7 Zapier examples to help you grow your business

“I want to grow my business, but it’s so hard for me to do everything at the same time.”

As a customer success leader, I hear this phrase daily from business owners. You want to provide a great customer experience, grow awareness, and build your pipeline — but there’s only so much you can do as a small team. 

In nearly a decade of working in customer success, I’ve been on over 1,000 calls with customers, helping them streamline workflows and optimize business processes. One of my key focuses is leveraging integrations, especially with Zapier, to solve problems efficiently.

In this post, I’ll share some of the most impactful Zapier workflows I’ve worked on. These automations have saved time, boosted customer engagement, and driven growth for countless small businesses. I hope you feel inspired to implement them in your own business for similar success.

Part 1: Lead Stage

Clients in the lead stage are interested in working with your business or gaining services from your company.

If you want to see these Zaps in action, watch out tutorial below:

Zap 1.  New form → Auto send text message

This Zap will help you nurture leads as they’re gathering information about your business. For example, Chris Sands from The Law Office of Hannon De Palma has been able to incorporate this Zap into their processes to save time and never lose a lead.

The value: Faster response times lead to higher conversion rates. If you don’t respond quickly, your lead will likely go to a competitor.

How to set it up: 

1. Trigger: Typeform (or alternate form submitted (Jotform, Google Forms, etc.)
   1. When someone fills out a form, we create a contact for you in OpenPhone. After that, we send a text message to send a text message.
   2. Gotcha: When you have a form on your website, you should have opt-in language saying that if someone submits information, they consent to being contacted                                
2. Action: Create contact in OpenPhone
3. Filter: Only continue if consented
4. Action: Send text message in OpenPhone                    

Here’s a compliant text message example to keep handy:

Zap 2. If no reply from lead after X days → Send a follow up SMS

Following up with leads after they reach out can help you understand what their needs are and make sure they close with your company. For example, Mizhu from Store Cell NV Liquidation uses this process to follow up with potential customers. 

The value: This is like Zap 1 but more advanced for those who want to follow up with leads automatically in case of no reply. Steps 1-3 are exactly like Zap 1, but we’re adding additional steps to follow-up with the lead. Automation ensures you’ll never forget to follow up with leads.

How to set it up: 

1. Trigger: Typeform (or alternate form submitted)
2. Action: Create contact in OpenPhone
3. Action: Send Text message in OpenPhone
4. Action: Delay by Zapier for X amount of time
5. Action: Only continue if X = X
6. Action: Send text message

Part 2: Opportunity Stage

At the opportunity stage, your clients have gained enough information and there’s a good chance they are ready to make a purchase. These Zaps help streamline everything in the sales process. 

Zap 3. Signing stage → Send SMS about contract

This Zap is for those who want to send a text message by deal stage, specifically once a customer has agreed to move forward with a contract but there may be some negotiations on pricing or services to be completed that need to happen first. 

The value: While the contract is sent via email automatically, we find that customers are often more engaged via SMS and this helps get contracts signed faster and gets a higher response rate.

How to set it up: 

1. Trigger: CRM status changes from Opportunity to Negotiation
2. Action: Only continue if stage is not or is X
3. Action: Create a contract document using template
4. Action: Send a text message in OpenPhone telling them about the contract

Zap 4. Sale completed → Send SMS to gather customer feedback

This Zap is similar to Zap 3, but for those who want to send a text message to ask for a review shortly after the customer makes a purchase. The steps are the same, but the trigger would be the stage ‘sale completed,’ rather than ‘signing.’ Reddit user CheapDetective1679 who owns cellular repair shop uses this Zap for asking for a Google review a day after a sale is completed. 

The value: When converting an opportunity into a sale, it’s important to capture feedback from your customers. Sending a request for a review or feedback is important to grow your business.

How to set it up: 

1. Trigger: Stage to closed won (sale completed)
2. Action: Only continue if stage is not or is X
3. Action: Zapier Delay for XYZ Days
4. Action: Send a text message asking for feedback and Google Review

Part 3: Post Sale

These Zaps streamline everything that happens after the sale.

Zap 5. Bulk messaging on product update or changes

This Zap goes over how to send a bulk text message using a Google sheet update for any product updates that you might want to share with existing or former customers.

The value: Bulk SMS updates ensure that your customers are informed about important product changes quickly and efficiently, helping you maintain high engagement while keeping customer consent top of mind.

⚠️ CONSENT is crucial. Before sending bulk messages, ensure that all recipients have consented to receiving messages from your company.

How to set it up:

1. Trigger: Updated row in Google Sheets (e.g., contact list)
2. Filter: Only continue if X field is updated
3. Action: Send a text message in OpenPhone to notify customers of updates

Zap 6.  Logging interactions in CRM for 360 client view

This Zap is for those who want to log calls, text messages and voicemails that you get in OpenPhone into a CRM that we don’t natively integrate with.

The value: Keeping all communications logged in your CRM ensures a complete view of client interactions, making it easier to provide personalized and informed support.

How to set it up: 

1. Trigger: New inbound/outbound message or call in OpenPhone
2. Action: Find contact using phone number
3. Action: Update Copper CRM contact or record with interaction details (or alternate CRM)

Zap 7. Proactive replies for poor customer reviews

This Zap is for those who want to reach out automatically if someone gives you a review with a low rating. Billy Davison of Occipital Salon Marketing uses this Zap to improve customer relations by addressing low reviews immediately.

Value: Proactively addressing low reviews allows you to improve customer satisfaction by showing that you care about their experience and are willing to make things right.

How to set it up:

1. Trigger: Review received (e.g., in Google Reviews).
2. Filter: Only continue if the review is below a certain rating.
3. Action: Send a follow-up text message offering assistance.

Key takeaways

By implementing these Zapier workflows, you can enhance your customer engagement, streamline processes, and ultimately drive more growth for your business. From automating lead responses and follow-ups to optimizing post-sale communication, each workflow is designed to save you time and help you provide a better experience for your customers.

A few things to remember:

1. Faster response times lead to higher conversions: Automating your initial and follow-up communications ensures you never miss an opportunity.
2. Personalization at scale: Using keywords and segmentation, you can deliver relevant information to your customers quickly and efficiently.
3. Engage customers at every stage: From lead generation to post-sale follow-up, these automations ensure consistent and effective communication.
4. Proactive customer service: Addressing low reviews quickly can turn negative experiences into opportunities for improvement and customer retention.

I hope you’re inspired to take these workflows and customize them for your business. Automating your processes doesn’t just save time — it allows you to focus on what really matters: building meaningful relationships with your customers and growing your business.

Try this workflow builder

Get started with the Zapier workflows in this post, or try out your own.