This article looks at how you can make use of GoProposal’s Zapier integration to automate the setup of jobs in Pixie practice management software.
App Advisory Plus offer complete setup and hosting of the Zaps required to integrate GoProposal and Pixie.
If you would like to proceed with this please complete our setup form.
What Zapier subscription will I need for this?
You will require the Professional subscription of Zapier for this particular Zap as it is best completed using Paths which are not available on the starter plan. To save you having to pay $61.25 per month for the Professional plan, we can offer to host your Zaps from £15+VAT per month.
Activating the Zapier Integration in Pixie
Turn on the Zapier integration. Settings > Integrations > Zapier > Activate. This will provide you with a secret API key that you will need to enter to Zapier when you attempt to connect Pixie.
Creating GoProposal to Pixie Zaps
Step 1 – Setup Zapier Trigger
The GoProposal Zapier trigger to use is Proposal Won in GoProposal.
Follow the steps to connect your account and pull in a sample.
Step 2 – Split GoProposal Line Items
Next use the ‘Formatter by Zapier’ app to split the Line Items from GoProposal.
Step 3 – Setup Zapier Action
Use the Create/Update client step:
It is important to note here that ‘Client Type’ is a required field. It is possible to use Zapier filters and formatting tools to choose the correct client type based on information on the proposal (such as services or the words Ltd/Limited), but for simplicity in this example I’ve created a new client type in Pixie called ‘New Client – Type to be allocated’.
This can then be updated manually or through the use of a cloud based form and Zapier.
If the ‘Client Manager’ is the same as the ‘Person Responsible’ field from GoProposal, then that field can be linked to the ‘Client Manager’ field. However the names must be an exact match. However a Zapier Lookup Table could be used to reduce instances of this being a problem where there is not an exact match. To reduce the risk further you could have a Zap that ran a lookup for this name when the proposal was created and returned a notification to change it if it wasn’t correct.
Steps 4 & 5 – Paths
Paths must then be used to match the GoProposal Line Items to Pixie Job Templates.
Because of the limitation that there can only be 3 paths, paths within paths must be used to cater for every possible line-item.
In the first instance Paths is used, every available pathway should be used, and the ‘Or’ option should be used in the filter to account for each line item that was split in step 2.
The next action step where there is more than one service in the prior filter is another Paths app. This is a pattern that continues until it is possible to use a path for each service (i.e. there is only one filter per path).
Step 6 – Match GoProposal Line Items to Pixie Job Templates
The final action step is to match the GoProposal Line Item to the Pixie Template.
Because we have isolated each line item using paths there is now a one to one relationship with the endpoint of each path and the Pixie job template.
Any changes in the line items in GoProposal or Job Templates in Pixie must be reflected back into the Zap for it to continue operating as expected.
You’re all set
Now whenever you win a proposal in GoProposal, you will have a new client with the associated jobs set up in Pixie automatically!
Using Zapier to connect GoProposal to Pixie is a great step to automating elements of your onboarding process so you can free up more of your time to focus on providing great service to your new clients.
App Advisory Plus offers Zapier implementation services for the Zap highlighted in this article, as well as complete lead management solutions.
We also offer Zapier support, as part of our App Support Help Desk subscription service.
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