Zapier has become a pretty big name for anyone looking to connect their favorite apps or automate repetitive tasks at work. If you’re like me and want to make the most out of your online tools without too much manual copy-pasting, Zapier promises to help with all that. No coding needed. Since launching in 2011, Zapier has helped millions of users save serious time, and has earned solid ratings on platforms like G2 and Trustpilot, consistently holding around a 4.5+ star average. After testing it myself and reading through tons of real user feedback, here’s my full Zapier review.
Here’s a quick summary of my Zapier review before getting into the full details!
Product: Zapier
Website URL: zapier.com
Pricing: Free Plan, Paid from $19.99/month (billed annually), Advanced plans available
Founders: Wade Foster, Bryan Helmig, Mike Knoop
Active Users: Estimated 2+ million
Overall Rating: 4.7/5
G2 Consumer Rating: 4.5/5
Integration Capabilities: 5/5
Support: 4.6/5
User Experience: 4.8/5
Automation Flexibility: 5/5
Free Trial: Yes – Basic plan is free, upgraded plans have a two-week free trial. Check it out here.
Zapier stands out for making it really simple to link your favorite apps (like Gmail, Slack, Google Sheets, Salesforce, and thousands more) so they can work together automatically. Everything is managed online, and once you set up your automations (called “Zaps”), they run in the background with no technical headaches. For quickly automating simple (or even pretty complex) tasks, Zapier is probably the easiest tool I’ve used so far.
Here’s what to expect if you’re wondering if Zapier really lives up to the hype.
Meet the Team Behind Zapier
Zapier was started by Wade Foster, Bryan Helmig, and Mike Knoop. Wade Foster is the CEO and often shares insights about the future of work and automation. The founders kicked things off at a Startup Weekend event in 2011 because they realized how hard it was to get different apps to talk to each other unless you could code.
I really like Zapier’s approach because the team always puts a strong focus on making sure automation is accessible for everyone, not just developers. They also run a very helpful blog and support hub, which makes it easy to stay updated on new things or ask questions. Over the years, I’ve seen that they actually respond to feedback in their product updates, so it’s obvious they pay attention to their users.
The team is remotefirst and spread all over the world, so they really know what people need to make remote tools work smoothly together. Their open communication (you’ll find them on Twitter and in community forums) gives me confidence that they care about making the product even better.
If you want to check out tips from Zapier’s founders or get help, you can get in touch on their community pages or reach out directly through their website’s support chat. I’ve found the support to be friendly and helpful, especially if you ever get stuck building a tricky workflow.
This focus on customer experience and transparency is part of why Zapier has built such a loyal fan base.
What Does Zapier Actually Do?
Zapier is basically an online tool that connects your apps and services together using automated workflows. It’s designed so you can create automated rules (what they call “Zaps”) without touching a line of code. For example, I use Zapier to automatically move new Gmail attachments into Google Drive, add new Typeform entries to a todo list, and get Slack alerts when someone fills out a contact form.
Zapier sits quietly as a middleman, a digital connector that monitors for triggers and then performs actions in one or more apps. The best part? Everything runs automatically, so you set it and forget it.
- Trigger: The event that starts your Zap (like new email in Gmail).
- Action: The followup event Zapier does for you (like copy the email data to a spreadsheet).
Most Zaps are easy, just pick a trigger, pick an action, and you’re done (like “If I get a new order in Shopify, add customer email to my Mailchimp list”). But you can get fancy. Zapier supports multistep workflows, filters, searches, formatting, and even logic so you can create super customized automations for your business.
Zapier integrates with over 6,000 apps, covering everything from project management to invoicing, HR, reporting, and marketing. There aren’t many tools out there with this kind of coverage!
If you’re curious, here are a few things Zapier can automate:
- Sending invoice reminders
- Syncing leads from Facebook to your CRM
- Posting new blog articles to social media as soon as they publish
- Turning survey submissions into support tickets automatically
- Saving email attachments to Dropbox
- Creating calendar events from new Trello cards
There’s a ton of flexibility, whether you’re a business owner, freelancer, or just trying to get your email sorted out.
How UserFriendly is Zapier?
One thing that convinced me to use Zapier over other automation tools is how beginnerfriendly it feels, without holding you back if you’re a power user. Setting up your first automation only takes a few minutes. The dashboard is clean, each field is clearly labeled, and there’s plenty of tooltips so you know what you’re doing.
When building a new Zap, Zapier walks you through each step. Pick a trigger app, choose the event (like “New Row in Google Sheets”), then pick the action app (like “Send Email via Gmail”). It’s hard to mess up, and Zapier will even tell you if you’re missing a field or if something doesn’t look right. The builtin test feature makes sure everything works before you go live.
