Rowan Van Tromp ACCA
This is our first guest post from Rowan Van Tromp ACCA, of App Advisory Plus.
Rowan is Operations Director for App Advisory Plus. He provides technology support to accountants, and has experience implementing Zapier to automate processes for accountancy practices, and their business clients. In his previous role Rowan led the digital transformation of PJCO Accountants to become QuickBooks Firm of the Future in 2018.
Rowan joins us today to discuss how you can now integrate Practice Ignition with Senta using a tool we love - called Zapier.
Whilst we strive to have a native integration to workflow tools that are used by accounting firms all over the world, we've found that Zapier can be the next best thing to help streamline your workflows and connect your systems.
In this scenario, the question we'll start you off with "You've won a client, they've signed your proposal - what needs to happen next?"
Typically we need to create the work manually, assign it to a team member, and start allocating tasks to the client and the team member. But doing all of this manually is unnecessary.
I'm excited to introduce the magic that Rowan has put together for you, enjoy and we hope you find it helpful.
Congratulations, you’ve won a new client! Now you need to go ahead and set them up in your various systems.
This article looks at how you can make use of Practice Ignition’s Zapier integration to automate some of the setup, looking specifically at the Senta integration.
If you would like to use Senta with Zapier, you'll first need to contact [email protected] to get into their open-beta.
Feel free to reference this article.
You will only require the free version of Zapier for this particular Zap as it is only a two step Zap, so long as you don't exceed 100 tasks per month. This Zap will trigger one task for each service accepted on a Practice Ignition proposal, so if you had 5 services in a proposal, you'd need 20 acceptances per month to reach the limit.
If you wanted to add a third step to the Zap, for instance to update the proposal contact tag in your MailChimp from prospect to client, the third step would still be triggered by the first, so you could just use a separate 2-step Zap to keep within the free plan, or move onto the starter plan.
The Practice Ignition trigger in Zapier is Service Accepted by Client.
This will trigger for each service in an accepted proposal, regardless of the ‘Billing Type’ in Practice Ignition.
From this list, you'll need to choose the "Accept Proposal" option as shown in the image.
When mapping the fields from Practice Ignition to Senta, note that you will only see one option for ‘Service Name’ even if there are multiple different services on the sample proposal pulled through from step 1 of the setup.
If you pulled in the same sample again, it may come up with a different service on that same proposal. That’s because this Zap triggers for every instance of a service in the proposal. So if the proposal had 5 services, you would see in the task history of the Zap that it was triggered 5 times when accepted.
So chose the provided service.
This zap will kick off any selected services in Senta for a new or existing client. If the proposal in Practice Ignition is being sent to a new client, this new client will automatically be created in Senta.
This video covers setting up your jobs in Senta for the integration (click here).
For jobs to be created in Senta the services in Practice Ignition need to be entered to the settings of relevant jobs in Senta as shown below.
The Practice Ignition service names (optional) field works as follows:
Each Practice Ignition service that relates to a Senta service should be listed in the box. If there are multiple Practice Ignition services that relate to one Senta service then they can be separated by a comma.
The Zap will create a contact in the Contacts tab of the client, but they will not be an ‘individual’. The contact created will be the contact used on the proposal in Practice Ignition.
Even where an additional contact signature is required for the proposal, only the main contact will be populated into Senta.
Even where the contact is already set up in Senta (as for the recommended workflow for Ltd Company), Senta will create a new contact which will then need to be removed.
Of the contact information in Practice Ignition, the first name, last name and email address will populate into Senta
These two videos cover the workflow:
2. Second Workflow Video (click to view)
Using Zapier to connect Practice Ignition to Senta 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.
They also offer Zapier support, as part of their App Support Help Desk subscription service.
If you’d like to find out more book in a call or contact [email protected]
Thanks and I hope you've found this useful.
Rowan Van Tromp ACCA