Automated Sales with RapidStart Apps and Power Automate
To demonstrate how you can easily customize RapidStart Apps to meet your needs, we created this “Tips and Tricks” series. In this post, we’ll explore how to automate your sales process using a web form, Power Automate, and RapidStart Apps.
And before we proceed — while we have Form and Flow experts on our team, I am not one of them. I built all of this without their help, so you can too.
Automating Sales
Many new users of RapidStart Apps have some kind of Sales operation. At Forceworks, we also use RapidStart Apps for all of our own operations including sales. We recently launched a new “all-you-can-eat” services subscription model, and decided to automate the sales process.
There are three “things” I used for this:
- A “Quote Generator” form on our website
- A Power Automate Flow
- RapidStart Apps (our Sales instance)
I’ll also highlight a great third-party connector we use for quite a few things across our web properties.
Step 1: Create the Web Form
We use Gravity Forms on our website. We also use the Gravity Forms Power Automate Add-On from reenhanced — an excellent tool. They also have a connector for Contact Form 7 if you use that. The cost for either is quite reasonable at $200/year.
I created an “Instant Quote Generator” where, based on a couple of questions, the visitor can get a quote for our offering. The form pops up when you click a button on the offer landing page. It includes:
- A Priority selector (what is most important to them)
- A checklist for Products they are using
- A field for the number of users
- Their name and email
A “Quote” is created behind-the-scenes and sent to their email immediately. Why not just show the price there? We want to know who is asking, and get them into RapidStart Apps. Also, if they are not even willing to provide an email for the quote, they can’t be very serious.
I also added a “feed” to this form (which takes one click) using the Gravity Forms Power Automate Addon. You’ll see what this does in the next part.
Step 2: Build the Flow
Using Power Automate, I created a flow that does quite a few things. Here’s the sequence:
Trigger: Form Submission
The flow uses the Gravity Forms connector to select the form to which I previously added the Feed. This Flow triggers whenever that form is submitted and grabs all of the data fields.
Split Priorities
The priorities data comes in as a comma-separated line in order of priority, so we make that an Array first:
split(triggerOutputs()?['body/4'],',')Then grab the first item (highest priority):
first(outputs('SplitPriorities'))Initialize Variables
Create variables: users (Integer from form), userprice (Float, standard per-user price), NoOfExtras (Integer, starts at 0), price (Float, extra product price), baseprice (Float, standard base price), and PriorityBlurb (String, empty — set later).
Check for Extra-Cost Products
Three conditions check whether the user selected any “extra cost” products. If any are true, use “Increment Variable” to add 1 to the NoOfExtras variable.
Set Priority Blurb
12 conditions check which priority matches the highest priority captured earlier. For the matching one, use “Set Variable” to put the appropriate text into the PriorityBlurb variable.
Calculate the Quote
Four math steps:
- mul(variables('userprice'),variables('users'))
- mul(variables('price'),variables('products'))
- add(variables('baseprice'),outputs('CalcExtrasPrice'))
- add(outputs('CalcUsersPrice'),outputs('BaseTotal'))
Send the Email
I am not a fan of fancily formatted HTML emails with borders and images all over — I ignore them and assume many others do. This email is intentionally plain, like a standard email you may write, and it comes from my account. The email greets them by name, acknowledges their highest priority with the blurb, shows the math, presents an “estimate” (not a final price — to motivate a call), offers an alternative option, and suggests a call with a booking calendar link.
Create a Prospect in RapidStart Apps
In the last step, we add this as a Prospect in RapidStart Apps so we can keep track of where this interested customer goes from here. You can easily create new fields in RapidStart Apps to capture any of the other data from the form — for example, the full ordered list of priorities for your eventual conversation.
Step 3: Enjoy New Customers “Automatically”
The result is a fully automated sales intake process. A prospect fills out a form, gets a personalized quote email within seconds, and lands as a Prospect in RapidStart Apps — all without any manual intervention.
The email even ends with a subtle hint that they could have automation like this too. A nice conversation starter!
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