The first question most of our customers ask us is whether we integrate with the specific tools and apps they already use. Almost 100% of our Enterprise customers mention the importance of integrations when they talk with our sales team—and it’s a key factor in their decision-making process.
In all cases, our teams respond with a resounding YES! If you use a specific app, Worksuite can integrate with it.
Zapier is one of the most popular integration methods we use to sync data between a company’s existing tools and Worksuite, due to its flexibility and ease of use. And pretty much anybody can create automations with Zapier’s no-code technology, which means you don’t have to wait in line for your dev team to get around to creating them for you.
Let’s take a look at what Zapier is and does, and the benefits of using this integration platform with Worksuite.
What is Zapier, exactly?
You’ve probably heard the name, but you might not entirely be sure what this software does, so we’re going to quickly demystify it.
Zapier is an integration platform that enables businesses to connect 5,000+ apps and services together. This means companies can automate many of the repetitive and tedious tasks in their daily workload—without code.
It also helps streamline collaboration and communications across teams, so companies are able to focus more on growth, and less on admin.
How it works
Stop for a minute and count up all the apps that you use during your work day. It’s probably quite a few.
Now, imagine all of those apps syncing with each other and forming a smooth, logical workflow between each platform.
Instead of jumping between screens, and in and out of different tools, Zapier lets you create “Zaps” which are automated actions taken once a pre-defined trigger event has taken place.
Best of all, just about anyone can create or edit these “Zaps”, even if they don’t have much tech experience. Let’s take a look at how a Zap works.
Triggers
These are what start the automation flows between apps. For example, you could set a trigger that fires when a new lead comes in through a LinkedIn ad.
Actions
Once the trigger you’ve specified has been activated, it automatically sets in motion a specific action. In the case of your new LinkedIn lead, this action would most likely be an automated email sent to your new prospect.
A Zap is essentially the whole trigger-to-action flow. But the real magic of Zapier lies in the fact that one Zap can automate up to 100 actions. This means a single Zap can cover an entire process—not just a single task.
So in the case of our above example, you could create a whole automated workflow around educating and nurturing every lead that comes in through your LinkedIn ad from your initial Zap.
Can you integrate Worksuite with your existing tools using Zapier?
Yes – Worksuite integrates with your existing apps in a number of ways, including Zapier.
For example, you could use it to:
- Create Worksuite tasks from Airtable records
- Export approved Worksuite payments to Xero
- Notify you Slack channels when new partners are onboarded in Worksuite
- Create new Hubspot contacts when new partners are invited to Worksuite
- Create new Quickbooks invoices when payments are approved in Worksuite
- Add partners in Worksuite from new Typeform entries
You can set up triggers that begin Zap automation workflows in all areas of your Worksuite dashboard. These might include things like:
You can set up triggers that begin Zap automation workflows in all areas of your Worksuite dashboard. These might include things like:
- A trigger when a new partner is created
- Triggers within onboarding workflows when steps are completed
- Triggers for task status changes
- Triggers for payment status changes
- A trigger when a new task is created
- Reminders and notifications
What are the benefits to integrating tools with Worksuite using Zapier?
Many of our customers come to us with multiple tools they use to operate their business. These range from custom internal systems, complex SaaS platforms that they pay a subscription for, or other third-party apps. Their greatest challenge is to find a freelancer management platform that integrates their multiple existing systems into a cohesive, streamlined “work suite” (oh look, that’s our name, what a coincidence!)
Zapier enables our customers to connect all of their existing apps and systems with Worksuite, and move information between them based on their company’s specific needs and processes.
The majority of our customers have seen significant time savings once their Zaps are set up.
If you’re looking to automate some of your repetitive tasks, think about:
- How many times a week you need to repeat this task
- How long it takes you each time
- The hourly rate it costs to complete this task
This can give you a good overview of your time and cost savings for just one task by integrating Worksuite with Zapier. So if there’s lots of repetition in your daily workflows, automations could be saving you a significant amount of both time and money across teams.
When customers come to us for integrations and workflow customizations, we guide them on how they can best set Zapier up to meet their needs and align with best practices.
How our customers use Zapier to connect their existing apps to Worksuite
Here are a few of the different ways that our customers integrate their tools and systems into the Worksuite platform.
Sporting events production company
This customer uses five different Zaps across all their Worksuite modules (e.g. partners, jobs, tasks, and payments) to enable a two-way integration with their Salesforce platform.
Each Zap plays a critical role in keeping the two systems in sync.
Financial services company
Integrating Worksuite with Airtable via Zapier enables their managers to effectively handle tasks and payments to vendors, which then get imported in real time to Worksuite.
Contingent workforce management company
When a new contractor record is added in their AirTable, it triggers the following actions:
- Sending a Slack notification to a specific channel
- Sending a signature request for a specific agreement to new contractor
- Sending an email to their operations team informing them of the consultant details, and advising them that an agreement has been sent for signature
Freelance marketer network
This company uses Zapier to send weekly Gmail reminders to schedule their invoices
Animation and live video production company
When a partner’s bank details are updated in the Worksuite platform, a Zap is triggered to send a Slack message and email to notify their team of the changes.
