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How to Automate Invitations with Zapier

Save time and keep the reviews rolling in by connecting your favorite tools to betterbunch.

Automation is the secret to a consistent review strategy. By connecting betterbunch to your job management or invoicing software (like ServiceM8, Shopify, or Pipedrive), you can send feedback invitations automatically the moment a job is finished.

We use Zapier to make this happen. Think of Zapier as a digital bridge that connects over 7,000 different apps to betterbunch.

How Zapier works

Zapier works through a Trigger and Action relationship. 

  1. The Trigger: An event happens in your software (e.g., a "Job is Paid" in ServiceM8).

  2. The Action: Zapier tells betterbunch to automatically create and send an invitation to that customer.

Setting up your Automation

  1. Check Compatibility: Search Zapier’s integration list to ensure your software is supported.

  2. Create a Zap: Log in to Zapier and click Create Zap.

  3. Set your Trigger: Search for your software (e.g., Shopify) and select the Event that should start the process (e.g., "New Paid Order").

  4. Connect and Test: Follow the prompts to sign into your software. Run a Test Trigger to make sure Zapier can see your recent customer data.

  5. Set the Action: Search for betterbunch as the Action app.

  6. Authenticate: Select Create Invitation. You will be asked for your API Key, which you can find in your betterbunch automation settings.

  7. Map the Data: Tell Zapier which info goes where. Match the "Name," "Email," and "Phone" fields from your software to the corresponding fields in betterbunch.

  8. Send a Test: Click Test Step. This will generate a test invitation in your betterbunch account.

  9. Go Live: If the test looks good in your betterbunch Invitation Logs, click Publish. 

Choose when invitations should be sent

You can control when invitations created through Zapier are delivered.

Once connected, go to Automation > Zapier > Edit, then choose your preferred sending option:

  • Best time to send – betterbunch uses engagement data to send the invitation at a time the customer is more likely to respond.

  • Right away – sends the invitation as soon as the job reaches your selected trigger status.

  • After delay – holds the invitation for the number of hours you choose before sending it.

  • At specific time – sends the invitation at the exact time you choose.

Click Save to keep your preferred send time.

Tip: A sending delay can be helpful if you’d like some time to check what has come through before invitations are sent. You can review pending invitations from your Invitations page and delete any you don’t want to send.

Tip: If you regularly work with the same customers, set a cool-off period to prevent them from receiving invitations too often. You can manage this under Settings > Rules.

Frequently Asked Questions

Is there a cost for Zapier?
Most betterbunch users can run their automation on Zapier's Free plan. However, some "Premium" apps or high-volume workflows may require a paid Zapier subscription.

What if my software isn't on Zapier?
Don't worry. Reach out to our team via the chatbot, and we can explore alternative ways to get you connected.