Zapier: How to turn routine into automatic processes in 15 minutes
Imagine: you come to the office in the morning, turn on your computer, and all tasks are already done. New clients are added to amoCRM, emails are sent via GetResponse, reports are ready in Google Sheets. Sounds like fantasy? For many companies, this is already a reality.
The Story of a Problem
A small digital agency was drowning in routine. Every morning, managers started with the same tasks: checking emails, copying contacts from the website form to amoCRM, sending welcome emails to new subscribers, updating statistics in reports… By lunchtime, the team was already tired of the mechanical work.
It was then that the agency director discovered Zapier — a platform that changed their approach to work forever.
What is Zapier in simple terms
Remember a simple formula: "If A happens, then do B." Zapier is a digital assistant that monitors your programs and performs actions automatically.
Suppose a client filled out a feedback form on your website. Zapier instantly:
- Adds their contacts to amoCRM
- Sends you a notification on Telegram
- Launches a series of welcome emails via MailChimp
- Creates a task in Bitrix24
And all this happens without your involvement, while you drink coffee.
The first "Aha!" moment
Imagine a situation in an online children's goods store. The problem was serious: applications from the website sometimes "got lost" — managers didn't always notice them in time. Customers waited, the company lost sales.
A simple process was set up in 15 minutes:
- New application on the website →
- Message to the sales department's Telegram chat →
- Creating a client card in amoCRM
The result exceeded expectations: response time to applications decreased from 4 hours to 30 seconds. Conversion increased by 23%.
Real-world examples from practice
Story about the "Sporting World" store
The owner of a chain of sports stores spent 3 hours a day processing orders from the website. When an order came in, they had to:
- Enter data into the accounting Google Sheet
- Contact the warehouse via WhatsApp*
- Send SMS to the client
- Update product stock in 1C
Automation completely changed the process. Now, when an order comes in, the system itself:
- Creates a row in the Google Sheet
- Sends data to the warehouse
- Sends SMS via SMS.ru with a tracking number
- Synchronizes stock with 1C
Time savings: 3 hours a day. Errors in order processing: practically disappeared.
Case with a Real Estate Agency
Realtor Elena faced a problem: “Clients subscribe to the newsletter, but I forget to segment them. As a result, I send everyone the same emails about luxury apartments, even those looking for a one-room apartment for 5 million.”
The solution turned out to be simple:
- The client clicks on the link in the email
- The system determines their interest (by property type in the link)
- Automatically adds the corresponding tag to amoCRM
- Subscribes them to a relevant email series in GetResponse
Result: email open rates increased by 35%, and the number of apartment viewings by 28%.
Where Zapier works wonders
Lead capture and processing
No more lost clients. Every application instantly goes to amoCRM, Bitrix24 or RetailCRM and triggers a chain of actions.
Working with messengers
New order? A notification flies into the work Telegram chat. Payment problem? SMS via SMS.ru is sent automatically.
Reports and analytics
Forget about weekly copying numbers from Yandex.Metrica to Excel. Reports are generated and sent automatically.
Synchronization with 1C
New clients from CRM automatically go to 1C, and changes in products are updated on the website.
Popular integrations
Zapier connects to services used daily:
CRM systems: amoCRM, Bitrix24, RetailCRM, Megaplan
Email marketing: GetResponse, MailChimp, SendPulse, UniSender
Messengers: Telegram, WhatsApp* Business
SMS services: SMS.ru, SMSC.ru
Analytics: Yandex.Metrica, Google Analytics
Accounting: 1C integration via API
It's like a universal translator for your programs.
When Zapier will NOT help
Let's be honest — Zapier is not a magic wand. It won't work if:
- You need complex logic with many conditions
- You process thousands of operations per hour
- Instant real-time data processing is required
- You have specific systems without an API
In such cases, it's better to consider custom development or other automation solutions.
How much does it cost
You can start for free — 100 operations per month and 5 automations. This is enough for a small company to understand how it works.
For small businesses, the $20/month plan (750 operations) is suitable. A medium-sized company typically uses the $50 plan (2000 operations).
At the current exchange rate, this is about 2000-5000 rubles per month. Calculate: how much does an hour of your manager's work cost? Zapier pays for itself within the first week of use.
How to start
Week 1: Process Audit
Record all repetitive actions during the week. You'll be surprised how much time is spent copying data between amoCRM and Google Sheets.
Week 2: First Automations
Choose 2-3 of the simplest tasks:
- New lead → Telegram notification
- Order on website → row in Google Sheet
- New client → welcome email
Week 3: Scaling
Add 1C integrations, set up SMS notifications, connect Yandex.Metrica to reports.
Week 4: Optimization
Analyze results, fix errors, add new services.
Practical tips
Start small. Don't try to automate the entire CRM at once. Take one simple process — for example, Telegram notifications about new applications.
Consider time zones. If you have branches in different cities, set up report sending according to local time.
Integrate with payment systems. A new payment via YuMoney or Sberbank can automatically update the order status in CRM.
Alternatives for the Russian market
If Zapier is not suitable for some reason, consider:
Integrations from amoCRM — built-in automation capabilities 1C:Enterprise — powerful data exchange capabilities Bitrix24 — proprietary business process automation system Custom development — for unique Russian requirements
What's next?
Automation is not a tribute to fashion, but a necessity for modern business. While your competitors spend hours on routine tasks, you can focus on development and strategy.
Perhaps it's time to try? Start with one simple automation — connect a form from your website to amoCRM. I'm sure in a week you won't be able to stop.
*Meta is recognized as an extremist organization in Russia
