Okay I’m not the owner of the business, but I am a new worker (3rd day), no work experience, a Bachelors of Science in which I received 6 months ago and I’m the only person on my team (IT Process Enhancement). My goal from my boss is to REPLACE ALL WORKERS on the backend to lower cost. He wants the only workers to be supervisory. Now, from what I’ve gathered these past 2 days is that this business is a bit of a mess. I don’t believe anything is automated, every department uses different tools (Zoho CRM, Quickbooks, JobDiva (which please let me know if there’s a way to integrate JobDiva on Zapier), and Deltek), which is fine but none of them are integrating with each other, every piece of information that goes from HR to Finance or from Presales to Sales or from Sales to Recruitment, all manual, all leading to higher chances of human error. Please let me know if Zapier is what is I should be looking into. Again, brand new to the work force and I’ve receive 0 training, just a “go do some research” of a nudge, anything helps.
Is Zapier the right solution for automating our business processes?
+11- Community Manager
Hi and welcome to the Community
Seems like there’s a lot of manual work, especially around handoffs between systems, that could be automated with Zapier to reduce errors and free up the team to focus on higher value tasks. I think a good place for you to start would be to outline the existing processes and identify what aspects of them can be automated. I’d recommend using Canvas to help with that, you can learn more about it here: Zapier Canvas: Diagram, plan, and automate systems with AI
With Zoho CRM and QuickBooks Online we’ve got existing integrations that you can use. JobDiva and Deltek aren’t on Zapier yet, but they’re on our internal wishlist of apps to add to Zapier so I’ve added your vote for those. Can’t make any promises as to when they’ll get added but we’ll be sure to let you know once they are. In the meantime, you might be able to connect JobDiva and Deltek to Zapier using one of the approaches suggested in these guides:
If you give any of that a try and get stuck, just let us know! 🙂
- Beginner
So the flow looks like this: one system calls Zapier, which transforms the data as needed, then saves it to Supabase — which triggers the next Zap. This is an event-driven pattern that can seem more complex at first, but it really pays off as your automations grow.
For example, I have a system that picks up emails. The first automation decides whether we should process it or not. If true, it saves it to the database with that status. This is helpful on its own since we now have a log of every email in the database that we can reprocess if anything goes wrong.
That database update triggers the next Zap, which extracts data from the email using an LLM and saves the results back to the database. That update triggers the next step, which talks to another API, does some work, and saves those results.
All of these database updates fire webhooks, and each Zap is listening for updates where the “step” and “status” columns match what that automation is waiting for.
It’s a superpower pattern because each automation can be tested independently based on the simple state of the data — and you know they’ll all hook together. Kind of like Lego bricks, versus having one massive automation that’s hard to debug.
Beyond orchestration, there’s another benefit here: all the systems you mentioned can stay the source of truth for their own data, but you can copy that data into Supabase using Zapier. From there you can build reports and other solutions around the aggregation of all that data in one place.
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