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Automation inspiration

5 min read

Boost company-wide efficiency with automation

How to find growth without growing your team

By Ellie Huizenga · December 29, 2022
Hero image with an orange lightning bolt on a light purple background.

According to some of our latest research, automation is a key part of tech companies' plan to survive a recession. Why is automation a powerful tool businesses turn to in hard times? 

Automation allows businesses to: 

  1. Get more done (in less time)

  2. Build adaptable systems that run in the background

  3. Scale processes in a sustainable way

It may seem like getting more done requires more employees and more expenses, but automation allows you to keep your business-critical work running automatically. 

For example, you can create workflows that instantly add leads to your CRM from your specific lead-generation sources. That way, your leads get the right nurture content, and you boost sales—automatically scaling your lead management. 

That's just the start. Here are more ways your company can boost efficiency while keeping costs lean.  

Zapier is the leader in workflow automation—integrating with 6,000+ apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.

Table of contents: 

  • Route data to the right tool 

  • Streamline project management

  • Create a seamless sales hand-off

  • Build a better customer experience

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.

Route data to the correct tool

When your data is up to date, you can send the right communication to leads, pull reports on campaign success, add data to your spreadsheets, and track performance. But sharing that data across teams can be difficult without a lot of communication. And when you need employees to work on more strategic initiatives, necessary tasks like data entry can fall by the wayside. 

Automation makes it easy to get important information to your apps and teams. Use the following Zaps to connect tools across your company so everyone can take action on the most up-to-date data.

Send leads to your CRM or tracking spreadsheet

A steady flow of new leads is critical to business success. But that's just the first step. You also need to make sure you're tracking those leads so you can cultivate them into customers. Use automation to send leads from your forms, ads, and chat box to your tracking tool. 

Easily scale your processes as you get more leads, even if your team stays the same size. Keep every lead accounted for so your marketing and sales teams can take the right action. 

Create or update HubSpot contacts from new Facebook Lead Ads leads

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

Collect new Typeform responses as rows on Google Sheets

Collect new Typeform responses as rows on Google Sheets
  • Typeform logo
  • Google Sheets logo
Typeform + Google Sheets

Create Salesforce leads with new Gravity Forms submissions

Create Salesforce leads with new Gravity Forms submissions
  • Gravity Forms logo
  • Salesforce logo
Gravity Forms + Salesforce

Add new Formstack submissions to Microsoft Dynamics as leads

Add new Formstack submissions to Microsoft Dynamics as leads
  • Formstack logo
  • Microsoft Dynamics 365 CRM logo
Formstack + Microsoft Dynamics 365 CRM

Add new Typeform entries to Pipedrive as deals

Add new Typeform entries to Pipedrive as deals
  • Typeform logo
  • Pipedrive logo
Typeform + Pipedrive

Send leads to your email marketing tool 

When you have leads from multiple sources (like forms or ads), it can be hard to ensure every single lead is getting the right cultivation messages—especially as your lead volume increases.. Create a Zap that automatically sends leads to your email marketing tool with the right tags. This ensures every lead gets put on your email nurtures instantly, keeping your business top of mind. 

Create or update Mailchimp subscribers from new Google Forms submissions

Create or update Mailchimp subscribers from new Google Forms submissions
  • Google Forms logo
  • Mailchimp logo
Google Forms + Mailchimp

Add or update ActiveCampaign contacts with new Facebook Lead Ads leads

Add or update ActiveCampaign contacts with new Facebook Lead Ads leads
  • Facebook Lead Ads logo
  • ActiveCampaign logo
Facebook Lead Ads + ActiveCampaign

Create Flodesk subscribers from new Typeform responses

Create Flodesk subscribers from new Typeform responses
  • Typeform logo
  • Flodesk logo
Typeform + Flodesk

Pro tip: Set up a multi-step Zap that instantly sends leads to your CRM and email marketing tool at the same time. 

Streamline project management 

Smooth project management is the key to turning business ideas into reality. It requires consistent task management, notifications, and progress reports. When projects are poorly managed, you and your team can't get things done efficiently—hurting your bottom line. 

