If you’re trying to take your design business to the next level (or thrive in the midst of our current climate), you’re going to have to evaluate your current status. You might have to reevaluate your team, your offerings, and your client base. Maybe you have to downsize, or maybe you simply need to adjust to decrease overhead and increase profits. 

One easy adjustment that you can make to improve your design business is to evaluate your systems. If you’re running your business without a CRM or a PMS, you’re missing out on profits and spending more time than necessary on your client relationships, your team, and your processes. Those two systems are essential for a successful design business and for your own sanity. 

Many of us use Zapier to streamline some aspects of our business processes. The zaps trigger an action, which is a great way to help automate some aspects of our design business. If you’re allowing your CRM and PMS platforms to do the heavy lifting for you, you’ll only need three zaps to save money, increase profits, and streamline your systems.

Zap 1: Linking your scheduler

The first must-have zap is linking your scheduling tool to your CRM. If you aren’t using the new Dubsado scheduler (now with video conferencing), you can link that lead capture form from Calendly or Acuity to start a workflow in your CRM. Calendly and HoneyBook play well together. Acuity and Dubsado’s new scheduler work well with Dubsado. I used to launch many of my workflows in Dubsado when clients scheduled calls with me on my website through Acuity with one zap. The need for this zap might even go away if you use Dubsado’s scheduler!

Zap 2: Linking your CRM and PMS systems

The second must-have zap is linking your CRM and PMS systems. When a project is moved to the “retainer paid” status in my CRM (Dubsado), a zap triggers a project template for my VIP Workday in my PMS (ClickUp) to be created with the new client’s name. This is a small time saver that stops me from having to log in and create a new project myself.

Zap 3: Linking your CRM to your storage system

The last must-have zap is linking your CRM to your storage system. With the same “retainer paid” status in my CRM (Dubsado), a zap triggers a new folder to be created in the client’s folder on my storage system (Google Drive). That one extra step is easily completed and means that I don’t have to leave my CRM.

What Zaps To Eliminate

You can effectively eliminate certain zaps with an effective CRM and PMS setup. 

LEAD CAPTURES

If you’re using a comprehensive CRM, you simply need to embed that lead capture form on your website. No zap needed!

NOTIFICATIONS AND COMMUNICATION

You, clients, and team members need notifications, but with an effective PMS, tagging people is simple and does not require outside interference. Your systems can even send notifications to email without tagging with the proper setup. 

AUTOMATIC FEEDBACK

Your CRM and PMS should both have advanced settings or a workflow in place so a submission of any form triggers an automatic email or response message. 

STREAMLINE PAYMENTS

Setting up packages and invoices in your CRM allows you to remove other financial platforms (Wave) in place of invoicing, payments, and triggers in your CRM platform.

If you’re looking to elevate your design business and to preserve your sanity, invest in your systems, so you only need 3 zaps!