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5 Keap automation ideas

By Elena Alston · May 13, 2024
Keap logo connected with dotted lines to logos for Squarespace, Shopify, and GoToWebinar.

Keap is passionate about keeping things personal—something every sales team wants when managing customer relationships. Built with flexibility in mind to meet any growing small business's needs, this popular CRM also allows you to grow your revenue, streamline email followup, and assign tasks to the right people. 

But when you pair Keap with Zapier, your sales team can do even better work by automating processes like collecting leads from different channels, logging meeting notes, and tracking invoices. 

With just a few Zaps—our word for automated workflows—you can connect Keap to the other apps you use every day. Here are some of the top ways to help you get started. 

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Jump ahead

  • Create contacts from forms and clicked ads

  • Gather leads from events

  • Log purchases in your CRM

  • Create tasks and meeting notes

  • Subscribe contacts to your marketing platforms

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Create contacts from forms and clicked ads

Oftentimes, a first touchpoint with a lead will be through a lead form or a click on a pay-per-click ad. Forms and ads are the catch-alls of user data and engagement metrics, providing a gateway for initiating—and maintaining—customer relationships. 

Using the Zaps below, you can import a lead's contact details or a customer's feedback directly into Keap so your sales team can reach out when the time is right.

Note: You can specify multiple fields for your leads in Keap (like a lead's source ID, owner ID, and different phone number types), making it even easier to capture every detail.

Create or update Keap contacts from new Typeform entries

Create or update Keap contacts from new Typeform entries
  • Typeform logo
  • Keap logo
Typeform + Keap

Create new contacts to Keap from new Gravity Forms submissions

Create new contacts to Keap from new Gravity Forms submissions
  • Gravity Forms logo
  • Keap logo
Gravity Forms + Keap

Create or update Keap contacts from new Facebook Lead Ads leads

Create or update Keap contacts from new Facebook Lead Ads leads
  • Facebook Lead Ads logo
  • Keap logo
Facebook Lead Ads + Keap

Create or update Keap contacts from new LinkedIn Ads lead gen form responses

Create or update Keap contacts from new LinkedIn Ads lead gen form responses
  • LinkedIn Ads logo
  • Keap logo
LinkedIn Ads + Keap

Do you use an app to collect leads that doesn't integrate with Zapier? No problem—that's where webhooks come in. They can fill the gap by accepting data (like leads) from an app or by sending them to another app without the need for an integration. Here's a Zap for that: 

Create contacts in Keap from a webhook

Create contacts in Keap from a webhook
  • Webhooks by Zapier logo
  • Keap logo
Webhooks by Zapier + Keap

Gather leads from events 

When someone signs up for your event or webinar, chances are good that they'll be interested in seeing what you do next.

Using these Zaps, you can automatically send information about new signups to Keap before the event even starts, so your new biggest fans are kept up to date on what you're working on right away.

Create or update Keap contacts from new Calendly events

Create or update Keap contacts from new Calendly events
  • Calendly logo
  • Keap logo
Calendly + Keap

Add new Eventbrite event registrants to Keap

Add new Eventbrite event registrants to Keap
  • Eventbrite logo
  • Keap logo
Eventbrite + Keap

Create or update Keap contacts with new Acuity Scheduling appointments

Create or update Keap contacts with new Acuity Scheduling appointments
  • Acuity Scheduling logo
  • Keap logo
Acuity Scheduling + Keap

Log purchases in your CRM

One of Keap's best features is the ability to automatically personalize what you send to each contact based on what their Keap record shows. That's automation that saves you time and improves your customer relationships—all while keeping things personal.

These Zaps enrich what Keap knows about each contact, updating their records as they interact with your online store. Each time someone buys one of your products, Zapier will automatically add those to Keap, so it gets one step closer to making that perfect next recommendation.

Create or update Keap contacts from new successful PayPal sales

Create or update Keap contacts from new successful PayPal sales
  • PayPal logo
  • Keap logo
PayPal + Keap

Tag Keap contacts when new Stripe payments are received

Tag Keap contacts when new Stripe payments are received
  • Stripe logo
  • Keap logo
Stripe + Keap

Add contacts in Keap for new paid orders in Shopify

Add contacts in Keap for new paid orders in Shopify
  • Shopify logo
  • Keap logo
Shopify + Keap

You might also want to keep a running log of any new Keap invoices or payments in a spreadsheet tool like Google Sheets. These Zaps will automatically cross-post new invoices and payments directly to your spreadsheet tool of choice: 

Add new Keap invoices to Google Sheets as spreadsheet rows

Add new Keap invoices to Google Sheets as spreadsheet rows
  • Keap logo
  • Google Sheets logo
Keap + Google Sheets

Add new Keap payments to Google Sheets by creating multiple rows

Add new Keap payments to Google Sheets by creating multiple rows
  • Keap logo
  • Google Sheets logo
Keap + Google Sheets

Create tasks and meeting notes in your CRM

Any successful sales team knows that logging customer touchpoints—from sales calls to customer meetings—in your CRM is a must. Doing so allows every team member to have the most up-to-date information about each contact stored in one place. 

And, if you use an AI tool like Fathom or Read AI to automatically create tasks or meeting summaries, these Zaps will automatically log them in Keap for you, so everyone knows what to do:  

Create tasks in Keap from new action items in Fathom

Create tasks in Keap from new action items in Fathom
  • Fathom logo
  • Keap logo
Fathom + Keap

Add Read AI meeting notes to Keap

Add Read AI meeting notes to Keap
  • Read AI logo
  • Keap logo
Read AI + Keap

Add Fireflies.ai meeting notes to Keap

Add Fireflies.ai meeting notes to Keap
  • Fireflies.ai logo
  • Keap logo
Fireflies.ai + Keap

Subscribe contacts to your marketing platforms

Now that you've gathered a ton of leads in Keap, you'll want to add them to your marketing-specific tools so you can nurture and convert them into customers. 

That could mean subscribing specific prospects to your newsletter, for example, or assigning them to a specific campaign list when your sales team has tagged them in Keap. 

But taking those next steps can often take a back seat if your schedule is jam-packed. Fortunately, these Zaps will subscribe contacts to the right platform every time a tag is added to them in Keap: 

Subscribe tagged Keap contacts to Mailchimp

Subscribe tagged Keap contacts to Mailchimp
  • Keap logo
  • Mailchimp logo
Keap + Mailchimp

Send campaigns in ActiveCampaign for new tagged contacts in Keap

Send campaigns in ActiveCampaign for new tagged contacts in Keap
  • Keap logo
  • ActiveCampaign logo
Keap + ActiveCampaign

Subscribe newly tagged Keap contacts to Flodesk

Subscribe newly tagged Keap contacts to Flodesk
  • Keap logo
  • Flodesk logo
Keap + Flodesk

And this is just the start of what you can do with Keap and Zapier. What will you automate first?

Related reading:

  • How to automate your CRM

  • 3 ways to automate your sales processes

  • Popular ways to automate Keap Max Classic

This article was originally published in November 2020, with previous contributions by Tyler Robertson. It was most recently updated in May 2024 by Elena Alston.

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'