Zapier for agencies
Last updated on August 15th, 2023

Zapier for Agencies: 8 Ways to Automate Your Agency Processes & Save Time

Key points

  1. Zapier is a powerful tool that can help agencies streamline their workflow by automating repetitive tasks and integrating different applications.
  2. Some of the benefits of using Zapier for agencies include increased efficiency, improved client communication, and better data management.
  3. When implementing Zapier, it is important for agencies to have a clear strategy in place, including identifying specific use cases and understanding the limitations of the tool.

There are thousands of apps you can connect with each other in Zapier—and a lot of ways you can use this service in pretty much any business. But how exactly do you use it as an agency?

Zapier for agencies—what speaks for this software, and is it the best automation tool you can use? In this article, I’ll look at eight use cases to find out.

If you’re just starting an agency business and want to set up everything perfectly, read on to learn how:

  • automations can help you build better agency processes,

  • save time so you can invest it in doing actual work,

  • maintain your customer relationships,

  • free up your busy agency team to do their best work,

  • and show your customers the value of working with an agency.

Of course, owners of existing agencies will also benefit from all the tips I’ll share below.

What is Zapier?

Zapier is one of the most popular services for connecting web applications. It allows users to streamline processes by pushing data back and forth, making them more efficient and saving time. Essentially, Zapier moves data between web apps, enabling you to focus on important work (rather than repetitive tasks).

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For example, you can use Zapier to create a workflow that automatically sends an email whenever a new lead is added to your CRM. Or you can use Zapier to automate social media posting. Or you can use it to sync your data between two different applications.

The possibilities are endless, but let’s not get ahead of ourselves.

Why is Zapier great for agencies?

Zapier is a great automation tool that is the perfect choice for agencies looking to automate their business. Thousands of tools are compatible with Zapier, allowing agency owners to build automations that save them time, money, and increase their productivity.

Zapier is great for agencies because it supports over 5,000 apps

What’s more, Zapier allows you to automate 100 tasks (zaps) for free, and their paid plans start at $19.99/ month (which is a great price considering it can save your agency hours of work).

Zapier is not the only automation tool on the market—but it is the most comprehensive one. For instance, IFTTT is limited to only a few popular apps and focuses on home-related tasks. Zapier lets you connect thousands of different apps you use every day and is focused on businesses.

Why should agencies use Zapier specifically?

In short, agencies need automation in the same way plants need sunlight. As an agency owner, you are only successful if your processes are, too. But when you deal with multiple clients, stakeholders, and tools, data can very easily slip through the cracks of your documentation.

Tools like Zapier help you:

  • take back control

  • minimize human error

  • stay secure and compliant

  • be more efficient

  • save money and time

Another important aspect is that it leaves room for your agency talent to do what they do best (whether that’s social media, SEO, or account management).

Zapier’s the best tool for all these things because it’s comprehensive, flexible, secure, and reliable.

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Top 8 use cases on how to use Zapier for agencies

Alright, enough with the theoretical stuff. Here are eight use cases on how you can use Zapier for your agency:

Make customer onboarding a breeze

Client onboarding can be tough, especially when you want to provide your customers with the best experience. With Zapier, you can customize processes for each client and streamline them—so that all your clients get the same high-quality experience.

For instance, you can automate your agency onboarding process with triggers that send out welcome emails, create a spreadsheet for tracking progress, or even trigger notifications in Slack to let you know when a new client has been added.

SPP onboarding page example

Tip: if you’re using Service Provider Pro, you can use the built-in onboarding template to make things easier.

Streamline lead generation

Want to stay on top of all the agency leads you get? How about the leads your customers get? Well, with Zapier you can easily automate the lead gen process for both.

For example, you can link your CRM and email tool to Zapier, and then set up a workflow that automatically sends out emails whenever someone hits your website or interacts with one of your campaigns.

Further reading

Run CRM integrations

Your customer relationship management software is a goldmine of opportunities to:

  • understand your customers

  • foster better relationships

  • get more referrals

  • bring more revenue into your agency

And if your CRM is the goldmine, Zapier can be the pickaxe that helps you dig deeper.

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For example, you can link your CRM to Zapier and set up triggers that automatically update customer records when they purchase a product or service, follow you on social media, or even open a blog post.

Keep all data about your clients in one place with our crm feature

And that’s just the beginning—with Zapier, you can streamline almost any aspect of your CRM and transform it into a support system for all your customer operations.

Creating event-triggered workflows

Want to get the most out of each marketing event? Zapier can help you create automated workflows to generate more leads and engagement with each event.

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For example, you can set up triggers that send out notifications whenever someone registers for your webinars or signs up for a workshop. This way, you can take the relationship one step further and nurture these interested people to become customers.

Payment platforms integrations

There’s something borderline painful about staying on top of your bills, invoices, and payment platforms. In this case, Zapier can be a real lifesaver for agencies.

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Let’s say you want to integrate your billing system with a payment platform like Stripe or PayPal. With Zapier, you can easily streamline this process and trigger notifications whenever someone makes a purchase.

Track marketing metrics

If you want to make sure your marketing efforts are paying off, you need a way of tracking how well campaigns are performing. Most digital marketing tools come with analytics and metrics, but it’s often difficult to get a comprehensive overview. Zapier allows you to bring all the data in one place (like, for example, Google Sheets). This allows you to have a bird’s eye view of your campaigns (as well as those of your customers).


Improve project management

Agency project management can be full of challenges. Zapier can help you overcome them if you set up automated workflows that streamline the process.

SPP webhooks endpoint setting

For example, you can use SPP’s webhooks module and send data to Zapier. Set up triggers that post notifications in Slack whenever an order is tagged with “urgent.” This way, everyone knows when it’s time to pitch in and do their part of the job.

Collect customer feedback

It’s important to know what customers think about your services and products so that you can make the necessary adjustments. With Zapier, you can streamline customer feedback and collect valuable insights in real time. What’s more, you can collect good customer feedback and use it as social proof for your campaigns.

For example, you can connect a survey tool with Zapier and then set up triggers that automatically send emails whenever someone completes a survey. This way, you can quickly analyze customer feedback and respond accordingly.


Zapier isn’t magic—but it’s the closest thing you have on hand when you want to make magic happen automatically. As a digital agency, you need a reliable way to run your operations and stay on top of customer demands. Zapier can help you achieve that by providing you with a platform that takes care of the mundane stuff, so you can focus on the bigger picture.

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Founder of SPP
Chris started Service Provider Pro back in 2014 as a way to help automate a video production agency he was running at the time. Being early to productized services, he was frustrated with having to piecemeal different tools and services and ended up building an all-in-one client portal platform for himself and a few friends. That eventually took off and now Chris helps agency owners scale through software and systems.

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