AccountancyManager has once again enhanced its integration capabilities releasing its Zapier integration.
The integration facilitates with one of their most requested integrations, Practice Ignition, alongside integrations with many other apps.
In this article we explore the Zapier integration in detail, as well as providing examples of how it can be used.
What is Zapier?
Zapier is a tool that helps you automate repetitive tasks between two or more apps—no code necessary. When an event happens in one app (called a Trigger), Zapier can tell another app to perform (or do) a particular Action.
What are the available AccountancyManager Triggers?
Anytime one of the below events occurs in AccountancyManager for a data field that is part of the integration, Zapier is sent all client data that forms part of the integration. The data fields available are shown further down.
- Client created
- Client updated
- Client marked as no longer a client
- Client deleted
What can I do with these triggers?
AccountancyManager should always be your primary version of data truth – the first point that staff would go to for reliable information or update if something needed changing. Therefore all of these triggers are helpful when syncing to an external CRM and email campaigns solution such as HubSpot or Mailchimp, as you would only need to update the record once, and your segmented mailing lists would always be up to date.
Notifications are another use-case for these triggers. For example you may want to post to a channel in Slack or Teams whenever these events occur to keep your team up to date.
What are the available Actions?
These actions are requests you can make to AccountancyManager using data from the Trigger app, or any step after the trigger.
- Create client
- Update client
- Mark as no longer a client
- Update prospect to client
- Enable service
- Disable service
- Find a client (by name)
What client data fields can you create, update or view through Zapier?
- Legal form
- Company number
- Registered address
- Postal address
- Primary contact name, email, phone, mobile, address
- Secondary contact name, email, phone, mobile, address
- Client manager
- Client partner
Services can also be enabled or disabled for specific clients, including any custom-created services. Triggers also allow client services to be viewed.
AccountancyManager has a number of templates available to help you to get started. We cover a few of these on more detail below.
In summary the workflows available with Practice Ignition facilitate:
- Sending prospect information from AccountancyManager to Practice Ignition if you hold prospect data in AM.
- Creating clients in AccountancyManager from signed Practice Ignition proposals, or update a prospect to a client.
- Enabling AccountancyManager services from signed Practice Ignition proposals
To fully utilise the workflows with Practice Ignition you would need a starter subscription with Zapier.
Here’s some general rules to follow so that the integration works properly. We go into the detail on when and why these are relevant below.
- The name in AccountancyManager must match Practice Ignition for automations triggered from a signed proposal to run successfully
- Names of staff in Practice Ignition must match the names in AccountancyManager
- Service names in AccountancyManager should match Practice Ignition (or use a workaround explained below)
New client workflow option 1 – Contact starts in AccountancyManager as a prospect
This workflow would have a few different Zaps.
Stage 1 – Prospect
Firstly you would want to get the contact into AccountancyManager and Practice Ignition. You may use external forms to capture date on new prospects, such as their name and address.
Here’s a template for creating AM clients from new Typeform entries. Other form software such as Cognito Forms, JotForm, or Google Forms would have the same result.
If you’re on the starter plan of Zapier you can use multi-step Zaps, so you could add a further step for creating the contact in Practice Ignition. Here’s the template for that.
A key thing to note is that Practice Ignition contacts cannot currently be updated via Zapier, so further updates to the Practice Ignition contact would need to be made manually. Because the Practice Ignition client name is the key piece of data for integrating the two systems once a proposal is signed, it is therefore vital that if name changes in one system, it is manually updated to match in the other.
Stage 2 – Client
The next Zaps would be triggered by a proposal being signed.
For both of the relevant Zaps here, you may want to filter so that only new clients went through the automation rather than renewals. To do this, after the search steps (2nd step) you can add a Zapier filter so that the Zap only continues to run if the searched clients’ status = prospect.
Zap 1 – Proposal Accepted Trigger
When a proposal was accepted, you would search AccountancyManager to find the contact. If found you would then update the contact to become an active client, and then enable any services which were relevant across all new clients, such as onboarding. Here’s the template for this.
Zap 2 – Service Accepted by Client in Practice Ignition Trigger
Additional services can be enabled in AccountancyManager for all of the corresponding services on the proposal. For this a different Practice Ignition trigger is used, called ‘Service Accepted by Client in Practice Ignition‘. This triggers for every line item on the proposal, so if you have 5 lines (services), it would trigger 5 times.
Using this trigger, the second step would be to search for the prospect in AccountancyManager by the Practice Ignition name (this is why they need to be an exact match).
Next, if any of your service names in Practice Ignition are not an exact match to AccountancyManager, for example if you are using the default services in AccountancyManager such as ‘Accounts’, but in Practice Ignition you call it ‘Accounts Preparation and Filing’, you will a matching step. To do this you can use a Zapier formatter called a Lookup Table.
