5 Zapier Workflows for Follow Up Boss
Want to save time and close more deals? Automate your repetitive tasks in Follow Up Boss with these five Zapier workflows. Real estate agents using these workflows report faster lead responses, higher engagement, and improved conversions. Here’s a quick overview:
- Automated Lead Assignment: Instantly route leads to the right agent based on criteria like location or expertise.
- Instant Email Follow-Up: Send personalized emails automatically when a lead takes action.
- Task Creation for New Leads: Automatically generate follow-up tasks for every new lead.
- Calendar Sync for Appointments: Sync Follow Up Boss appointments with Google Calendar to avoid scheduling conflicts.
- Deal Updates Based on Contact Stage: Keep your sales pipeline accurate by automating deal updates when a lead’s stage changes.
Why it matters: Automation saves time, improves response rates, and helps you focus on building relationships and closing deals. With setup times under 6 minutes and plans starting at $15/month, these workflows are a simple way to streamline your process.
Quick Tip: Pair these workflows with Ace AI for smarter CRM management, and you could boost conversions by up to 27%. Ready to get started? Let’s dive in.
Zapier and FUB Basics
1. Automated Lead Assignment Workflow
Picture this: a lead comes in at 9:47 PM on a Saturday. Without skipping a beat, it’s routed to the perfect agent - based on location, lead source, or expertise. No delays, no missed opportunities.
Trigger Event in Follow Up Boss
The magic begins when Follow Up Boss detects a New Inquiry. This trigger captures everything from registrations and property inquiries to seller questions and general inquiries from your website or other lead sources. You can also create triggers for events like Property Saved, Property Viewed, or even when a Tag Added is applied to a contact.
Want to take it up a notch? Install the Follow Up Boss Pixel on your website. This tool tracks visitor behavior, feeding valuable insights into your automations and giving you even more trigger options.
Action Performed by Zapier
Once a trigger is activated, Zapier steps in to assign the lead based on your predefined criteria - whether it’s geographic territory, lead source, property type, or agent specialization.
Here’s a real-world example: In December 2024, Friends in Real Estate, a $200 million team ranked #2 in Virginia, put this system into action. Barry Jenkins, the team’s owner and CEO, automated their lead assignment process to free up his team’s time for what matters most - building relationships and closing deals. As Barry puts it:
"Think of it like having a clone of yourself (minus the existential crisis) handling all those repetitive tasks while you focus on what really matters: building relationships and closing deals."
This automation ensures leads are handed off instantly, turning what used to be manual tasks into immediate action.
Time Saved Through Automation
By automating lead assignment, you cut out the tedious back-and-forth, saving hours and dramatically improving response times. And here’s why that matters: companies that reach out to leads within five minutes are 100 times more likely to convert them compared to those that wait longer.
Impact on Lead Management and Conversion
Speed isn’t just a nice-to-have - it’s a game-changer. Quick responses can boost lead conversion rates by up to 21 times. In fact, companies using marketing automation to speed up their responses have seen a 34% increase in sales revenue.
This workflow doesn’t just save time - it ensures leads are matched with the right agents based on their expertise, location, or the campaign that brought the lead in. The result? A smooth, efficient process that maximizes your chances of converting every lead.
This lead assignment system is just one example of how Zapier and Follow Up Boss work together to empower real estate professionals. It’s a simple yet powerful way to take your lead management to the next level.
2. Instant Email Follow-Up Workflow
When a lead expresses interest, an instant email follow-up can make all the difference. By engaging prospects right away, you create an opportunity to activate automated triggers that deliver tailored responses.
Trigger Events in Follow Up Boss
Follow Up Boss offers several trigger events that can initiate an instant email follow-up. These include actions like New Contact, Tag Applied, Stage Change, Website Events, or New Appointment. Each trigger represents a prime opportunity to send a personalized message that aligns with the prospect's actions or status.
How Zapier Fits In
Once a trigger is activated, Zapier steps in to connect Follow Up Boss with your email platform - whether it's Gmail or Email by Zapier. This integration ensures that personalized messages are sent automatically. For instance, if a lead is tagged as "Hot Prospect" in Follow Up Boss, Zapier immediately dispatches a customized email without any manual effort.
The Time Automation Saves
The efficiency gained through automation is impressive. Real estate agents handling 15–20 leads weekly can save around 5 hours by automating their follow-up emails. This eliminates the constant need to monitor your CRM and manually draft follow-ups, freeing up time for other critical tasks.
Boosting Lead Management and Conversion
Automation doesn't just save time - it delivers results. For example, Veo reported a 7.5% increase in lead conversion rates thanks to instant email workflows. Their sales team benefited from up-to-date lead tracking and a streamlined sales process.
"It's helped us accelerate our sales cycle… and saved us thousands of hours, and costs, because we didn't have to hire a developer to make multiple systems talk to each other."
- Lars Christensen, Social Ads Specialist at Veo
3. Task Creation for New Leads Workflow
Setting up automated tasks for new leads can make follow-ups much easier, especially when you're juggling dozens of prospects every week. With this workflow, action items are automatically created whenever a new lead enters your Follow Up Boss system, ensuring no potential client gets overlooked.
Trigger Event in Follow Up Boss
The New Contact event in Follow Up Boss serves as the main trigger for this automation. Whenever a lead comes into your CRM - whether through a website form, referral, or a lead generation platform - the workflow kicks in immediately. You can also set triggers for events like New Appointment or when specific tags, such as "Hot Lead" or "First-Time Buyer", are added to a contact [24–27].
This automation eliminates the need for manual input, ensuring tasks are created as soon as a new lead enters your system.
Action Performed by Zapier
Once the trigger is activated, Zapier steps in to handle the next phase. It creates tailored tasks in Follow Up Boss that align with your lead management process. These tasks can include key details such as the lead's source, contact information, and priority level. For example, if a new appointment is scheduled, Zapier can automatically generate a follow-up task with reminders to prepare property details and confirm the meeting.
Because this integrates directly with your current Follow Up Boss setup, tasks appear seamlessly alongside your existing CRM activities. This means your team can stay focused on their work without needing to adapt to new tools or workflows.
Time Saved Through Automation
By automating task creation, you save a significant amount of time. For instance, one company managed to cut its invoice processing time by 80% using similar Zapier workflows, allowing them to focus more on revenue-generating activities.
Impact on Lead Management and Conversion
Automating tasks ensures consistent follow-ups, which can directly boost conversion rates. For example, a real estate company that implemented automated follow-up systems saw a 25% increase in response rates thanks to consistent lead engagement. This steady approach helps maintain a healthy sales pipeline and ensures high-value leads receive the attention they deserve. Plus, this task automation works in harmony with other workflows, keeping your operations smooth and efficient.
4. Calendar Sync for Appointments Workflow
Managing appointments across different calendars can quickly become overwhelming, especially for busy real estate agents juggling client meetings and property showings. This workflow bridges the gap by automatically syncing your Follow Up Boss appointments with Google Calendar. The result? A seamless schedule that works alongside your other Zapier automations, ensuring you never miss an important event.
Trigger Event in Follow Up Boss
The automation kicks off with the "New Appointment" trigger in Follow Up Boss. Anytime you schedule a meeting - whether it’s a property showing, client consultation, or follow-up - it immediately sets the workflow in motion. This trigger activates as soon as the appointment is created, whether during a call or after responding to an inquiry. You can even use triggers like "New Tag" for specific types of appointments.
Action Performed by Zapier
Once the trigger is activated, Zapier takes over by creating a matching event in Google Calendar. It includes all the essential details: client name, property address, meeting type, and any notes you’ve added. The integration also offers bidirectional syncing, meaning updates made in Google Calendar can reflect back in your CRM. This eliminates the need for manual data entry and keeps everything in sync effortlessly.
Time Saved and Impact on Lead Management
Setting up this automation is quick - less than 6 minutes. That small investment of time pays off significantly by reducing scheduling errors and freeing you up for more important tasks like meeting prep or client follow-ups. Plus, with SMS reminders that include appointment details like start time, location, and attendees, you’ll enhance your reliability and professionalism. This workflow, like others in your toolkit, helps streamline CRM operations and boosts overall productivity.
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5. Deal Updates Based on Contact Stage Workflow
Keeping your sales pipeline accurate and up-to-date is key to effective lead management. This workflow ensures that whenever a contact's stage changes in Follow Up Boss, a deal record is automatically created or updated. For agents juggling multiple leads at different stages, this automation removes the hassle of manual updates.
It also works hand-in-hand with other Zapier workflows, making sure every lead transition seamlessly translates into a deal update.
Trigger Event in Follow Up Boss
The "Person Stage Updated" trigger in Follow Up Boss springs into action the moment a contact's stage changes. Whether you're moving someone from "Lead" to "Qualified Buyer" or from "Showing Properties" to "Under Contract", this automation captures the change instantly - whether you're working on your desktop or mobile device.
