Automation & Integration
You already know which processes need to be automated. The problem is finding the time to build the Zaps, troubleshoot the broken ones, and keep everything running as your tools change. Nacho's fractional specialists work directly inside your Zapier account, building multi-step workflows, cleaning up failed tasks, and documenting everything so you always know what's running and why. This is hands-on execution, not consulting.
What we do
Concrete work our fractional specialists take on inside your Zapier account. No vague promises.
Our specialists translate your manual processes into fully configured multi-step Zaps, including filters, formatters, paths, and conditional logic. We set up triggers and actions across your connected apps, test each step with live data, and confirm the Zap is turned on and running before handing it off. You get a working automation, not a draft.
When a Zap starts throwing errors in your Task History, we dig into the specific failed task, identify whether the issue is a field mapping problem, an API authentication failure, or a change in a connected app, and fix it at the root. We don't just replay the task. We make sure the same error won't recur the next time the trigger fires.
If you've accumulated Zaps over time without a clear naming convention or ownership structure, we audit your full Zap list, flag anything that's off, paused without reason, or duplicated, and produce a plain-language document describing what each active Zap does, what it connects, and when it was last verified. This is especially useful before onboarding a new team member or switching tools.
Not every workflow is a straight trigger-to-action. We build Zaps that branch using Paths, apply Filters to prevent unwanted runs, and use Formatter steps to clean, split, or reformat data before it reaches the destination app. This keeps your downstream tools from receiving junk data and reduces the need for manual cleanup on the other end.
We map how your CRM, project management tool, email platform, invoicing software, and communication apps need to talk to each other, then build the Zap architecture to support it. This includes setting up Webhooks where native triggers aren't available and using Zapier's built-in storage or Digest features where batching makes more sense than real-time firing.
When you change a core tool, such as moving from HubSpot to a new CRM or switching from Mailchimp to ActiveCampaign, your existing Zaps break. We inventory what was running, rebuild the equivalent workflows in your updated stack, and verify that data is flowing correctly before decommissioning the old Zaps. We also flag any automations that no longer have a clear equivalent so you can decide how to handle them.
The handoff
During onboarding, your dedicated Client Success Manager reviews your existing Zapier account (if you have one), identifies any broken or redundant Zaps, and works with you to prioritize what to build or fix first. That becomes your Strategic Delegation Plan, a roadmap that your assigned specialist works from. Your specialist operates inside your own Zapier account using credentials you control, so you always retain full ownership of every Zap, connection, and task history. Each workflow is documented before it's handed off, and nothing goes live without your sign-off. As your tools or processes change, your specialist updates the Zaps to match, so you're not left managing a library of automations that no longer reflect how you actually work.
Use cases
A few of the most common workflows our team has deployed with Zapier.
When a lead submits a form, a new contact is created or updated in HubSpot with mapped field values, and a formatted Slack message is sent to the relevant channel with the lead's name, company, and response summary. This eliminates manual CRM entry and gives the sales team an immediate heads-up without checking a dashboard.
When a charge succeeds in Stripe, a new record is written to an Airtable base with the customer's name, plan, and payment date, and an onboarding sequence is triggered in ActiveCampaign using the customer's email. This removes the manual step between payment confirmation and onboarding kickoff.
When a meeting is scheduled through Calendly, the event is created in the host's Google Calendar with the invitee's details pre-filled in the description, and a prep task is added to the relevant Asana project with a due date set for the day before the meeting. The host doesn't need to touch either tool manually.
When a specific label is applied to an email in Gmail (typically indicating a new client or project), a named folder is automatically created in a designated Google Drive directory and a confirmation email is sent to the client. This enforces a consistent file structure without requiring anyone to remember to do it manually.
When a Jira ticket moves to a completed status, a Slack message is posted to the project channel confirming the task is closed, and a billable line item is logged in QuickBooks against the relevant client. This connects project delivery directly to billing without a manual handoff between the delivery and finance teams.
Talent Budget
Drag the sliders to build a monthly plan that fits your workload.
Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
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Ready when you are
Book a discovery call and we'll audit your current Zapier setup, identify what's broken or missing, and build a prioritized roadmap before your first hour is billed.