03/06/2025
This one’s very cool.
We recently helped an Auckland accounting firm that works in a really niche space — very specific services, very specific clients.
Their onboarding process had a great start:
A short web form with 5 questions, which would trigger an automated email giving a rough price estimate. Simple and smart.
But after that? It got clunky.
They’d have a phone call, then email out a long, 10+ page Google Doc questionnaire that was hard to fill out — and harder to process.
Once that came back, a team member would read through the whole thing and manually create a quote in Xero.
Here’s how we fixed it using Zapier:
✅ After the call, instead of sending a messy Google Doc, we send a clean, structured form — prefilled with the answers they already gave
✅ That form is much easier to complete
✅ Once submitted, the data is used to automatically create a quote in Xero
✅ Rules in the form help calculate pricing accurately
✅ A team member gets notified, reviews the draft quote, and hits send
15 hours a week saved.
The team member now spends time reviewing and adding value, not stuck doing admin.
And the client experience?
Smoother, faster, more professional.
It’s a great example of how a few small automation steps can totally transform a workflow — and free up time where it matters most.
