Automation is a game-changer for business owners looking to streamline their operations and save time on repetitive tasks. 


In this guide, we’ll explore how you can use Book That In to automate the workflows that typically follow a booking. 


Whether it’s generating invoices, sending reminders, or updating mailing lists, BookThatIn's webhook functionality connects your data to the tools you already use.


By automating these tasks, you’ll not only reduce manual effort but also eliminate errors and focus on what truly matters—growing your business.


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Why Automate?

The primary reason to embrace automation is efficiency. 


Manual processes like reconciling payments, updating reports, or sending follow-up emails can eat up hours of your time. These are admin tasks you don’t need to handle personally—they can be delegated to systems instead of people.


Richard Branson famously said, “If you really want to grow as an entrepreneur, you have to learn to delegate.”


In the modern business world, that includes delegating to automation tools. Automating these workflows ensures your business runs smoothly without constant intervention.

How Does It Work?


BookThatIn uses webhooks to send booking data to third-party platforms such as Zapier, Make.com, and others. 


These platforms then connect with thousands of tools, from accounting software like Xero and QuickBooks to email marketing platforms like MailChimp.


What Are Webhooks?


A webhook is a unique URL that waits to receive data when a booking occurs. Imagine it as a virtual fishing hook that "catches" data sent from BookThatIn. Once the data is received, platforms like Zapier or Make can process it and send it to your desired tools.


Why Not Direct Integration?

Instead of building direct integrations with every tool, Book That In uses webhooks as a universal method to connect with intermediary platforms. These platforms have already built integrations with thousands of tools, making it easy to set up automations tailored to your specific needs.

Examples of Automation

  1. Reporting
    Automatically send booking data to a Google Sheet to create real-time reports. For instance, franchisors can view bookings across multiple franchises at a glance.

  2. Accounting
    Send booking details to accounting tools like Xero or QuickBooks to generate and mark invoices as paid. Payment platforms like Stripe can also feed transaction data into these tools for reconciliation.

  3. Email Reminders
    Use webhooks to trigger emails through Gmail, Outlook, or email marketing platforms like MailerLite or MailChimp. For example, you can set up reminders to go out an hour before an event.

  4. Mailing Lists and CRM Updates
    Automatically update mailing lists in tools like MailChimp, HubSpot, or Keap. New bookings can trigger email campaigns, follow-ups, or even segmented marketing efforts.

Getting Started with Webhooks

If you’re new to automation, start simple. 


For instance, you could create a webhook to send booking data to a Google Sheet. This allows you to familiarise yourself with the process before tackling more complex workflows, such as integrating with a CRM or automating invoicing.


If you would like our help to set up your automations, we offer a Done-For-You service to get your automations up and running quickly and without you having to learn yet another IT tool! Contact us for more info. 

Advanced Automations

Once you’re comfortable with basic workflows, you can build more sophisticated automations. 


For example, we have the following setup for Toddle About baby shows:

  • Bookings are categorised (e.g., parent, exhibitor, or sponsor).
  • Each category triggers a different workflow:
    • Parents are added to specific sheets and tagged in a CRM for email campaigns.
    • Exhibitors have invoices generated and sent to accounting software.
    • Sponsors trigger additional steps for unique follow-ups.

By breaking workflows into manageable chunks, even complex systems become easy to manage over time.

Conclusion


Automation through Book That In is an excellent way to save time and reduce errors in your business operations.


Whether you’re just starting with a simple Google Sheet or diving into advanced workflows with CRMs and accounting tools, the possibilities are endless.


If you’re ready to see how Book That In can transform your workflows, book a demo or contact us here. 


Have fun creating time out of thin air!