Recently I’ve been spending time looking into using Zapier and how this works to automate processes and increase efficiency.
This is a fantastic tool, which, if used in the right way, can make your life so much easier. There’s a little bit of work to get these Zapier workflows set up, but the long-term results far outweigh any time spent putting them in place.
If you’ve ever found yourself thinking “there has to be a better way to connect all these tools”, Zapier might just be your new best friend.
What is Zapier?
Zapier is an automation tool that acts as the glue between your favourite apps, think of it as your behind-the-scenes assistant, quietly connecting the dots.
It lets your systems talk to each other without you having to do a thing.
For example, you could:
Automatically create a task in Trello when a new client form is submitted.
Send a confirmation email via Gmail when someone books through Zoho Bookings.
Save every new invoice PDF to a shared Google Drive folder.
These are all powered by simple automations called Zaps, which follow a “when this happens, do that” structure.
Who Benefits from Using Zapier?
Zapier is perfect for small business owners who juggle multiple systems but don’t have the time (or desire!) to manually move data between them.
It’s especially valuable for:
Solo operators and VAs – reduce manual admin and repetitive tasks.
Coaches and consultants – streamline client onboarding, scheduling, and follow-ups.
Small business teams – connect sales, marketing, and operations tools for smoother collaboration.
Basically, if you ever think “I wish this app talked to that one” then Zapier’s your solution.
How Zapier Works
Zapier works through Triggers and Actions.
Trigger: The event that starts the workflow (e.g. “new booking received”).
Action: What happens next (e.g. “add to client spreadsheet” or “send welcome email”).
You can even build multi-step Zaps for more complex workflows, like when a client books a call, you could automatically:
Add them to your CRM.
Send a welcome email.
Schedule a follow-up task in your project manager.
One simple action kicks off a smooth chain reaction behind the scenes.
Real-World Example: Zapier in Action
In one recent audit for a client, we looked at how Zapier could connect her booking system, Xero, and Mailchimp, automatically syncing bookings, triggering invoices, and sending client updates, all without extra admin time.
By linking these systems through Zapier, we identified opportunities to:
Send automatic reminders before client sessions.
Sync booking data to her CRM.
Trigger invoice creation once sessions are completed.
Each of these steps might only save a few minutes, but across a week, that’s hours back in the schedule.
The Potential of Automation
Zapier’s real magic lies in how it scales your time. You can start small, just automate one little repetitive thing, and build up as you go.
The potential is huge:
Cut down manual data entry.
Improve response times for clients.
Reduce errors from copy-paste tasks.
Free yourself up for the work that actually matters.
Final Thoughts
Zapier doesn’t replace your tools, it enhances them.
It’s the glue that holds your systems together, letting everything run quietly in the background while you get on with your day.
If you’ve been feeling bogged down by manual admin or constant app-switching, this is a tool worth exploring. You can find more information at www.zapier.com.
And if you’re not sure where to start, that’s where I come in. Let’s chat, email me at hello@getfrankva.co.nz for a free, no-obligation 30-minute calm the chaos call.
