How store owners can automate their online business

Written by Kim Kadiyala on September 22, 2017 Blog.

Running a successful business is tough. There are transactions to track, products to update and restock, new customers to onboard, support tickets to manage—and the list goes on. Plus, with your store open for business 24/7, the pressure is on to deliver a top-notch experience for customers around the clock.

Luckily there’s a way for you to take some of that pressure off. With WooCommerce’s Zapier plugin, you can create Zaps – Zapier lingo for automations – that direct routine tasks to automatically run in the background.

You’ll spend less time entering new customer data, sending personalized emails, and managing tasks, and more time on important projects that matter to you and your customers.

Need ideas on how to get started? Below are three popular ways that business owners are using Zaps to change the way they send emails, interact with customers, and organize data.

Use New Order Data to Create Leads in a CRM

It goes without saying that customer relationship management (CRM) apps are great at providing support to sales and marketing teams, since they have the ability to track customer purchases, contact information, and interactions with your store.

But getting all that info into the CRM and keeping it updated can be an uphill battle. Plus, the disconnect between your CRM app and WooCommerce store can cost you valuable time and energy by adding regular manual data entry to your plate.

Thankfully, Zaps can integrate WooCommerce stores with numerous CRM apps to seamlessly update customer activity.

Take a cue from charitable education organization, Jiamini. They were bogged down by tracking donor information in spreadsheets, and manually updating that donor information every time information changed. To streamline contact management and reliably share that data across a global team, they connected Salesforce to Zapier.

With their Zaps, Jiamini creates a new donor contact in Salesforce or updates a contact if one already exists every time a donation is collected via WooCommerce. That way, their team has a centralized place to check on existing donors, track engagement of donors over time, and access the history of donor contributions—with no extra effort on their part.

“For years we managed our donor info in a pretty manual way, with online spreadsheets, etc. This year we decided to move to SalesForce to better manage our donor info. Zapier was critical in this decision because Zaps keep Salesforce in sync with WooCommerce and PayPal,” says co-founder and Director of Finance Brad Bennett.

Don’t use Salesforce? Zapier supports dozens of CRMs, so you can give your copy/paste muscles a break.

Send Personalized Emails to Customers

Nobody likes to do business with a robot, and your customers are no exception.

Crafting and sending individual emails to every customer could take several or more hours a day, if you’re truly investing the time to make it meaningful. And that’s a lot of time.

That said, sending personalized emails–in addition to WooCommerce newsletters, invoices and updates–not only offers a lot of benefits in terms of nurturing your customer base, but also impacts developing your desired brand identity.

Using Zapier to connect your WooCommerce store to your personal email can fix that. You can connect with customers in a more intimate way by automating personalized emails at specific points in the sales journey, and spend a minimum amount of time doing it.

That’s an efficiency boost for you.

Tame Your To-Do List

Beyond the routine work that keeps your business running, a lot of time is likely eaten up by importing and organizing data in your task management app. This may take the form of copying and pasting order details, manually creating tasks, or rearranging to-dos to make sure nothing slips through the cracks.

When a new task pops up, rather than switching focus to add it to your to-do list by hand, use a Zap to automatically send the task to a centralized list. For example, you can tag a customer conversation in Intercom and add it to Asana to check in on later. Or take a completely hands-off approach and pipe all new WooCommerce orders to Trello, creating a new card for each order. If each new order comes with a standard checklist of follow-ups, you can use Zapier to add that list automatically, too.

Explore more WooCommerce Zaps to Boost your Efficiency

Zapier offers more than 750 apps that you can connect to your WooCommerce store, so you can build, expand, customize and layer workflows to meet your unique needs.

Didn’t see the Zap you’re looking for? Check out other recommended Zaps or create your own and share your ideas with us! We’d love to hear how you’re boosting your efficiency.


12 Responses

  1. Ken William
    September 25, 2017 at 10:20 am #

    I have used some services of WooCommerce and Trello and I found them great. WooCommerce helps me create an online sales website with all necessary functionalities and Trello helps me create a standard sales management process. For me, the combination of 2 these things is enough.

    • Marina Pape
      September 25, 2017 at 12:37 pm #

      That’s really interesting feedback, Ken. What’s the URL of your store, we’d love to take a look 🙂

    • jmdartsguddu74
      October 1, 2017 at 4:20 pm #

      Hello Ken , How are you . great thanks opportunity my dream fulfilled. wishes fulfilled

  2. Simon
    September 27, 2017 at 12:40 am #

    This plugin looks like it could save hours of repetitive work, I am looking forward to giving it a go on a few of our clients websites.

    • Gareth Allison
      October 5, 2017 at 3:11 pm #

      Let us know how you get on, Simon. 😊

  3. Bill McCart
    September 27, 2017 at 12:55 am #

    We currently use Zapier with WooCommerce to add customers to a group in our MailChimp list when they place an order. The last time I looked, however, Zapier could not take actions based on the products purchased, only the order itself. Has that changed? We really need to set up Zaps that are based on the product ordered! Thanks.

    • Erica
      September 27, 2017 at 4:21 am #

      I would also like a response to this same question. MailChimp doesn’t have to be the app. We could use Gmail or something else if necessary.
      The goal is to send out a custom email to each customer based on the services they book. If they book multiple services in one transaction, A welcome email would need to be send out with each service booked or a single email could be used if there could be a form compilation, as each service booked would request the customer to fill out a form related to that service.

      • Erica
        September 27, 2017 at 4:22 am #

        The form wouldn’t have to be embedded into the email, rather a link could be used to direct the new client to the form, but there would be an individualized form for each service, so if they booked more than one service, what would be the solution?

    • Danny
      September 27, 2017 at 6:28 am #

      I’d be interested to know about this too. Because I’ve heard much greatness to do with Mailchimp’s automation process now.

    • Kat
      September 27, 2017 at 6:56 pm #

      Zaps are organized around orders because it’s an action. A product within an order is not an action in itself, and this is why Zaps cannot be tied to one. You can see a list of possible zaps at:

  4. James Neal
    October 1, 2017 at 7:40 pm #

    We were just talking about this the other day, because what Erica said, we wanted to be able to send out a custom email to each customer based on the services they book, so this will work for our clients marketing.

  5. Jakob B Madsen
    October 9, 2017 at 11:17 am #

    Awesome plugin!
    Many of my customers use too much time on repetitive tasks and this will really help them
    I’m looking forward to testing it with some of my customers.
    Thanks for sharing!


The most customizable eCommerce platform for building your online business.

  • 30-day money back guarantee
  • Support teams across the world
  • Safe and secure online payment
%d bloggers like this: