Accounting today is about more than just numbers—it’s about efficiency, accuracy, and client experience. Zapier helps accountants and bookkeepers streamline workflows by automating repetitive tasks, reducing errors, and syncing data between apps effortlessly.
With the right Zapier integrations, you can eliminate manual admin work, speed up processes, and focus on delivering higher-value services. This guide highlights the best automation tools to help you save time, boost efficiency, and scale your practice—without extra hassle.
Why accountants and bookkeepers should use Zapier
Manual processes create bottlenecks and increase the risk of costly errors. Zapier eliminates inefficiencies by automating key tasks, allowing accountants and bookkeepers to work smarter—not harder. The right accounting integrations ensure that financial information flows seamlessly between systems, reducing discrepancies and improving compliance.
- Eliminate repetitive tasks: Stop wasting time on data entry, invoice generation, and client follow-ups. With Zapier, you can automate invoicing, sync financial records across platforms, and ensure documents are stored in the right place—without lifting a finger.
- Improve accuracy: Manual data transfers lead to errors that can cost your firm credibility. By integrating your accounting software, CRM, and payment platforms, Zapier ensures seamless, error-free data flow, reducing discrepancies and compliance risks. Leveraging advanced features like filters and paths can further refine this accuracy.
- Enhance client experience: Timely responses and proactive communication set great firms apart. Automate client updates, appointment reminders, and payment confirmations to keep clients informed and engaged—without adding to your workload.
- Boost efficiency and scale your practice: By automating routine processes, your accounting team can focus on high-value advisory services and business growth. Whether it’s forecasting, tax planning, or strategic financial advice, Zapier helps you free up time where it matters most.
The best Zapier integrations for accountants and bookkeepers
Accountants and bookkeepers are often juggling multiple tasks, from managing financial records to ensuring compliance and maintaining client relationships. With the right Zapier integrations, accountants and bookkeepers can eliminate time-consuming manual work, improve accuracy, and enhance customer interactions. Below are some of the best automation tools to optimise workflows and free up time for strategic growth.
Proposal & engagement management
GoProposal + Xero/QBO
Automate invoice creation when a proposal is accepted, ensuring a seamless transition from engagement to billing. Instead of manually generating invoices, this Zapier integration can pull client details and pricing from GoProposal, creating an invoice in Xero or QuickBooks Online (QBO) instantly. This reduces delays and keeps cash flow moving.
GoProposal + HubSpot/Zoho CRM
Keep your CRM up to date by automatically logging new clients and engagement details upon proposal approval. When a client signs a proposal in GoProposal, Zapier updates HubSpot or Zoho CRM with relevant details, ensuring your team always has the latest client information at their fingertips.
Accounting & financial management
Xero + Google Sheets
Automatically sync transactions in real time, keeping financial reports accurate and up to date. This Zapier integration eliminates the need for manual data entry, pulling transaction data from Xero into a live Google Sheet. This makes it easier to track trends and generate custom reports based on the synced accounting data.
QuickBooks Online + Slack
Get instant notifications for new invoices, payments, or overdue bills, ensuring you never miss an important financial update. When an invoice is created, paid, or overdue in QBO, Zapier sends an alert to a designated Slack channel, keeping your team informed and enabling quick follow-ups with clients.
Client communication & engagement
Gmail/Outlook + Slack
Receive real-time Slack alerts for important client emails, ensuring nothing gets overlooked. When a key client email arrives in Gmail or Outlook, Zapier can notify a specific Slack channel, prompting immediate action and faster response times.
Calendly + Zoom + Google Calendar
Automate scheduling by syncing client bookings, generating Zoom links, and setting up calendar reminders. When a client books a meeting in Calendly, Zapier automatically creates a Zoom meeting and adds it to your Google Calendar, reducing the need for manual scheduling and minimizing missed appointments.
Document management & compliance
Dext + Google Drive/Dropbox
Auto-store scanned receipts and invoices in designated folders, ensuring organised and audit-ready documentation. When a receipt is uploaded to Dext, Zapier moves the file into a structured folder system in Google Drive or Dropbox, making it easier to retrieve records during tax season or audits.
Xero + DocuSign
Automatically send contracts and engagement letters for e-signature when an invoice is generated. When an invoice is created in Xero, Zapier triggers DocuSign to send a pre-set engagement letter for client approval, ensuring compliance and eliminating back-and-forth emails.
Workflow automation & task management
Trello/Asana + QuickBooks Online
Automatically create accounting tasks when a new client signs up, keeping onboarding structured and efficient. When a new client is added to QuickBooks Online, Zapier generates a task in Trello or Asana, ensuring that key setup steps—like document collection and software integration—aren’t missed.
Zapier + Monday.com
Streamline client onboarding and track project progress with automated task assignments. When a new client engagement starts, Zapier can update Monday.com, assigning tasks to the right team members and setting deadlines to keep projects on track without manual task entry.
How to set up Zapier for your firm
Implementing Zapier in your accounting or bookkeeping firm is a simple yet powerful way to automate tedious tasks, improve accuracy, and free up time for higher-value work. Follow these four steps to ensure a seamless setup and maximise Zapier’s automation benefits.
Step 1: Identify repetitive tasks
Start by listing the manual processes that consume valuable time and could benefit from automation. Common tasks may include:
- Invoice creation
- Client follow-ups
- Data entry
- Document storage
- Payment reminders
Consider areas where errors frequently occur or where automation could improve efficiency and consistency.
Step 2: Choose key integrations
Once you’ve pinpointed the most time-consuming tasks, select the Zapier integrations that align with your firm’s needs. Whether it’s automating invoice approvals, syncing financial data, or streamlining client communication, focus on the Zaps that will have the biggest impact on your workflow. Start small with a few critical automations before expanding.
Step 3: Configure & test zaps
After selecting your integrations, it’s time to set up your Zaps. In Zapier, choose a trigger event (e.g., a new invoice is created in QuickBooks) and define the action (e.g., send a Slack notification or update a Google Sheet). Test your automations to ensure data flows correctly and that each step works as expected. Adjust settings if needed before rolling them out across the entire firm.
Step 4: Monitor & optimise
Automation isn’t a one-and-done process. Regularly review performance metrics, check for errors, and fine-tune workflows to improve efficiency. As your firm grows, revisit your Zapier setup to explore new automation opportunities and ensure your tech stack evolves with your business needs.
The future of accounting automation & AI
Automation is reshaping accounting, allowing firms to move beyond manual data entry and focus on strategic advisory work. AI-powered tools can now handle expense categorisation, transaction reconciliation, and financial forecasting, improving accuracy while reducing workload.
No-code platforms like Zapier are making automation more accessible than ever. In the past, firms needed custom-built software or developers to integrate their systems. Now, Zapier enables users to automate invoicing, reporting, compliance, and client communication with ease, helping firms scale without additional overhead.
Firms that adopt automation will gain a competitive advantage, operating more efficiently while delivering higher-value services. This is essential for any successful accounting business looking to thrive in the modern era. The future of accounting isn’t just about managing numbers—it’s about using technology to optimise workflows and drive smarter business decisions.
Take your firm to the next level with GoProposal and Zapier
If there’s one integration that can truly transform your accounting workflows, it’s GoProposal with Zapier. This powerful combination can streamline proposal approvals, automate invoicing, and ensure seamless automated workflows between your accounting system, CRM, and client management tools.
Some might think automation makes things impersonal, but it’s quite the opposite. By automating routine tasks, you free up your team to focus on what truly matters: understanding client needs, providing personalized advice, and building a truly human firm.
Now is the time to embrace automation and take your firm to the next level. Don’t let manual processes slow you down. Start your 30-day free trial of GoProposal today and see how seamlessly it integrates with Zapier to automate proposals, invoicing, and client management.