Action Performed by Zapier
Once the trigger is activated, Zapier steps in with the "Create Deal" action. This action either creates a new deal record or updates an existing one in Follow Up Boss, using the most recent contact details. The result? Your deal records stay current without you needing to lift a finger.
Time Saved Through Automation
Say goodbye to duplicate entries and tedious manual updates. This streamlined approach not only saves time but also helps you focus on what matters most - closing deals.
Impact on Lead Management and Conversion
By automating deal updates, you’ll see a noticeable improvement in lead management and conversion rates. Ryan Fitzgerald, owner of Raleigh Realty, shared his experience:
"As a result, we saw a 30% increase in our lead conversion rate within the first three months of implementation."
With this workflow, agents can expect a 30% boost in lead conversions and a 10%–20% increase in ROI. This automation isn't just a time-saver - it’s a game-changer for scaling your real estate business.
Ace AI – Follow Up Boss CRM AI Assistant
While Zapier workflows simplify external integrations, Ace AI takes internal CRM management to the next level with intelligent automation. It integrates directly into your CRM as a smart assistant, offering instant, self-serve onboarding using your existing login - no extra accounts or training required.
Voice and Chat Commands
One of Ace AI's standout features is its natural language interface. Agents can use voice or chat commands to update notes, create tasks, schedule appointments, and apply action plans - all while on the go. Whether driving between meetings or walking through property showings, Ace AI keeps agents connected and productive.
Mark Jensen, a broker who implemented Ace AI, shared his success:
"Ace AI has been transformative for my business. Within a week, I've seen an incredible increase in response rates. The ability to save summaries for our leads has saved us so much time."
Smarter Insights with Context-Aware Intelligence
What sets Ace AI apart from basic automation tools is its ability to analyze your Follow Up Boss data for actionable insights. Instead of just automating tasks, Ace AI provides smarter recommendations tailored to your lead data. It surfaces relevant client talking points, drafts personalized follow-ups, and suggests the next steps, all while staying aligned with your brand's tone.
Here’s what Ace AI can do:
- Run complex queries and bulk update contact stages.
- Auto-draft personalized emails and texts.
- Schedule follow-ups and manage touchpoints - all with minimal effort.
Real Results for Real Estate Teams
These advanced features are driving real results for real estate professionals. Early users of Ace AI report impressive improvements in their metrics. For example, teams using Ace AI are closing 27% more deals. One team shared:
"We doubled our speed-to-lead with Ace AI in Follow Up Boss and saw a 27% lift in conversions within the first month."
Another team highlighted the time savings:
"The Ace AI email drafting feature alone saved us 10+ hours per week across our team of 8 agents using Follow Up Boss."
Integration That Works with Your Existing Tools
Ace AI complements your Zapier workflows by handling on-platform tasks that require deeper intelligence. While Zapier automates external processes like syncing calendars or creating deals from lead forms, Ace AI focuses on internal CRM tasks, offering insights and context that enhance your workflow. Austin Archuleta, Founder of Moon Sherpa Labs, explains:
"Ace AI empowers real estate professionals to save time, build stronger client relationships, and close more deals by combining seamless integration with powerful AI-driven insights."
Ace AI is available in two pricing tiers: Ace at $25/user/month for embedded chat and Ace Pro at $55/user/month for full voice and chat capabilities. Both plans include volume discounts and a 7-day free trial.
For agents already leveraging Zapier workflows, adding Ace AI creates a robust automation ecosystem. Together, they transform Follow Up Boss into a truly intelligent sales platform, delivering a complete solution for real estate automation.
Workflow Comparison Table
Zapier workflows offer tailored solutions for Follow Up Boss users, each designed to address specific challenges and boost efficiency. By understanding what each workflow brings to the table, you can better align automation with your team's goals.
| Workflow | Time Savings | Error Reduction | Lead Management Impact | Conversion Impact |
|---|---|---|---|---|
| Automated Lead Assignment | Automatically organizes and distributes leads | Reduces the chance of missed assignments | Ensures leads are allocated instantly | Enables faster initial responses |
| Instant Email Follow-Up | Cuts down on manual follow-up time | Helps eliminate communication gaps | Guarantees prompt and consistent outreach | Linked to a 28% increase in engagement |
| Task Creation for New Leads | Simplifies follow-up by automating task creation | Prevents missed action items | Assigns tasks for every lead automatically | Enhances lead nurturing efficiency |
| Calendar Sync for Appointments | Reduces time spent coordinating schedules | Avoids scheduling conflicts | Updates availability in real time | Decreases appointment no-show rates |
| Deal Updates Based on Contact Stage | Keeps CRM data current with automated updates | Improves pipeline accuracy | Tracks lead progression seamlessly | Aids in better deal forecasting |
These workflows clearly demonstrate how automation can enhance both efficiency and accuracy in lead management. By focusing on the specific benefits they deliver, you can identify which solutions best meet your operational needs.
