Zapier · A marketing agency

Agency Lifecycle Automation (Zapier)

A connected suite of Zapier workflows automating a marketing agency's entire client lifecycle — lead capture and qualification, CRM syncing, billing, contracts, referrals, and client-workspace provisioning — with AI handling the messy text steps.

Zapier — lead qualification Zap with AI spam filtering

The problem

The agency's stack was fragmented across a dozen SaaS tools, and the glue between them was manual: routing leads, creating CRM contacts, spinning up client folders and tasks, sending emails, filtering spam, and syncing contracts. It didn't scale.

Approach

Event-driven trigger→action Zaps off form, CRM, payment, and document events. Control flow uses Paths (branching), Filters (gating), Formatter and Code steps, with ChatGPT handling unstructured-text tasks and Webhooks for custom API calls where no native app step exists.

What I built

• Lead capture and AI spam-filtering, then dedup and CRM sync into GoHighLevel
• Billing and contract flows: Stripe events, PandaDoc completion → contract processed and uploaded to the CRM
• A referral program with counter tracking and multi-party notifications
• Automated client-workspace provisioning across Google Drive folders and ClickUp tasks
• AI (ChatGPT) steps for spam detection, data extraction, and formatting the unstructured bits
• Paths, Filters, Formatter, Code, and Webhooks for branching, dedup, transforms, and custom API calls

Result

Shipped a connected set of workflows that turn lead intake, billing, contracting, referrals, and client onboarding into hands-off pipelines — letting the agency scale client operations without proportional manual effort.