10 Ways to Automate PayPal with Zapier to Improve Your Business Operations, Fast


PayPal has long been one of the most commonly used tools for small businesses and solopreneurs looking for a simple, affordable way to get paid. It’s a fast, safe way for people to send money, make online payments, and even set up a merchant account to run a business. PayPal makes it easy for people and businesses alike to make and receive payments in 203 markets and more than 100 different currencies. 

PayPal offers tools for billing, invoicing, reporting, and more. Plus, there’s even a new Working Capital program and a Business Debit Mastercard is available to make everyday purchases a breeze. PayPal makes the transaction process easy and when you add the power of Zapier, you’ll take payment processing and getting paid to a whole new level. Change the way you manage your business finances with this impressive app and the wonders of automation through Zapier. 

Zapier and PayPal can integrate with over 1,000 apps, and Zapier is what connects your business to more than 3,000 apps in total, with more added every single day. You can use Zapier to set up automations and engage prebuilt workflows that take care of data transfers, notifications, automated invoicing, and so much more. Plus, you can even send follow-up emails when payments are received, track payments in Google Sheets or another app, and more. 

Zapier has been changing the way that businesses operate, providing plenty of automations that can change the game and help build the bottom line while taking more of the tasks off your plate, one workflow at a time. Zapier automates everything from notifications to payment processing, contact sharing, and even file transfers and marketing tasks, giving you the chance to get back to business while Zapier handles the rest. 

Five reasons automation is a must

There are some who still errantly think that automation is a bonus—something that can be embraced if they have the means and the time, but without it, the business will still do just fine. Today, that’s not the case at all. The modern business cannot survive, let alone expect to thrive, without the power of automation on its side. 

Although the case for automation is strong and has shown itself in several different industries over the years, so many still wonder what all it can do. Here are five reasons that you absolutely need automation. 

  • Increased Consistency and Quality: When you automate, you guarantee better quality and more consistent results. Humans are great, but they also have a tendency toward error and variation in the work that they do. Automation makes it easy to get exact results every single time and improve the quality delivered to your customers. 
  • More Efficient Operations: You can also enjoy more efficiency when you embrace automation for your business. It will be up to you to find the best ways to use it, but when you do put it to work, you’ll find that there is little keeping you from getting things done quickly and efficiently. 
  • Lower Costs and Expenses: If you’re spending less time and effort on tasks, you’re spending less money, too. That means you will save on various expenses and business costs, giving your business a chance to grow without having to increase sales. It's all about savings and money is a big one. 
  • Reduced Labor: You’re also going to save on labor. People won’t be spending their valuable time on repetitive, tedious work that could be done by a computer with much better and more efficient results. Not only that, but they’ll be working more efficiently and getting more done in less time simply because they feel empowered with automation on their side. 
  • Increased Compliance: Automation makes compliance easy. When you automate tasks and processes, you can guarantee that you are always following the law or any industry regulations that are in place. It’s nice to hope that people would be compliant, but accidents and mistakes happen, so there are never any guarantees. With automation, on the other hand, you can make compliance a priority and a guarantee with ease. 

Bear in mind that these are just the tip of the iceberg when it comes to the perks of automation. However, these are the ones that make an ironclad case for why you should be getting on board if you aren’t already. And if you want to get on board with a better solution for customer support, ask how the virtual receptionists at Smith.ai can change the game by acting as the face of your business

If you’re starting with Zapier, here’s how it can integrate with PayPal to help you get more out of your payments and invoicing. 

1. Add new rows to your Google Sheets for PayPal sales    

This automation makes it easy for you to track your PayPal sales in Google Sheets, allowing you to add new rows anytime that you complete a transaction in PayPal. You don’t even have to do the work because Zapier will let you set up the automation and then anytime PayPal has a new sale, it will be added to your Google Sheets accordingly. You can save time and still make sure that all your records are organized, which makes it a great way to improve business operations. 

2. Share notifications in Slack when a new PayPal sale occurs  

Slack makes team collaboration easy and Zapier makes it even easier. You can set this workflow up so that whenever a sale occurs in PayPal, your team is notified on Slack. PayPal transactions can be posted on their own channel or even sent as direct notifications to specific members of the team. Just put the automation in place, set the trigger, and watch the notifications come in whenever you get paid. This way, everyone can be ready for the next steps, no matter what those next steps might be. 

3. Subscribe PayPal customers to Mailchimp automatically    

How much time do you spend adding subscribers to your email marketing campaigns? How does “none” sound? With this automation, you’ll never have to do it again. Your PayPal customers will submit their email address with payment, and when they agree to newsletters or other email updates, you can have Zapier automatically send their information right over to Mailchimp and put them on the right subscriber list so that they get the right messages. It makes email marketing faster and saves you the work, too. 

4. Create Xero invoices with your PayPal sales   

Xero is a great tool for billing and invoicing. It offers more robust features than what you’ll find through other tools and resources, and it keeps everything organized in one place. If you use this accounting platform, you’ll love the ways that Zapier integrates, including helping by importing all of your PayPal sales and turning them into invoices for you. That way, you’re still getting paid and able to bill your clients automatically without having to put in the extra effort. Just set the automation and let Zapier do the work, and you’ll be able to streamline everything in one place. 

5. Add contacts in ActiveCampaign from PayPal     

If you use ActiveCampaign for marketing automation or as a CRM, you’ll want to make sure that you keep all of your information updated and streamlined. Automation can help with that, thanks to the Zapier integration that lets you add all of your PayPal customers as contacts in ActiveCampaign. This workflow will pay attention and whenever a new customer comes through PayPal, their contact details will get “zapped” by Zapier right over to your ActiveCampaign database. Then, you can focus on other things that need your attention. 

6. Add Zoom registrants from PayPal sales    

If you are using Zoom to host a paid meeting or event, it’s going to be a lot of work to keep everything organized—or is it? With Zapier, it doesn’t have to be. Just add this workflow and then anytime someone pays you via PayPal, they’ll be automatically added to the Zoom group as a registrant. This streamlines event management and makes it easy for you to keep track of who has paid and who still owes. Plus, it ensures that everyone that should get in does. Zapier will even do the work for you so that you don’t have to worry about a thing. 

7. Create contacts in Keap for new PayPal sales    

Keap Max Classic is one of the many versions of this CRM software that is popular among businesses today. This particular workflow is going to help you keep your CRM updated with the latest customer information and contact details. You’ll be able to set the workflow in place and then each time a PayPal sale occurs, the contact information will be transferred to Keap Max Classic. If the information is already present, it will be updated if necessary, or discarded. Contact management is a big perk of automation and this is just one example. 

8. Create Trainerize clients when you get new sales on PayPal    

With Trainerize, you can streamline all of your clients and keep everything organized. When you integrate with Zapier, it becomes even easier for you to streamline and organize your contacts. For example, in this integration, you can set it up so that each time a sale happens on PayPal, it triggers a contact creation in Trainerize for a new client. You can also set this to update information when there’s a change in the details. This will ensure that information gets transferred and that your team isn’t drowning in busywork. 

9. Send email notifications in Gmail with PayPal sales    

Gmail notifications are a way of life for some business owners. If you’re using Gmail to keep in touch, you’ll love being able to automate notifications. PayPal has its own notifications in place for different transactions, but they’re not always timely or reliable. With Zapier, you can guarantee that anytime a sale occurs on PayPal, you’re immediately notified via Gmail so that you can proceed accordingly. You can even have it notify certain teams or team members to keep the sales pipeline moving or set up other custom parameters. 

10. Create Salesforce contacts and opportunities for PayPal customers and sales     

Salesforce makes managing the sales pipeline easy. It’s one of the most popular CRM and sales management tools available today. It has several versions for different industries and needs, and it offers something for just about everyone. Plus, it integrates with tons of software and tools, including PayPal and Zapier. With this specific automation, you’ll be able to automatically turn PayPal customers and transactions into a contact or an opportunity in Salesforce, without having to input the data yourself. Just set the trigger and when the new customer or sale shows up in PayPal, Zapier will send it to Salesforce, accordingly. 

Streamline even more operations when you partner with Smith.ai

At Smith.ai, we love automation. We also love being a part of what makes your business run more efficiently. When you hire our team of virtual receptionists, you’ll get a dedicated solution that can be the face of your brand for everything that you need. Let us handle after-hours calls, live website chat, and even fielding lead intake and appointment scheduling for you. We'll help you come up with a custom solution, regardless of what you have in mind. 

Zapier is a great tool and it’s got a lot to love. Creating smart workflows between the software programs that you use is simple, and with the power of Zapier, Smith.ai can integrate with over 3,000 apps so that each chat, call, and text is logged properly in your CRM, marketing platform, or anywhere else. 

Find out how we connect to Zapier by exploring our apps! You’ll also learn more about Smith.ai’s Answering Service app on Zapier, and explore Smith.ai’s Website Chat app on Zapier.

Get the details by scheduling a consultation to discuss the 24/7 chat and phone answering solutions from Smith.ai, including overflow answering, warm transfers, new client intake, payment collection, and so much more. You'll also find us at (650) 727-6484 or hello@smith.ai.

Business Education
Apps and Software
Written by Sean Lund-Brown

Sean Lund-Brown is a current Marketing Assistant for Smith.ai. A graduate from Metropolitan State University of Denver, Sean graduated with a BA in Music and an individualized degree in Teaching Vocal Pedagogy.

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