Jonathon Kerester, Managing Broker at Realty Investment Advisors, shared how automation transformed his workflow:
"Zapier cuts my cold calling time by 75% and cuts my follow-up on old leads by 90%"
His team's results highlight just how impactful automation can be. By leveraging these workflows, Realty Investment Advisors drastically reduced follow-up time by 90%.
Whether you’re aiming for faster responses, better scheduling, or improved pipeline management, these workflows can simplify your processes and free up your team to focus on closing deals. For teams prioritizing rapid responses, Instant Email Follow-Up and Lead Assignment are key. If your focus is on smoother scheduling, Calendar Sync and Task Creation are the way to go.
Conclusion
The five Zapier workflows we’ve covered can turn Follow Up Boss into a powerful lead management hub. By connecting Follow Up Boss with thousands of apps, these workflows cut down on repetitive tasks so you can focus on what really matters - building relationships and closing deals.
With over 25 million Zaps running and an average setup time of under six minutes, the benefits of automation are clear [46–50]. Take Ryan Fitzgerald from Raleigh Realty, for example: after implementing an automated email sequence, his team saw a 30% jump in lead conversions within just three months. Similarly, the Friends in Real Estate team, a $200M operation ranked #2 in Virginia, relies on Follow Up Boss and Zapier automation as a cornerstone of their strategy.
The numbers back it up. Automation helps 91% of marketers hit their goals, and companies using these tools report a 50% boost in execution speed, according to Gartner’s 2024 Report on Automation. For real estate agents, automation can increase leads by 77% while freeing up time for more meaningful, high-impact activities.
Start small by automating tasks that eat up your time, like responding to leads or managing your schedule, and expand as you see results. Whether you’re aiming for faster lead follow-ups, streamlined scheduling, or better pipeline management, these workflows offer a strong starting point for greater efficiency.
To take it a step further, Ace AI integrates intelligent automation right into Follow Up Boss. Designed specifically for this CRM, Ace AI uses voice and chat commands to simplify your workflow - no extra logins or complex setups required. Teams using Ace AI report saving 25–30% of their time, making it the perfect complement to Zapier workflows for a complete automation solution.
In today’s competitive real estate market, automation isn’t just helpful - it’s necessary. These tools enable you to work smarter, respond quicker, and focus on what you do best: helping clients buy and sell homes.
FAQs
What are the benefits of using Zapier workflows with Follow Up Boss for real estate agents?
Real estate agents can save time and simplify their daily tasks by using Zapier workflows with Follow Up Boss. By linking Follow Up Boss to other apps, agents can automatically add new leads to their CRM. This means no more manual data entry, fewer mistakes, and a better chance of capturing every potential client.
Zapier workflows can also handle follow-ups effortlessly. For example, they can send personalized emails or set up reminders based on lead activity. These automated touches keep agents connected with prospects and clients, ensuring timely communication without extra hassle. The result? Better lead management, increased productivity, and a smoother experience for clients.
What do I need to set up Zapier workflows with Follow Up Boss, and how much does it cost?
Setting Up Zapier Workflows with Follow Up Boss
To get started with integrating Zapier and Follow Up Boss, you'll first need a Zapier account. Zapier provides a free plan with basic features, but if you're looking for more advanced automation options, there are premium plans available. These plans are flexible, making it easy to find one that suits your needs - whether you're working solo or as part of a larger team.
The best part? You don’t need any coding skills to set it up. Creating Zaps (automated workflows) is straightforward. By connecting Follow Up Boss with other tools, you can automate tasks like lead assignment, email follow-ups, and task creation. It’s a simple way to save time and direct your energy toward what truly matters - serving your clients.
How can Ace AI enhance automation when used with Follow Up Boss and Zapier workflows?
Integrating Ace AI with Follow Up Boss enhances automation by building on the workflows you already manage through Zapier. While Zapier connects Follow Up Boss to various apps for tasks like assigning leads or handling email follow-ups, Ace AI takes it a step further by streamlining your daily operations directly within the platform.
With Ace AI built into Follow Up Boss, you can use voice or chat commands to log calls, set up tasks, and draft tailored follow-ups instantly. It also offers smart, context-aware suggestions and reminders, ensuring you never lose track of a lead. This integration simplifies workflows, boosts efficiency, and minimizes missed opportunities - all without needing to switch between tools.