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Automate your CRM in Gmail

Automate your CRM in Gmail

5
min read

Managing a business or team can pull you in a lot of different directions. One way to save time and avoid being spread too thin is to find efficiencies in your daily processes. For example, where are you losing momentum from context switching? What tasks or behaviors are repetitive and manual?

low-fidelity image of a Streak pipeline in a Gmail window

Streak eliminates context switching by putting your CRM in Gmail, where you already spend much of your day. This allows you to track details about sales, hiring, fundraising, and your other opportunities in a pipeline that’s right inside your inbox. 

Once people start tracking opportunities in Streak, a natural next step is to connect to the other tools and systems they use to automate their process end to end. Zapier helps our customers do this with time-saving and error-reducing automations.

How can Zapier automate your CRM in Gmail?

Zapier allows you to create automations called Zaps.

A visual representation of two steps in a process. The first says "when this happens" and corresponds to the step "Box Changes Stage." The second says "automatically do this" and corresponds with the step "Create task."

There are two main ways that Zapier can automate your processes and data entry in Streak: 

  1. Integrate with thousands of third party applications like Typeform, Calendly, or Google Sheets. This allows you to pass information from one app to another and perform an action in Streak, like editing a box or adding a contact, when you have new data. 
  1. Create automations within Streak to set your workflow on autopilot. For example, create a task or automatically send an email when a lead moves to a new stage in your pipeline. 

Benefits of automating your CRM

Automating your CRM not only saves time day-to-day, but it improves the accuracy of your data and provides a better experience for both your customers and your team. 

Save time on repetitive tasks

Automating basic tasks and data entry keeps your team focused on important things, like building relationships with your contacts, closing deals, and working on more strategic projects.

Zapier’s simple method of setting up triggers and actions doesn’t require any coding, so you can automate tasks in minutes and end up saving hours of time. 

Increase accuracy in your CRM

There’s more room for error when things are done manually. Although we value a human touch in many elements of our work, like making a phone call or listening to a customer’s questions, there is an area where automations usually win: data accuracy

Automating your data entry helps you eliminate human error and ensures that your CRM is always up to date. Zapier adds new leads while you’re sleeping, creates contacts when you’re getting snacks in the kitchen, and even updates fields in your CRM while you’re on vacation. It also reduces typos and mistakes since it pulls and passes data to your pipelines straight from the source. 

More automation means less errors and less data slipping through the cracks.

Add structure to your team’s workflow

Imagine creating a workflow that guides you through a process in real time, building consistency and leaving little room for error. Zapier can help you achieve this by automating steps of a process for you and your team, teeing you up for the next task or action at any given point. 

With more of your process automated, you can rely on your memory less and keep your team on the same page - and headed toward success. 

A more consistent experience for your customers and contacts

Zapier helps your team stay on top of processes and complete tasks in a more streamlined manner. Add new information to your pipelines and respond to updates even if you’re not sitting at your desk. With automated workflows, both the contacts in your pipeline and the team managing your CRM have a more consistent – and better – experience. 

How to start automating your CRM with Zapier

Setting up your first Zap takes just a few minutes, and doesn’t require any code. Here are some steps to get started and ideas to make your Zaps work for you.

First, set up your accounts

You’ll need: 

  1. A Zapier account - get started with their free plan!
  2. Your Streak API key
  3. A little creativity

Automatically add new leads and contacts from Typeform

Instead of spending a portion of your day just adding new leads to their CRM, let Zapier put this part of your process on auto-pilot.

Connect a form with Streak to automatically add new leads and contacts to your pipelines as soon as you receive their information. Zapier can create boxes or update existing data automatically based on form responses.

Three steps in a Zap: 1. New entry in Typeform. 2. Find or create a box in Streak. 3. Add contact to Box in Streak.

Create tasks for new stages

Do you have a series of tasks that need to be completed for each stage of your pipeline? Zapier will create and assign them automatically the moment a box enters the new stage. This is accomplished by using a Streak-to-Streak Zap using the “Box Change Stage” trigger.

Two steps in a Zap. Trigger: Box Change Stage in Streak. Action: Create Task in Streak.

Find step-by-step instructions to create tasks with Zapier in our Knowledge Base. 

Schedule regular pipeline exports

If you need to use your Streak data somewhere outside Streak, you can schedule regular exports of your pipeline with Zapier. 

Two steps in a Zap. Trigger: Schedule by Zapier, every week. Action: Run Python.

Check out our Scheduling pipeline exports template to get some of the finicky parts pre-populated for you. 

Keep the inspiration flowing with more resources and templates 

With thousands of integrations and ways to automate actions within Streak, you can set entire portions of your process on autopilot. The possibilities are endless.

Imagine that a customer is browsing your website outside of business hours and requests more information or a demo. With Zapier, you can: 

  1. Add the new lead and create a contact in your pipeline as soon as you get the request.
  2. Add information collected in the form, like team size or use case, to your pipeline.
  3. Assign the new lead to one of your sales reps with a round-robin automation.
  4. Send an automated email to the new lead introducing the sales rep and with a link to their calendar to book the demo.

Without any manual effort, you’ve replied to the lead while you have their attention and set your sales rep up for success. The data entry and leg-work has been taken care of, so they can focus on preparing for the demo and winning the lead. 

That’s the magic of automations ✨

Looking for more? 

Learn how to build popular Zaps, get your API key, and more in our Knowledge Base
You can also read the Zapier quick-start guide.
Ready to jump right in? Explore apps that work with Streak and use Zap templates.

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