Follow Up Boss and Zapier Integration: Simple Step-by-Step Setup

Nobody got into real estate because they love data entry. We got into this business to sell homes and build relationships.

Yet, so many agents spend hours every week manually copying names, emails, and phone numbers from one platform to another.

That’s where connecting Follow Up Boss to Zapier changes the game. Think of Follow Up Boss (FUB) as your command center—it’s where your leads live and where the money is made. Zapier is the bridge that connects that command center to over 6,000 other apps.

You ensure that "speed to lead" isn't just a buzzword, but a reality. However, you don't need to use Zapier for everything. 

Always use native FUB integrations for big lead sources like Zillow or Facebook Lead Ads because they are faster and free. But for everything else—like custom Google Forms, specialized marketing tools, or admin spreadsheets—Zapier is your best friend.

How to Connect Follow Up Boss to Zapier

Getting these two talking to each other is actually pretty straightforward. You don't need a computer science degree; you just need to know where to click.

First, log in to your Follow Up Boss account. You’ll usually need Admin or Owner permissions to do this. Head over to Admin and select API from the menu. You’ll see a button to create a key. Go ahead and create one, and name it something obvious like "Zapier" so you remember what it’s for later.

Once you hit create, copy that API key immediately. For security reasons, FUB will only show it to you once. If you lose it, you have to generate a new one and update your connections, which is a pain you want to avoid.

Next, jump over to your Zapier account. When you go to make a new Zap and search for "Follow Up Boss," it will ask you to sign in. This is where you paste that long API key you just copied. Once that’s done, the handshake is complete, and the two systems are ready to trade data.

Follow Up Boss Triggers and Actions In Zapier

Before you start building complex workflows, you need to understand the building blocks. In Zapier, everything works on "Triggers" (when this happens…) and "Actions" (…do this).

Triggers are events that happen inside Follow Up Boss that tell Zapier to wake up and do something. Common triggers include a New Contact being created, a New Deal entering your pipeline, or a Tag Added to a lead. That last one—Tag Added—is a favorite for power users because it lets you control automations with a single click in your CRM.

Actions are the things Zapier pushes back into Follow Up Boss. You can Add a Note, Add a Tag, or create a lead.

Here is the most critical thing you will read in this entire article: You must know the difference between the New Inquiry action and the Create Contact action

• New Inquiry acts like a fresh lead coming from Zillow. It will trigger your Action Plans, drip campaigns, and texts.

• Create Contact just quietly files the person into your database. It does not fire off your auto-texts.

If you are trying to automate your real estate business and respond to leads instantly, use New Inquiry. If you are just backing up a list of old leads you don't want to bug yet, use Create Contact.

Automation 1: Open House Sign-Ins (Google Forms to FUB)

If you are still using paper sign-in sheets at open houses, you are leaving money on the table. By the time you get home, decipher the handwriting, and type them in, that potential buyer has already forgotten about the house.

There is a better way. Create a simple Google Form for visitors to sign in on an iPad. Then, set up a Zap where the Trigger is a "New Response" in Google Form, and the Action is "New Inquiry" in Follow Up Boss

By using the "New Inquiry" action, the lead hits your CRM instantly. Better yet, because it triggers an action plan, your FUB system can send them a text saying, "Thanks for stopping by! What did you think of the kitchen?" while they are literally still walking to their car. That is how you win the follow-up game.

Automation 2: The 'Tag' Trigger (FUB to Mailchimp/Gifting)

You should treat Follow Up Boss as your single source of truth. You shouldn't have to log into five different websites just to send a newsletter or a closing gift. You can build a simple setup where adding a tag in FUB kicks off the next step for you. For example, if you use a tag like “Newsletter,” you can have Zapier watch for it. The moment you add that tag to a contact, Zapier sends their info straight into your Mailchimp list. No extra clicks. It can work the same way for closing gifts. Create a tag such as “Closed Client,” and tie it to a service like Handwrytten. When you mark the client with that tag, the system sends out a handwritten thank-you card automatically. You just tap the tag and move on with your day.

Automation 3: Sending New Deals Into Google Sheets

FUB is great for tracking the sales process, but some teams still like having a clean spreadsheet where everything lives in one place. You can link the two so new deals drop into Google Sheets the moment they appear in your CRM. It gives your TC or bookkeeper a clear snapshot without anyone retyping information.

Set the trigger in Follow Up Boss to “New Deal,” then choose “Create Spreadsheet Row” in Google Sheets as the action. From there, you can map whatever fields you care about—price, commission, address, client name, and anything else you want to monitor.

Once it’s running, the sheet becomes a live record of your pipeline. It updates itself, it’s easy to review at a glance, and it saves you from doing the same data entry twice.

Limitations and Common Pitfalls

While this integration is powerful, it isn't magic. There are a few "gotchas" that can trip up even experienced agents.

First, let's talk about cost. Follow Up Boss doesn't charge you extra for the API, but Zapier is not free for high-volume users. Zapier charges per "task." If you try to run thousands of Facebook leads through Zapier, you will burn through your plan limits quickly. That is why we recommend native integrations for high-volume lead sources—they are usually free and unlimited.

Second, there is a speed difference. Native integrations are instant. Zapier’s Free and Starter plans only check for new data every 15 minutes. In the world of online leads, 15 minutes can feel like a lifetime.

Finally, duplication handling is trickier with Zapier. Follow Up Boss has great built-in features to merge duplicate leads, but Zapier can sometimes force a duplicate entry if you aren't careful. Always check your "Agent-Owned Lead Duplication" settings in FUB if you notice things getting messy.

Frequently Asked Questions

Does Zapier work with Follow Up Boss?

Yes, absolutely. Follow Up Boss has an open API that connects seamlessly with Zapier, allowing you to link your CRM to thousands of other software tools like Google Sheets, Slack, and Mailchimp.

How do I find my API key in Follow Up Boss?

Log into Follow Up Boss, go to Admin > API, and create a new key. Give it a simple name like “Zapier.” Copy it right away because the system won’t show it again for security reasons.

What’s the difference between “Create Contact” and “New Inquiry” in Zapier?

This is a key distinction. Create Contact just adds the person to your database. Nothing fires, and no one gets notified. New Inquiry treats that person like a brand-new lead, which means your Action Plans and auto-responses will trigger automatically.

Is the Follow Up Boss Zapier integration free?

Follow Up Boss doesn’t charge anything extra for API access or Zapier connections. Zapier itself is separate, and whether you pay depends on how many tasks you run each month.

Can I connect Facebook Lead Ads to Follow Up Boss through Zapier?

You can, but it’s usually not the best choice. Follow Up Boss already has a built-in Facebook Lead Ads integration that comes through instantly and doesn’t use your Zapier task quota. Use the native connection whenever possible.