Fortunately, you can use automation to streamline project management, helping you get work done quickly and with better insights. 

Instantly track tasks 

Picture this: Projects are moving fast, and people are getting messages about things they need to do in Slack and Gmail. It's easy for key messages to slip through the cracks—until you bring automation into the mix. Keep track of project tasks from your email and team chat app by setting up a Zap that instantly sends them to your project management tool. 

Create monday.com updates with new Slack messages

Create monday.com updates with new Slack messages
  • Slack logo
  • monday.com logo
Slack + monday.com

Create Asana tasks for labeled Gmail emails [Business Gmail Accounts Only]

Create Asana tasks for labeled Gmail emails [Business Gmail Accounts Only]
  • Gmail logo
  • Asana logo
Gmail + Asana

Create Trello cards for new Microsoft Teams channel messages

Create Trello cards for new Microsoft Teams channel messages
  • Microsoft Teams logo
  • Trello logo
Microsoft Teams + Trello

Create Jira Software Cloud issues from new messages posted to a Slack channel

Create Jira Software Cloud issues from new messages posted to a Slack channel
  • Slack logo
  • Jira Software Cloud logo
Slack + Jira Software Cloud

Build a custom notification bot

Keeping projects on schedule requires frequent notifications to help team members stay on track. And if you're managing multiple projects, it's just not feasible to manually send notifications for every project task. Fortunately, you can set up a Zap to do it for you. Streamline project messages by creating a custom notification bot that sends reminders about tasks, due dates, and more. 

Send or receive Gmail emails for new Trello activity

Send or receive Gmail emails for new Trello activity
  • Trello logo
  • Gmail logo
Trello + Gmail

Generate Teamwork tasks from new Jira Software issues

Generate Teamwork tasks from new Jira Software issues
  • Jira Software Cloud logo
  • Teamwork logo
Jira Software Cloud + Teamwork

Report on progress

Getting projects done is the end goal—but it's not the only goal. You want projects to get done efficiently because inefficient project management leads to mistakes, wasted time, and delays. Use automation to pull status reports on projects easily to ensure you're getting projects done on time. Create a Zap that instantly adds items to your databases so you can see retrospective analysis in one place throughout your whole project. 

Create Airtable records from new or moved Trello cards

Create Airtable records from new or moved Trello cards
  • Trello logo
  • Airtable logo
Trello + Airtable

Add new Basecamp 3 to-dos to Google Sheets as new rows

Add new Basecamp 3 to-dos to Google Sheets as new rows
  • Basecamp 3 logo
  • Google Sheets logo
Basecamp 3 + Google Sheets

Delve deeper with 4 ways project management automation makes your job easier.

Create a seamless sales hand-off

In sales, there's always a new prospect to pitch, an old customer to re-engage, and a new campaign to develop. Every pitch is important, but when times are tough, every pitch matters that much more. And when you're managing multiple accounts, it can be hard to find time in your day for strategic sales prep. 

Use automation to streamline your sales processes, so you can gain back time to focus on more strategic work—like creating personalized sales pitches. 

Notify your sales reps about new leads

When your team knows about new leads, they can quickly act while the lead is hot.  Send instant notifications about new leads to your chat app, inbox, or wherever your team hangs out. With automatic messages, your team can reach out to leads at the right moment—increasing your sales.

Get Slack notifications for new Typeform entries

Get Slack notifications for new Typeform entries
  • Typeform logo
  • Slack logo
Typeform + Slack

Get Slack notifications for new HubSpot form submissions

Get Slack notifications for new HubSpot form submissions
  • HubSpot logo
  • Slack logo
HubSpot + Slack

Post new and updated ClickFunnel leads to Microsoft Team channels

Post new and updated ClickFunnel leads to Microsoft Team channels
  • ClickFunnels Classic logo
  • Microsoft Teams logo
ClickFunnels Classic + Microsoft Teams

Send Gmail emails about new Pipedrive CRM deals

Send Gmail emails about new Pipedrive CRM deals
  • Pipedrive logo
  • Gmail logo
Pipedrive + Gmail

Learn how to build custom notification bots for new leads so your whole company gets info where they want it, when they need it.

