Discover how I leverage Zapier to streamline operations, save time, and boost efficiency in my Shopify business.
As a Shopify merchant, I know firsthand the daily grind of managing orders, communicating with customers, updating inventory, and handling marketing. It’s a lot, and it can quickly become overwhelming, especially as your business grows.
For a long time, I found myself spending countless hours on repetitive tasks. Copying data from one app to another, sending manual emails, updating spreadsheets – it felt like I was constantly playing catch-up instead of focusing on strategic growth.
That’s when I started looking for a better way. I needed a solution that could connect my various business tools and automate the mundane, allowing me to reclaim my time and energy.
Enter Zapier. This incredible automation platform has been an absolute game-changer for my Shopify store. It’s like having a virtual assistant that works tirelessly 24/7, connecting all my apps and making them talk to each other seamlessly.
So, what exactly is Zapier? At its core, Zapier is an online automation tool that connects your favorite apps, like Shopify, Gmail, Google Sheets, Mailchimp, Slack, and hundreds more.
It works on a simple principle: ‘If This, Then That.’ You set up ‘Zaps,’ which are automated workflows consisting of a ‘Trigger’ and one or more ‘Actions.’
A ‘Trigger’ is an event that starts a Zap (e.g., a new order in Shopify). An ‘Action’ is the event that Zapier performs after the trigger occurs (e.g., sending a notification to Slack or adding a customer to an email list).
Why did I choose Zapier specifically for my Shopify store? Its extensive integration library, ease of use, and powerful capabilities made it the perfect fit for my needs.
The benefits I’ve experienced have been transformative. Firstly, the time savings are immense. Tasks that used to take me hours each week are now handled automatically, freeing me up to focus on product development, marketing campaigns, and customer service.
Secondly, automation drastically reduces human error. When data is automatically transferred between systems, the chances of typos or missed steps are virtually eliminated, leading to more accurate records and happier customers.
Thirdly, it significantly enhances the customer experience. Automated order updates, personalized welcome emails, and timely follow-ups ensure my customers feel valued and informed throughout their journey.
Finally, Zapier has made my business more scalable. As order volumes increase, my automated workflows can handle the additional load without requiring me to hire more staff for administrative tasks. This allows me to grow without hitting operational bottlenecks.
Let me walk you through some of the common areas where I’ve implemented Zapier to automate my Shopify operations, starting with order management.
I’ve set up Zaps to automatically send order details to my shipping software, create new rows in a Google Sheet for custom reporting, and even notify my team in Slack about high-value orders.
For example, when a new paid order comes into Shopify, a Zap instantly creates a shipping label in ShipStation and updates my internal order tracking sheet. No manual data entry required!
Customer communication is another critical area. I believe in keeping my customers informed and engaged, and Zapier helps me do that effortlessly.
When a new customer makes their first purchase, a Zap automatically adds them to my email marketing platform (like Klaviyo or Mailchimp) and triggers a personalized welcome email sequence.
I also have Zaps that send automated follow-up emails a few days after delivery, asking for reviews or offering related product recommendations, all without me lifting a finger.
Marketing and sales efforts also get a boost. Every new customer from Shopify is automatically synced to my CRM, ensuring my sales team (or just me!) has a complete view of their interactions.
I even use Zaps to automatically post about new product launches on my social media channels once they’re live on Shopify, saving me time on cross-platform updates.
Inventory management and general operations are streamlined too. I’ve configured Zaps to alert me via Slack or email when a product’s stock level drops below a certain threshold.
This proactive alert allows me to reorder inventory before I run out, preventing stockouts and lost sales. I can even automate sending reorder requests directly to suppliers.
Now, let me give you a simplified step-by-step guide on how I set up one of my first and most useful Zaps: connecting Shopify new orders to a Google Sheet for custom tracking.
First, I log into my Zapier account and click ‘Make a Zap.’ I then search for ‘Shopify’ as my Trigger app.
For the Trigger Event, I select ‘New Paid Order.’ Zapier then prompts me to connect my Shopify account, which is a straightforward process of granting permissions.
Next, I choose ‘Google Sheets’ as my Action app. For the Action Event, I select ‘Create Spreadsheet Row.’
I then connect my Google Sheets account and select the specific spreadsheet and worksheet where I want the order data to appear.
This is the crucial part: mapping the data fields. Zapier shows me all the data points available from the Shopify ‘New Paid Order’ trigger (like order number, customer name, email, total price, product names, etc.).
I then drag and drop or select these fields to correspond with the columns in my Google Sheet. For example, Shopify’s ‘Order Number’ goes into my ‘Order ID’ column in Google Sheets.
Once all the fields are mapped, I run a test. Zapier sends a test order through, and I check my Google Sheet to ensure the data appears correctly. If it does, I turn the Zap ‘On,’ and it starts working automatically.
Some of my other favorite and highly effective Zapier-Shopify Zaps include:
Shopify New Order -> Google Sheets: As mentioned, this is invaluable for custom reporting, tracking specific metrics, or even just having a backup of all order data.
Shopify New Customer -> Klaviyo/Mailchimp: Essential for building my email list and segmenting customers for targeted marketing campaigns.
Shopify Low Stock -> Slack/Email: Keeps me informed about inventory levels, preventing stockouts and ensuring I can always fulfill orders.
Shopify Refund -> Google Sheets: Automatically logs all refunds, helping me keep track of returns and analyze refund reasons.
Shopify New Product -> Social Media Scheduler (e.g., Buffer): Automatically queues up social media posts when I add a new product to my store.
Through my experience, I’ve also learned a few best practices. Always start simple. Don’t try to automate everything at once. Pick one or two repetitive tasks and build Zaps for them.
Test everything thoroughly. Before turning a Zap on permanently, run multiple tests with real data to ensure it behaves exactly as you expect.
Monitor your Zaps regularly. While they are designed to run autonomously, it’s good practice to check your Zap history occasionally for any errors or issues that might arise.
Organize your Zaps. As you build more Zaps, give them clear, descriptive names so you can easily find and manage them later.
For those looking to go beyond the basics, Zapier offers advanced features like multi-step Zaps (where one trigger leads to multiple actions), Filters (to only run a Zap if certain conditions are met), and Paths (for conditional logic, e.g., if customer is new, do X; if returning, do Y).
I’ve also experimented with Webhooks, which allow for even more custom integrations with apps that might not have a direct Zapier integration, opening up a world of possibilities.
What do you think about this article? Have you tried automating your Shopify store, or are you considering it? I’d love to hear your thoughts!
The initial investment in learning Zapier and setting up your Zaps pays dividends almost immediately. The time you save can be reinvested into growing your business, improving your products, or simply enjoying more personal time.
My final thoughts are this: automation isn’t just for large enterprises with dedicated IT teams. Tools like Zapier make powerful automation accessible to every Shopify merchant, regardless of their technical expertise.
It’s about working smarter, not harder. It’s about building a more resilient, efficient, and scalable business that can thrive in today’s competitive e-commerce landscape.
I wholeheartedly encourage you to explore Zapier for your Shopify store. Start small, experiment with a few Zaps, and watch how much more efficient and enjoyable running your business becomes.
Happy automating!
