Managing leads is like trying to juggle while riding a unicycle—one small slip and everything comes crashing down. You’ve got prospects trickling in to Follow Up Boss from a dozen different places, each needing just the right touch at just the right time. And somewhere between your morning coffee and your evening spreadsheet updates, important follow-ups are falling through the cracks.
Enter automation. 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. When your systems talk to each other seamlessly, those scattered leads transform into a streamlined pipeline that practically runs itself. Here’s how.
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To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Automatically add leads to Follow Up Boss
The whole appeal of Follow Up Boss is a dashboard for reviewing your entire system of leads. That’s the key word: entire. If you aren’t able to cull contacts and leads from your website into the same system as leads from your Facebook Ads, well, that’s a problem. And it’s how businesses like yours can get overwhelmed in a hurry.
Ideally, you could use Follow Up Boss to import all your leads. But this is the real world we’re talking about. You’re going to have your favorite lead sources—lead management apps, online forms, even email leads—since people can find your agency in many ways.
Here are a few of the most common places you might want to capture leads to send to Follow Up Boss. Note that these Zaps allow you to add contacts to Follow Up Boss without triggering an email send, meaning you can add new leads to your system without accidentally spamming them with the wrong emails.
From lead management apps:
From forms:
From email:
Create newsletter subscribers from Follow Up Boss
One of the best ways to maintain leads is to keep offering people value. Maybe you’ll send out new listings to interested leads or offer your thoughts on the current market. Whatever it is, a newsletter keeps leads warm.
With one of these Zaps, you can easily add your Follow Up Boss contacts to your subscriber lists in your favorite newsletter tools:
Or you can do it the other way around: bring new email newsletter subscribers into Follow Up Boss as leads. Either way, you’ll turn your newsletter into an extension of your FUB features.
Organize leads into spreadsheets and contact lists
Once you’ve got a new lead in Follow Up Boss, you can create backup files via Google Sheets or export to Google Contacts, just in case you ever lose access to your Follow Up Boss contacts. It can also make it easier to share lead info with other teams or tools that might not have access to FUB.
Set new Follow Up tags or contacts to trigger events in Google Sheets, Contacts, and more. You can even create specific customer segment backups by using the tag features in Follow Up Boss. Or switch it up and have your contacts lists populate your Follow Up Boss leads.
Send notifications and emails for new events
When there’s a new event—say a new lead signing up or an alert to follow up with an old lead—you usually need your agency or a teammate to spring into action. Let’s consider an example. Within Follow Up Boss, a lead moves through different stages. Maybe they move from a Lead (someone who’s given you their email but little else) to a Hot Prospect (someone clearly expressing interest).
The goal of Follow Up Boss is to immediately capitalize. So set Follow Up Boss to trigger your internal Slack messages and let a team member know there’s a new Hot Prospect. By funneling everything to an entire team, you keep everyone responsive, fast, and on target.
If it sounds like a lot of work, use Zaps to simplify your system within Follow Up Boss. For instance, you can set a specific tag to your FUB contacts to trigger outgoing emails—reminding the appropriate people that it’s time to follow up.
Extend your reach with Webhooks by Zapier
Not seeing the direct, one-to-one connection between apps you were hoping for? We’ve built you a middleman. Use Webhooks by Zapier as a catch-all tool. If another app integrates with webhooks but doesn’t have a Zapier integration yet, you can still set up an automation to update Follow Up Boss as though you had a direct connection.
Or run it the other way around: set a new contact in Follow Up Boss to send out a “custom request” in Webhooks by Zapier and trigger downstream actions from other apps.
Turn Follow Up Boss into the ultimate lead tool
It’s enough work to try to capture leads. Once you have those leads in place, it shouldn’t be more work to manage them. Make sure your lead system connects with your other business-critical tools with automation.
Of course, this is just a sampling of what you can do when you match Follow Up Boss with Zapier. What will you automate first?
This article was originally published in September 2023. It was most recently updated in December 2024.