by Mark Anthony Figueroa

Introduction

In the previous posts, we went into Zapier, connected our applications and created our first Zap. The goal was to get you familiar with creating a simple Zap using a simple form. This should enable you to see what Zapier is capable of, how it works and how you can use it operationally or personally. As of right now, it is our favorite web-based automation tool.

During this post we will cover common Zaps that new and existing financial services professionals use to optimize their practices. The Zaps will resemble what we covered in the last post so we won’t go into too much detail about setting them, but rest assured that if you made it this far, you will have no problems setting up these simple Zaps!

Remember, if you have any questions, feel free to ask. We’re here to help! Shoot an email to [email protected]. 

Our templates are designed to be automation-friendly. Check them out. They include comprehensive conditions for rapid operational use.

Each of our forms includes a comprehensive video series on how to edit and use the form. While most of our forms are primarily used by Financial Advisors / Planners, Consultants and Attorneys there are some that are non-industry specific and the others can be customized further using our JotForm training courses. Purchasing the form will enable you to book a discounted Coaching Session with us to help you edit/modify the form for your specific needs if you need additional assistance.

Also, if you’re an XYPN or ACP Member, please be aware that we do offer discounted Zap set up services.

Why should you leverage common Zaps?

In our practice of helping Financial Services professionals streamline, systematize and eventually automate their practice, my wife and I encounter various practice management practices, diverse processes and procedures, and incredibly unique operational structures. 

My wife, a financial services professional herself, is always shaking her head at the lack of innovation and standardization in FinTech and firmly believes that if there was a standard, the financial services industry would be less stressful and more desirable for people who actually want to help clients manage and improve their financial situations. After experiencing some of the issues in her own practice (pre-merging with her friend Angela) I firmly agreed with her, and still do. 

As our business has grown, one thing I try to push for is standardization with our own offerings. With all of the regulations in the financial services industry, there should be a general model for new firms and meetings to prevent the following:

1. Inconsistent Processes.
2. Incompatible tools and applications.
3. Work-related burnout.

No two practices can be identical since the financial services industry is enormous and there are more than enough areas to specialize in, however, applications and the general structure of the client life cycle can be.

Every business should have at least a CRM, a scheduler and a digital method of collecting data that isn’t emailing back and forth. As previously mentioned in earlier posts, it’s important to know what your goals are with each automation.

Wealthbox Common Zaps

Initial Meeting Zap

1. First Meeting (Calendly, Acuity, Schedule Once) Creates a Household 
2. Add notes from booking form to record
3. Create Opportunity, Project, Event and/or Task, and Attach Workflow
4. Add contact record in Google, Microsoft, MailChimp, Constant Contact, etc. 

Onboarding Form Submission Zap

1. Onboarding Form submission creates a record for the primary client
2. Associates record with household
3. Updates contact record in Google, Microsoft, Mailchimp, Constant Contact, etc. 
4. Creates contact and draft invoice in QuickBooks Online
5. Creates Google Drive folder for the client

Redtail Common Zaps

Scheduler

1. First Meeting (Calendly, Acuity, Schedule Once)
2. Create Opportunity and/or Add Activity
3. Add contact record in Google, Microsoft, Mailchimp, Constant Contact, etc.

JotForm

1. Onboarding Questionnaire (JotForm) creates tagged contact with a note. adds an event-related Activity with additional notes or any templated workflow steps
2. Updates contact record in Google, Microsoft, Mailchimp, Constant Contact, etc. 
3. Filters for Onboarding Meeting; if onboarding, then:
4. Creates contact and draft invoice in QuickBooks Online
5. Creates Google Drive folder for the client

Scheduler, Wealthbox and Redtail, and Form Host Triggers and Actions

Scheduler Triggers

Wealthbox and Redtail Actions

Form Host Triggers for DocuSign and JotForm

Next Post

Building on the previous post, this entry showed you some common zaps for Wealthbox and Redtail using your scheduler and JotForm. This will enable you to create even more efficiency-enhancing zaps!

We covered a lot of new information during this blog so far, so the next post will take us out of the technical realm and explore how we can expand our influence and generate strong professional contacts as well as potential leads. 

Our friend and colleague, Cameo Roberson, AAMS®, will discuss Centers of Influence (COIs) and how you can leverage them to meet and/or accelerate your goals. 

See you the week after next!

As always, thanks for following this series. If you’re a newcomer, please share your thoughts and feel free to look at the previous article. 

If you found this helpful, like, comment and share. Chances are there are many people in your professional network who would benefit from this information, so don’t keep it a secret. 

The next post will be up the Wednesday after next, as usual. In the meantime, feel free to set the zap up on your own. If you’re an XYPN or ACP Member, please be aware that we do offer discounted zap set up services.

If you have any questions, feel free to ask. We’re here to help! Shoot an email to [email protected] or click here to see our form templates for sale.

Each of our forms includes a comprehensive video series on how to edit and use the form. While most of our forms are primarily used by Financial Advisors / Planners, Consultants and Attorneys there are some that are non-industry specific and the others can be customized further using our JotForm training courses. Purchasing the form will enable you to book a discounted Coaching Session with us to help you edit/modify the form for your specific needs if you need additional assistance.