If you do get stuck, there’s an awesome help center with plainEnglish guides, plus community forums loaded with real example Zaps. There’s even a chatbot that can walk you through basic troubleshooting.
For people who don’t want to start from scratch, Zapier’s template gallery is super useful. I often browse there for inspiration. Just pick a prebuilt workflow, plug in your app accounts, and you’re good to go.
Mobile Apps
Zapier now has mobile apps for iOS and Android. While you can’t build new Zaps from your phone, you can turn current automations on or off and get notifications if something fails. Handy if you’re out of the office but want to keep an eye on your automations.
Learning Curve
I found that even with zero technical background, you can get Zapier moving within an hour. Multistep Zaps, filters, and advanced features take a little more practice, but the community and help docs cover almost every scenario out there.
If automation is new for you, the learning resources here are much easier to follow than most competitors (like Make, formerly Integromat, which can feel intimidating).
Top Features of Zapier
From my handson time and talking to other power users, here’s what stands out most about Zapier as a daily productivity booster.
1. Huge Library of Supported Apps
Over 6,000 apps (and counting) work with Zapier, including big ones like Gmail, Microsoft Outlook, Google Calendar, Slack, Salesforce, and Shopify, plus less common tools like Asana, Plutio, ClickUp, and even niche business apps. I’ve never once needed an integration that wasn’t available.
2. Multistep Zaps
While many automation tools stop at “if this, then that” logic, Zapier lets you string together as many steps as you need. This means you can use conditions (“filters”), format your data on the fly, and even search for info across apps before completing the workflow. Super handy for complex business processes.
3. Paths (Advanced Branching Workflows)
This is where things get cool. “Paths” let you add decision trees to a Zap, so actions change based on rules you set. For example, if a lead comes in for Product A, send it to one sales rep; if it’s Product B, forward to someone else.
4. Schedule and Delay Actions
Delays let you schedule tasks for later. I use this so I’m not spamming my CRM with new records in real time, or triggering reminders only after a certain amount of time has passed.
5. Builtin Formatter Tools
You can pull apart emails, change text case, crunch numbers, or reformat dates right inside Zapier. No need for another app or clunky workflows.
6. Monitoring, Alerts, and Version Control
Zapier tracks every workflow run, so if something fails you get a clear error message and the option to rerun. The version history and logs make it easy to see when something was changed. I get notifications if a Zap is turned off or fails, so nothing slips through the cracks.
7. Secure Authentication and Privacy
Connections use OAuth or tokenbased logins, so you control exactly how much access each Zap has and can revoke at any time. Zapier is GDPRcompliant and offers SSO (single signon) and user permission controls for teams, which is pretty important if you’re dealing with sensitive info or running a big operation.
8. Teamwork Features
Zapier for Teams is really helpful for groups. You can share Zaps across your organization, delegate access, and even set up automated workflows for everyone to benefit from. If you’re scaling up or working in a busy company, these collaborative features can save even more time.
9. Integration with Webhooks and Developer Tools
If you’re a little more technical, webhooks and custom requests are supported, so you can connect with almost any tool with an open API. Even if your favorite tool isn’t supported yet, there’s a good chance you can still connect it with a bit of setup.
How Reliable is Zapier?
I’ve found Zapier to be just about the most reliable automation platform out there. Zaps usually run within seconds of the trigger, and the uptime is excellent. I’ve rarely noticed outages in a few years of heavy use. In online forums, most users report very few disruptions, and if there is a bug, the Zapier team is quick to notify users and roll out a fix.
Because every workflow has a run history log, it’s easy to diagnose what happened if something doesn’t work as expected. You can replay failed Zaps after troubleshooting, which means you very rarely lose any data. Zapier also sends emails if a Zap fails repeatedly, so you can fix an integration or update an expired authentication token ASAP.
For peace of mind, Zapier copies every action run and follows strict data handling and encryption standards. So you’re covered for most business security requirements.
Zapier for All Kinds of Users
The great thing about Zapier is that it’s useful whether you’re solo, running a small team, or part of a bigger company. Here’s where I think it shines for different user types:
Solopreneurs and Freelancers
If you work alone (like I often do), Zapier can feel like an extra set of hands. I use it to manage inbound messages, autoorganize my paperwork, and send gentle reminders that I’d never have the time to do manually. You can automate all the “behind the scenes” stuff so you can focus on clients, not admin tasks.
Small Businesses
Most small teams use lots of different software tools: email, project managers, payment systems, calendars, the works. With Zapier, you can link all these together with almost no tech skills required. This means less time bouncing between tools and more time actually getting work done.
