What Is Zapier? (Plain-English Explanation)
Zapier is a tool that connects your other apps together so they talk to each other automatically. You create rules called "Zaps", each Zap works like this: when something happens in App A, automatically do something in App B.
A Zap is just a recipe: Trigger → Action
You set these up once (takes about 15–20 minutes each), and then they run automatically, forever.
After This Guide You'll Have 4 Zaps Running:
- Zap #1: Instant text alert every time a new lead comes in from any source
- Zap #2: New leads automatically added to your Mailchimp email nurture list
- Zap #3: Post-closing review request sent automatically after every transaction
- Zap #4: Showing confirmation SMS sent automatically when a showing is scheduled
What You'll Need
The automation platform that connects everything. The free plan handles all 4 Zaps in this guide comfortably for most individual agents.
Try Zapier free →Where your email nurture sequences live. New leads get added here automatically by Zapier. See the full guide: Email Marketing for Real Estate.
Try Mailchimp free →Zapier can send emails through Gmail, Outlook, or your custom domain email. You'll use this for your automated follow-up and review request emails.
You already have this →Rather Have an Expert Build These Zaps?
We'll build all 4 automations, connect them to your CRM and lead sources, and have everything running in a single 90-minute setup session.
Step 1: Create Your Free Zapier Account
Go to zapier.com and sign up with your Google or email account. When asked your role, select "Real Estate" and "Individual / Solo." This personalises the interface for your use case.
Zapier will ask you to connect your first app. You can skip this for now, we'll connect apps as we build each Zap below.
Zap #1: Instant Lead Alert to Your Phone
- Open Zapier and click "Create Zap"
- Trigger: Select your lead source, Zillow, Realtor.com, your website contact form (Gravity Forms, Typeform, etc.), or your CRM (Follow Up Boss, kvCORE, HubSpot)
- Action: Select "Gmail" → "Send Email", send an email to yourself with the lead's full details in the subject line (Name, Phone, Property Interest)
- Optional: Add a second Action → "SMS by Zapier" or "Twilio" to get a text notification at the same time
- Name the Zap: "New Lead Alert" and turn it on
Most agents set up their email to push notifications on their phone, so this Zap effectively makes a new lead ring your phone within seconds of them submitting a form.
Zap #2: Auto-Add New Leads to Mailchimp Email Nurture
Most leads don't buy or list for 6–18 months after first contact. If you're not staying in touch during that time, they'll hire whichever agent they remember when they're finally ready. This Zap adds every new lead to your Mailchimp nurture sequence automatically.
- Trigger: Same as Zap #1, new lead from any source (you can reuse the same trigger)
- Action: Select "Mailchimp" → "Add/Update Subscriber"
- Map the fields: First Name → First Name, Email → Email Address, lead source → Tag
- Select your Audience: "Buyer Leads" or "Seller Leads" depending on your setup
- Turn it on. Now every new lead goes straight into your email nurture sequence.
If you haven't built your Mailchimp email sequences yet, see the full guide: Email Marketing for Real Estate Agents. That guide includes 6 full email templates for a buyer nurture sequence.
Zap #3: Post-Closing Review Request
Your happiest clients, the ones who just closed, are your best source of Google reviews and referrals. But most agents forget to ask in the excitement of closing. This Zap sends a review request automatically 24 hours after a deal closes in your CRM.
- Trigger: Select your CRM (HubSpot, Follow Up Boss, kvCORE, etc.) → "Deal/Contact Status Changed to: Closed"
- Action: Add a 24-hour delay (Zapier has a built-in Delay action)
- Second Action: "Gmail" → "Send Email" using the review request template below
- Turn it on. Every closed deal now triggers an automatic, perfectly-timed review ask.
Zap #4: Automatic Showing Confirmation SMS
Playing phone tag to confirm showings wastes hours each week. This Zap sends an automatic SMS confirmation to both you and your client as soon as a showing is added to your calendar, confirming the address, time, and a link to reschedule if needed.
- Trigger: "Google Calendar" → "New Event" (or your showing scheduling tool if you use one)
- Filter: Only proceed if the event title contains "Showing" (so it doesn't fire for every calendar event)
- Action: "Gmail" or "Twilio" → Send a confirmation message to yourself and a separate one to your client's email
- Message template: "Showing confirmed: [PROPERTY ADDRESS] on [DATE] at [TIME]. To reschedule, reply to this email or call [PHONE]."
- Turn it on.
What Real Estate Agents Report After 60 Days
Agents who implement these 4 Zaps consistently report responding to leads faster (and winning more listings as a result), a significant increase in Google reviews after closings, and 6–8 hours per week freed from manual follow-up and admin work, time that goes back into prospecting and client service.
Want help building these Zaps? →
What to Automate Next →
Build the buyer and seller nurture sequences that Zapier feeds leads into automatically.
→ Best AI Tools for Real EstateChatbots for lead capture, AI for listing descriptions, and scheduling tools. The full toolkit.
→ Google Reviews for Real EstateBeyond Zap #3, a complete strategy for getting consistent reviews after every transaction.
Frequently Asked Questions
Start with Zap #1 Right Now
Create your free Zapier account, connect your lead source, and get instant text alerts for every new lead, in about 20 minutes.