Have you connected two apps so information copies itself between them?

Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.

How to automate it

How to automate “copy the same information between systems or spreadsheets”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min

typically, every day

75%

of the time can be automated

Some setup

to set up

Fix 1 of 2

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up

1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
2Check if the two tools already have a built-in integration; turn it on if so.
3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

Fix 2 of 2

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up

1Collect the source text (emails, PDFs, screenshots).
2Give the AI the column names you need.
3Paste the table into your spreadsheet or import file.
4Spot-check a few rows against the source.

Prompt to copy

Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Quick wins

Have you tried…

Have you connected two apps so information copies itself between them?: Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

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