BAEZ TECH SOLUTIONS

Client Goal:
Simplify the onboarding process for new tax clients by automatically sending relevant tax documentation based on their appointment type in Calendly.

🛠️ The Challenge

Tax professionals often spend time manually identifying a client’s needs after an appointment is booked — then preparing and emailing the appropriate forms. This process was error-prone, slow, and inconsistent.

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⚙️ The Automated Workflow

Using Zapier, we created an end-to-end automation that:

1. Triggers on Calendly Invite Creation
2. Uses Formatter and JavaScript by Zapier to parse appointment metadata.
3. Sorts clients by tax category (PAYG, ABN, Company, or Tax Agent-only) using conditional Paths.
4. Creates a row in Google Sheets for internal tracking and reporting.
5. Delivers required documents via Xodo Sign, fully tailored to the client’s appointment type.

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🔄 Document Logic Snapshot

Each conditional path uses custom logic to decide:

• If the client is PAYG, ABN, or a Company.
• If multiple documents are required (e.g., Tax Agent Form + Company Agreement).
• Which Xodo Sign documents to send in what order.

Example Path:

• Calendly Appointment ➝ PAYG Path ➝ Tax Agent Form + PAYG Form sent via Xodo Sign.

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💡 Results & ROI

• Time Saved: Reduced manual email prep by ~10 minutes per client.
• Consistency: 100% correct document delivery rate based on appointment logic.
• Professionalism: Seamless, branded document experience via Xodo Sign.
• Scalability: New tax form types or appointment types can be added easily via Zapier Paths.

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📌 Tools Used

• Zapier (Multi-Path Zaps)
• Calendly
• Xodo Sign
• Google Sheets
• JavaScript Formatter by Zapier

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✅ Outcome

The client now enjoys a hands-free onboarding process, with smart routing of documents tailored to each client’s appointment type — improving operational efficiency and enhancing the customer experience.

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