10 Zapier automations to keep your Karbon contact details up-to-date

We would love to believe that Karbon is the only system you’ll ever need, but the reality is that most businesses juggle all kinds of apps during a typical day. In fact, nearly 10% of businesses have more than 200 apps in their tech stack.

This is why we have integrated with Zapier.

Zapier allows you to connect your Karbon contact records with a growing library of more than 1,500 other apps. This opens the door to you syncing with various cloud accounting solutions, sales and marketing tools, CRMs, lead capture forms and more.

Your possibilities are nearly endless. Which make getting started a bit daunting.

That’s why we’ve put together this list of our favorite automation hacks, or ‘Zaps’ that you can set up now to save time, boost efficiency, maintain a single source of truth, and get everything working just as it should.

Automatically update your newsletter mailing list

Do you have a company newsletter or client mailing list that you send regular emails to in bulk? Now, whenever you create a new contact in Karbon, you can have that same record created in your email marketing platform too. No need to create the same contact twice in different systems.

Trigger: Person Contact Created in Karbon

Action: Create Contact in your email marketing app

Possible apps: MailChimp, Campaign Monitor, HubSpot, Constant Contact

Optional step: If you need to create and sync separate lists for different types of clients, you can use Zapier’s filters. After you have created the Trigger, add a filter such as Contact Type = Client, or Contact Type = Prospect.

Keep contacts up-to-date with your cloud accounting software

You most likely keep track of important client details in different accounting software systems, as well as Karbon. You can maintain Karbon as your single source of truth for this client information, but ensure that your other databases remain in-sync automatically.

Trigger: Person/Organization Contact Updated in Karbon

Action: Create & Update Contact in your cloud accounting app

You can also do this in reverse. For example, if a new client is updated in your cloud accounting solution, you can automatically update a new contact in Karbon.

Trigger: Contact Updated in accounting software

Action: Update Person/Organization Contact in Karbon

Possible apps: QuickBooks Online, Freshbooks

Keep contact details accurate with your CRM system

As well as your cloud accounting solution, you may store client records in a different CRM system, as well as Karbon. By setting up a couple of Zaps, you can ensure all your contact records remain up-to-date.

Trigger: Contact Created in CRM

Action: Create Person/Organization Contact in Karbon

Possible Apps: Microsoft Dynamics, Salesforce, Insightly, Google Contacts, Office365

Send new Karbon contacts to your CRM

When you create a contact in Karbon, you can ensure that gets updated in your CRM too, by setting up another Zap with reverse steps. When you create an organization contact in Karbon, you can have a new account created in your CRM, like the example below.

Trigger: Person/Organization Contact Created in Karbon

Action: Create Contact in CRM

Possible apps: Microsoft Dynamics, Salesforce, Google Contacts, Insightly

Add a new contact to Karbon when a client signs a proposal

Karbon and Ignition have a powerful integration that allows you to trigger your workflows in Karbon the moment a new client accepts a proposal in Ignition. However, contact details are not currently imported through the integration. By setting up this simple Zap, you can solve that.

Trigger: Proposal Accepted in Ignition

Action: Create Person/Organization Contact in Karbon

Possible apps: Ignition

Qualify new prospects with a web-form and have them created as contacts in Karbon

If you create a form to collect details from existing clients or new prospects, you can have that automatically pushed into Karbon. Keep in mind what fields Karbon syncs with Zapier when creating your form.

If you’re using your form to collect details from potential clients, we recommend populating their Client Type field with Lead.

Trigger: Form completed

Action: Create Person/Organization Contact in Karbon

Possible apps: Typeform, Survey Monkey

Create or update contacts and organizations in Karbon from Google Sheets

If you need to update the details for a lot of Karbon contacts at once, you might find it quicker to do so in a spreadsheet. In this case, you can create a Zap that will update a Karbon contact when a row is updated in a spreadsheet in Google Sheets. If you want to do this, we recommend first exporting your contact details from Karbon to ensure your spreadsheet is accurate.

Trigger: New Or Updated Spreadsheet Row in Google Sheets

Action: Update Person/Organization Contact in Karbon

You can also create a similar Zap that creates a new Karbon contact when a new row is added to your Google Sheet.

Possible apps: Google Sheets

Create folders in your document management system for your Karbon contacts

If you have a well-managed system of folders in your document management system for each of your clients, you can create a new folder automatically every time a new client is created in Karbon.

If you only want folders created for clients, add a filter that searches to ensure the contact has the contact type, Client.

Trigger: Person/Organization Contact Created in Karbon

Optional Filter: Contact Type = Client

Action: Create Folder

Possible apps: DropBox, Box, OneDrive/ Sharepoint

Post to Slack when a new client is created

Celebrate with your team every time you win a new client. Trigger a notification to a shared channel whenever a new contact is created in Karbon with the contact type, Client.

Trigger: Person/Organization Contact Created in Karbon

Filter: Contact Type = Client

Action: Send Slack Notification

Possible apps: Slack

Create a new contact if a prospect books a meeting

If you use Calendly to schedule meetings with clients and potential clients, have them created in Karbon as new contacts the moment they provide their details.

Trigger: Invitee Created in Calendly

Action: Create Person/Organization Contact in Karbon*

*You may want to create an additional strep first, to search for existing Karbon contacts and make sure your invitee doesn’t already exist.

Possible apps: Calendly