5 Zapier Workflows Every Service-Based Business Needs (Like… Yesterday)
Let’s be honest—you didn’t start your business to become a human notification system.
If your days are filled with bouncing between tools, sending the same email again, or manually creating the same tasks for every new client… it’s time to hand the baton to automation. Enter: Zapier.
Here are 5 ridiculously helpful workflows (a.k.a. Zaps) that every service-based business should have in place—preferably yesterday.
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⚡ 1. New Inquiry → Instant Lead Follow-Up
Trigger: Contact form submitted (via Dubsado, ClickUp, your website… or many other options!)
Actions:
- Add lead to CRM
- Send automated response or scheduler link
- Create a follow-up task in ClickUp
🧠 Why it matters: You respond lightning-fast without lifting a finger—and your new lead thinks you’ve got your life all the way together.
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⚡ 2. Discovery Call → Organized Prep
Trigger: Call Booked (via Calendly, Acuity, your CRM… lots of ways to get creative here, too!)
Actions:
- Create a ClickUp task titled “Discovery Call w/ [Client Name]”
- Pull in call details as a comment or checklist
- Send a pre-call reminder or prep email
🧠 Why it matters: You’re not scrambling before the call. Your future self will thank you. Profusely.
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⚡ 3. Contract Signed → Onboarding Kicks Off
Trigger: Contract completed (in Dubsado, Honeybook, DocuSign… so many options!)
Actions:
- Send a welcome email or kickoff form
- Create a new folder in Google Drive
- Add a project to your ClickUp pipeline
🧠 Why it matters: No onboarding steps forgotten. Everything is triggered at the right time, and it’s consistent every single time.
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⚡ 4. Invoice Paid → Internal & External Alerts
Trigger: Payment received (via Stripe, QuickBooks….)
Actions:
- Send a personalized thank-you email
- Notify your team in Slack
- Update client’s status in ClickUp or CRM
🧠 Why it matters: You get to actually celebrate payments and keep projects moving—without relying on memory or inbox sleuthing.
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⚡ 5. Feedback Submitted → Testimonial + Promo Ready
Trigger: A feedback or offboarding form is submitted (think Google Form, Dubsado, etc)
Actions:
- Save the testimonial to a spreadsheet or task list
- Send a “thank you” email (or discount code)
- Notify you to repurpose it on your website or Instagram
🧠 Why it matters: You don’t just collect praise—you use it.
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🧁 Want These Set Up Without the Hassle?
If you’re reading this and thinking “ugh, I need this but I don’t want to learn a whole new tool,”—you’re not alone.
That’s where I come in.
🎁 Download my free guide: 5 Easy Zaps That’ll Save You Hours
👉 Or skip the DIY and [book a Power Hour] to get it done fast and done right.
