoala + Mailchimp
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Effortlessly grow your subscriber list by connecting BookingKoala and Mailchimp with this seamless workflow. When a new customer is added to BookingKoala, this automation will swiftly update or add them as a subscriber in Mailchimp, ensuring your email marketing targets the right people. Stay connected with your clientele and enhance your business's online presence using this time-saving solution.
Create or update ActiveCampaign contacts for new quotes in BookingKoala
BookingKoala + ActiveCampaign
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Streamline your sales and marketing process with this automation. When new quotes are generated in BookingKoala, they instantly trigger the creation or updating of a contact in ActiveCampaign. This process ensures your contact lists are always current, saving valuable time, and allowing you to focus on crafting the best marketing strategies.
Create MailerLite campaigns for new BookingKoala customers
BookingKoala + MailerLite
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Efficiently manage your new BookingKoala customers by sending them targeted email campaigns with this automation. Whenever a new customer is added in BookingKoala, this workflow will trigger a campaign in MailerLite, ensuring that they receive relevant and timely information. Keep your customers informed and engaged while saving time on manual tasks.
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.
BookingKoala + Slack
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Stay up to date with incoming reservations by receiving notifications in Slack for every new booking made on your BookingKoala platform. By connecting BookingKoala to Slack, your team can seamlessly manage appointments and coordinate schedules without having to constantly check for updates in the booking system. Boost productivity and streamline communication with this efficient workflow.
Create and send Discord channel messages for new BookingKoala quotes
BookingKoala + Discord
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Stay on top of new quotes in your BookingKoala platform by instantly receiving notifications in your Discord channel. This efficient workflow sends a channel message in Discord whenever a new quote is created in BookingKoala, ensuring your team remains informed and can react swiftly to any new requests. Streamline your communication process and boost team productivity with this seamless automation.
Create and send Gmail emails for new BookingKoala bookings
BookingKoala + Gmail
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Stay on top of your new bookings with this efficient workflow between BookingKoala and Gmail. Whenever a new booking is made in BookingKoala, an email will be sent to your Gmail account, keeping you informed and organized. Save time and ensure a seamless communication process with this simple yet effective automation.
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
BookingKoala + OpenPhone
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Effortlessly manage your contacts with this BookingKoala to OpenPhone workflow. Whenever you get a new customer in BookingKoala, this automation will create or update the contact in your OpenPhone app, ensuring you have up-to-date information for seamless communication. Stay organized and enhance your productivity with this time-saving solution.
Enroll new charged bookings from BookingKoala as contacts in NiceJob
BookingKoala + NiceJob
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Automate your workflow from BookingKoala to NiceJob with this quick setup. When a charge is made in your BookingKoala account, the contact details tied to that transaction will be seamlessly enrolled in your NiceJob app. This saves you time by ensuring your NiceJob contacts list stays updated, providing a reliable system for you to focus on boosting your business reputation and customer service.
Create new clients in Jobber from new bookings in BookingKoala
BookingKoala + Jobber
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Streamline your client management with this efficient workflow. Whenever a new booking occurs in BookingKoala, a client profile is created instantly in Jobber. This seamless integration allows you to effortlessly manage your scheduling while also promoting client relationship management, reducing manual data entry, and saving valuable time.
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
BookingKoala + Google Calendar
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Easily manage your bookings and stay organized with this BookingKoala to Google Calendar automation. Whenever a new booking is created in BookingKoala, a detailed event will be created in your Google Calendar, allowing you to keep track of bookings and appointments from one centralized location. Say goodbye to manual calendar updates and stay on top of your schedule with this streamlined workflow.
Create detailed events in Google Calendar for completed bookings in BookingKoala
BookingKoala + Google Calendar
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Stay on top of your Busy schedule with this smart workflow. Once a booking is completed in BookingKoala, an event is instantly created in your Google Calendar. This seamless connection ensures that your schedule reflects all your completed bookings, helping you manage your time effectively and efficiently. Make every minute count with this BookingKoala to Google Calendar connection.
Delete Google Calendar events when BookingKoala bookings are cancelled
BookingKoala + Google Calendar
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Ensure your Google Calendar stays up to date with your BookingKoala appointments with this workflow. When a booking is cancelled in BookingKoala, it will immediately remove the corresponding event from your Google Calendar. This seamless process saves you from manual updates and helps maintain an accurate schedule.
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
BookingKoala + Google Sheets
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Easily manage and organize your new bookings from BookingKoala with this workflow. Whenever a new booking is made in the BookingKoala app, this automation adds a new row to your Google Sheets spreadsheet, allowing you to conveniently track and update booking information in one central location. Streamline your booking process and stay up-to-date without the hassle of manual data entry, giving you more time to focus on delivering exceptional service to your customers.
Create Airtable records for charged bookings in BookingKoala
BookingKoala + Airtable
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Effortlessly track and organize your BookingKoala bookings with this seamless workflow. Once a booking is charged in BookingKoala, it will instantly create a new record in your designated Airtable base, ensuring that all your booking information is easily accessible and up-to-date. Say goodbye to manual data entry and keep your bookings organized with this time-saving automation.
Add rows in Microsoft Excel for newly charged bookings in BookingKoala
BookingKoala + Microsoft Excel
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Effortlessly track your BookingKoala transactions with this seamless workflow. Whenever a booking is charged in BookingKoala, a new row will be added to your Microsoft Excel sheet, ensuring that your financial records stay organized and up-to-date. It's a simple and efficient way to keep track of your bookings and maintain accurate financial data.
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?