The Lookup key is the service name, then on the left side you add the names of the Practice Ignition services, and on the right you add the names of the AccountancyManager services. Finally you add a fallback value for if there is not a match. The fallback value may also be relevant for where you have services in Practice Ignition that aren’t tracked in AccountancyManager.
If the service name in Practice Ignition is an exact match to AccountancyManager you would not need the above step, and could move straight to the next step – Enable Service in AccountancyManager. Here you add the Client ID from the second step, then in the Service Name field you should choose the ‘Custom’ option and either:
a) Add the output of the Lookup table
b) Add the Service Name data field from the trigger step
Get the template for this Zap.
New client workflow option 2 – Contact only enters AccountancyManager when a client
For this workflow the client wouldn’t already exist in AccountancyManager as a prospect, so you would need to first create the client.
The first Zap would start with the Practice Ignition Proposal Accepted trigger.
Because this Zap would trigger for all accepted proposals (new and renewals), you would need to next make sure that the contact did not already exist in AccountancyManager. So the next step would be to search for them. Choose true for the step being considered successful when nothin is found, because that is what we want.
The third step is then a filter to only continue the automation if nothing is found. This can be achieved as below:
Assuming the Zap makes it past the filter, we then need to create a client in AccountancyManager.
Because Practice Ignition’s ‘Proposal Accepted’ trigger does not split the contact name into first and last name, and AccountancyManager requires this for the Zap to work, a Zapier formatter is required to split the name.
The output is two (or more if the name has more than one space) seperate fields that can be added to the Primary Contact fields of the Create Client action step.
Aside from the primary contact first and last names, when creating a client, the legal form is one of three further required fields.
Practice Ignition does not provide information on legal form within their product. There are some ways to work around this but all leave scope for error, therefore it is best to just choose the most common option, and review the setup as part of the onboarding process.
(Practice Ignition – if you’re reading this please solve this problem by adding a field for legal form and making it available to Zapier!)
You can populate the name, addresses, primary contact, client manager, and client partner details from Practice Ignition. However for the Client Manager and Client Partner fields to populate correctly the names must be an exact match between the two systems.
Finally one or more ‘Enable Service’ steps can be used to enable any services which were relevant across all new clients, such as onboarding.
Get the template for this Zap.
If you update information in AccountancyManager, such as client status and services, you will want this to push into HubSpot (or an alternative CRM). This is so that you have up-to-date segmentation data for sending out email campaigns, or analysis of your client portfolio.
Checkout this template for updating HubSpot following updates to AccountancyManager clients.
TaxCalc doesn’t have any direct integrations that facilitate adding new clients.
However it does have a CSV Import for adding new clients (not updating). This is handy because it means that all you have to do is get data from your current systems into a spreadsheet format.
The template for the CSV import is here. This could be saved as an online spreadsheet with either Google or Excel and whenever new clients are added to AccountancyManager the new client added trigger could be used to populate information into a new spreadsheet row.
Not all of the import fields you would need for TaxCalc are available through AccountancyManager (such as tax references), however basic contact information could be added to the spreadsheet whenever a new client is added. To make this work:
- Setup a custom service in AM called ‘Send to TaxCalc. This will trigger the ‘Client Updated’ Zap to run when enabled.
- When you are ready to push data to the spreadsheet for import, enable to service ‘Send to TaxCalc’.
- This will cause the ‘Client Updated’ trigger to run.
- A filter step is then needed as follows:
- The next step is to create the spreadsheet row on the TaxCalc import spreadsheet (via either Google Sheets or Excel). You will need to map the fields from the trigger step onto the relevant spreadsheet fields.
- Finally disable the ‘Send to TaxCalc’ service so that it doesn’t continue to trigger a new spreadsheet row for every future client update.
Here is an template for this Zap using Google Sheets.
How could the integration be improved?
- Introduce email as a search key for the client search action. This is generally a more stable search key than a name field.
- Introduce a legal form (client type) of ‘unknown’ to AccountancyManager, this would likely be used for prospects or when using Practice Ignition signed proposals to add clients to AccountancyManager. Introducing this would make it easier to see a filtered list in AccountancyManager of contacts that hadn’t been allocated a type.
- Extend the data fields that can be added or updated to cover tax references so that external form software can be used an integrated for onboarding clients.
- Extend the integration to cover time entries so that external calendar appointments could be added to the relevant timesheet
How can I get started?
In your AccountancyManager account go to Tools > Integrations > Zapier > Generate an API key and copy it.
Then head to Zapier and go to My Apps > Add connection > Search AccountancyManager > Paste your API key from the previous step.
Your first point of contact is AccountancyManager.
If they are unable to support you then App Advisory Plus provides Zapier implementation services. Get in touch via our contact form.