Automate and Simplify: Top 5 Zaps with ClickUp
Hi there, Ashley here with We Make Systems Sexy. Today I’m super pumped to talk to y’all about some automation. We’re talking external automation here between Zapier and ClickUp. Things that you can do with Zapier to make ClickUp even more robust and integrated with different features. Here it is: My top 5 favorite Zaps in under 5 minutes.
When someone fills out my lead capture form in Dubsado, a new task is created in my ‘Client Lead Tracker’ list in ClickUp.
Imagine: A new lead comes into Dubsado. It gets added into ClickUp as a task in my ‘Lead Tracker’. Pretty simple, pretty straightforward.
What though if you don’t use Dubsado and you use Honey Book or something like that instead? Very likely you’re going to have that same kind of option when a new lead is added or a new project is added to Honeybook or one of the other CRM tools out there. You would be able to create that new task and direct it to your lead tracker list in ClickUp.
I love this one. I receive my payments via Stripe integrated through Dubsado.
I have a Zap set up that when a payment comes in through Stripe, it actually adds an entry into a sales tracker that I have created in ClickUp. What I love about this is that I also utilize a ClickUp dashboard to then pull in my information and I can see monthly sales and yearly sales and the totals of my fees as well.
I only accept payments through Stripe and all of my invoicing goes through Dubsado so that’s really simple for me. You could set up multiple zaps if you use Square, or something else like that, to where that information is pulled into the sales tracker. And then you can see all of your sales at a glance, where they’re coming from, how much the fees were, the gross, the net sales, etc.
Did I already say I love that one? Payment made in Stripe and the Zap adds it to my sales tracker in ClickUp.
Get a sneak peek at my sales tracker dashboard in ClickUp with this exclusive tutorial I created.
There are limitations with Zapier and getting information from Dubsado, for example, over to ClickUp, and that is really annoying that there are only a few little things that you can do externally between Dubsado and ClickUp, but there are workarounds!
For example, a lot of my workflows in Dubsado have to-dos (read this blog for detailed info on how to use this feature). The to-do feature actually sends me an email and says: “Do the thing! This task has come due for you to complete.”
I don’t like to track those things in Dubsado because their task management part is very limited and I want all tasks to be in ClickUp. So once a to-do comes around from Dubsado, from one of my workflows that’s firing, it sends me an email in my Gmail. I have it set up to where those emails that have that title, ‘Dubsado Reminders’, will actually filter through immediately to their own label. When they land in that label, the Zap creates a task for me in ClickUp.
Again – When an incoming email in Gmail says ‘Dubsado reminders’, my zap creates that as a task in a pre-chosen ClickUp list. I usually just throw it in my one-off task list. It could be a Dubsado task list, or however you want to name it, you can put it wherever you want it to land, but that’s how you would do it.
When a contract is signed in Dubsado, I can create a new folder or a new list in ClickUp.
If you have more than one contract in Dubsado, you would need to have the paid version of Zapier because it’s going to be like a condition, like a secondary step in Zapier.
If you have more than one contract, it’s going to pull information from whatever random contract and that’s not very helpful. You might want it to actually create a certain template or a certain list that’s renamed to that client within ClickUp. This would require a little extra step or the paid version of Zapier, but if you have just one general contract, that automation in Zapier would work for you.
When a new list or new task is created in ClickUp, it can add a new channel in Slack.
If we create a new client list within ClickUp, it can create a new channel within Slack so the team can know this is where we communicate about this client’s information.
These are just 5 examples of many things that you can do.
Think outside the box. Just like we did with the Dubsado to-do feature, you can think outside the box with other ways that you can create these integrations if they may not automatically be found in Zapier.
Think of other ways that you can do workarounds because there are so many options with Zapier, Make (formally Integromat) or many of these other automation software.
Just don’t be narrow-minded about it.
If you ever have any questions about how this can work with ClickUp, within our ClickUp VIP day, we do offer ideas for Zaps that could work for your business. We did this with a recent client where we gave them the top 5 zaps for their business and helped them to see how they could set them up.
In a ClickUp VIP Day, we’re looking at your business operations as a whole, and using your pre-work questionnaires to create systems you’ll actually use.
Sure, the ClickUp VIP Day is a full day of zoned-in systems building – but the fun doesn’t stop there!
- The option to be on the call all day (blended) or one call at the beginning and one at the end of the day (bookend)
- 4 weeks of support with our team via Slack
- Tasks in ClickUp to help keep you accountable (yep, you actually have to use the thing for it to work!)
- A customized approach to your system setup, so you don’t have anything you don’t need
- Integrations with other apps like Dubsado, Airtable, and Zapier
- Lunch on us and time to jam to your favorite tunes during the call
- A follow-up support call to make sure you’re confident in your new ClickUp workspace