Keep prospect information up to date

Accurate prospect data—like deal information—is critical to a successful sales call. But, when you're using a mix of apps to engage with leads, it can be hard to make sure all the data is up to date. Use Zapier to connect your different tools, so lead information automatically updates when a prospect takes action (like making a payment or signing a contract). 

Create or update HubSpot contacts from new customers on Stripe

Create or update HubSpot contacts from new customers on Stripe
  • Stripe logo
  • HubSpot logo
Stripe + HubSpot

Record new Calendly events as contact activities in Pipedrive

Record new Calendly events as contact activities in Pipedrive
  • Calendly logo
  • Pipedrive logo
Calendly + Pipedrive

Create or update Mixpanel profiles for new Microsoft Dynamics CRM leads

Create or update Mixpanel profiles for new Microsoft Dynamics CRM leads
  • Microsoft Dynamics 365 CRM logo
  • Mixpanel logo
Microsoft Dynamics 365 CRM + Mixpanel

Route to-dos to the right place

As all sales reps and account managers know, it's hard to keep track of all your tasks when you're dealing with a large portfolio of prospects. Create a Zap that instantly sends your to-do items to whatever app or tool you use for task management. That way, you (and your sales team) can better manage your tasks and get everything done.  

Create Google Tasks task lists from Pipedrive deals

Create Google Tasks task lists from Pipedrive deals
  • Pipedrive logo
  • Google Tasks logo
Pipedrive + Google Tasks

Add new Pipedrive activities to Todoist as tasks

Add new Pipedrive activities to Todoist as tasks
  • Pipedrive logo
  • Todoist logo
Pipedrive + Todoist

Create Microsoft To-Do tasks from new Salesforce leads

Create Microsoft To-Do tasks from new Salesforce leads
  • Salesforce logo
  • Microsoft To Do logo
Salesforce + Microsoft To Do

There's more you can do to automate your sales processes. Learn how to automate customer communication, meeting reminders, lead conversion, and more

Build a better customer experience

Thoughtful, prompt, and value-added outreach is the key to a positive customer experience. But, when you're working with a lean team, it can be difficult to grow client relationships without overworking your team.

Enter automation. When you add automation to the backbone of your customer experience, you can ensure timely messages and intentional outreach that scales sustainably. 

Send personalized, automated response emails

Timely, purposeful responses let your customers know you care. But when messages pour in left and right, response times might start slipping. Instantly follow up with customers via SMS or email by having Zapier automatically send a message for you. Now, your customers know they've been heard, and they're your top priority. 

Send Microsoft Outlook emails for new Typeform entries

Send Microsoft Outlook emails for new Typeform entries
  • Typeform logo
  • Microsoft Outlook logo
Typeform + Microsoft Outlook

Send emails in Gmail for new leads in Facebook Lead Ads

Send emails in Gmail for new leads in Facebook Lead Ads
  • Facebook Lead Ads logo
  • Gmail logo
Facebook Lead Ads + Gmail

Send Gmail emails for new Zendesk tickets

Send Gmail emails for new Zendesk tickets
  • Zendesk logo
  • Gmail logo
Zendesk + Gmail

Automate customer appreciation 

The lead lifecycle doesn't stop when you make that sale. You still want to turn that customer into a repeat customer with thoughtful post-sale outreach. Use automation to send post-purchase thank yous for a more personal customer experience. 

Thank Stripe customers with a Gmail email

Thank Stripe customers with a Gmail email
  • Stripe logo
  • Gmail logo
Stripe + Gmail

Send new Quickbooks Online customers a Handwrytten note

Send new Quickbooks Online customers a Handwrytten note
  • QuickBooks Online logo
  • Handwrytten logo
QuickBooks Online + Handwrytten

Discover more ways to automatically thank your customers

Spread automation across your business

Automation is the most powerful when all individuals, teams, and departments use it. Because when your whole company is automating work, you can build systems that scale—even during a recession.

Related reading: 

  • Benchmark report: The ROI of marketing automation

  • Streamline work across departments with automation

  • How to automate your business: A guide from Zapier

  • How to make the case for automation at work

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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'