Marketing and Sales Teams
I’ve seen lots of marketing teams roll out Zapier to move leads from Facebook ads to CRM, update campaign reports, run smart followups, or even keep everyone in the loop when a new client signs up. It’s particularly good at syncing info across platforms so nothing gets lost between sales and marketing.
Developers and Agencies
If you do web development or manage lots of clients, Zapier is super useful for onboarding new clients, routine reporting, or keeping projects moving without tons of custom coding. For developers, webhooks and the Zapier CLI mean you can create and test your own app integrations inhouse, which is pretty flexible.
Pricing: How Much Does Zapier Actually Cost?
Zapier has a free plan that gets you started, plus several paid tiers depending on what you need. Here’s a snapshot:
- Free: 100 tasks/month, 5 Zaps, just singlestep workflows (good for basic personal use).
- Starter: $19.99/mo (annual) or $29.99/mo (monthly), 750 tasks/month, up to 20 Zaps, supports multistep automations.
- Professional: $49/mo (annual) or $73.50/mo (monthly), 2,000 tasks/month, unlimited Zaps, advanced features like Paths, premium apps access, custom logic and filtering.
- Team: $69/mo (per user) with sharing and admin controls, for businesses collaborating on automation (comes with onboarding help and priority support).
- Company: Custom, includes enterprise features, SSO, higher priority support, and advanced permissions.
“Tasks” are just how many times your automations run each month, so if your Zaps go off a lot, you might need a higher plan.
The nice thing here is you can start free, test everything, and then upgrade if you find yourself hitting the monthly cap. No credit card needed for the basic run.
Are Paid Plans Worth It?
For light users or hobby projects, the free plan is surprisingly generous. If you depend on automation every day or run a business, the paid plans are a nobrainer. The time and sanity you save are well worth the price, especially since most private contractors or business owners value their time at much more per hour than the monthly subscription cost here.
This is really important: highvolume organizations or agencies often need to monitor several thousand tasks per month, and there’s no surprise bill. You’ll get a warning if you’re approaching your task limit.
Zapier’s Support & Resources
The world of app automation can sometimes get confusing, so decent support makes all the difference. Zapier delivers here in a few ways:
- Help Center: Loads of stebystep guides, common workflow templates, and troubleshooting.
- Email Support: Average response time is under a business day, and every time I’ve used it I got a clear, helpful answer.
- Community Forum: Where real users and advanced powerusers give advice, share Zaps, and solve tough problems together.
- Live Training: Zapier runs occasional webinars and publishes video tutorials (YouTube channel is solid for visual learners).
- Priority Support: Included in Team and Company plans, even faster responses and more indepth setup help.
For most questions, you’ll find an answer fast, and if you hit a real wall, the community team will usually help you build out even complicated automations for free.
Security, Privacy, and Data Handling
Lots of users ask: is Zapier safe? Here’s how Zapier keeps your data secure:
- Uses industrystandard encryption for all data shared between your apps
- Data processed only when needed to complete your Zap (nothing is stored unnecessarily)
- GDPR and CCPA compliant
- Frequent security audits and transparent policies
- Team and Company plans get SSO, SCIM provisioning, and advanced permission controls
You can delete old data and remove app authorizations any time. For sensitive business workflows (like dealing with user data, customer info, or payments), this kind of transparency really helps.
If you ever need to meet complex compliance needs, Zapier’s account management and export features are userfriendly and clear. You can export run history by date or Zap, which is handy for HR and finance teams needing activity logs.
RealWorld Zapier Reviews – User Feedback
Every tool looks good on paper, but real user experiences matter more. My experience matches up with most of what you’ll read on Capterra, Trustpilot, and G2:
- G2: 4.5/5 stars, 1,400+ reviews
- Capterra: 4.7/5 stars, 2,800+ reviews
- Trustpilot: 4.7/5 stars, 1,500+ reviews
What users like:
- Very easy to get started, minimal learning curve for basic automation
- Reliable triggers and actions for most apps (rare to find a connector that doesn’t work as advertised)
- Super useful for removing repetitive busywork
- Support team is responsive and resolves issues quickly
- Templates and prebuilt Zaps help new users jump in without a lot of manual setup
What users wish was better:
- Price can add up fast if you run a lot of tasks (volume discounts come only for higher plans)
- Some edgecase integrations can lag or break if connected services change their APIs
- More robust error handling (to autoretry or alert for more complex errors)
- Mobile app could support building Zaps directly (currently just monitoring/control)
- A few deeper app integrations require upgrading to higher tiers
The most common feedback? For most people, Zapier is the backbone of their “digital automation,” working quietly and reliably so you don’t have to deal with the boring stuff. When things go wrong (rare, in my experience), the team helps out fast and you’re up and running again quickly.
Looking at bigger companies, many teams use Zapier as the glue between legacy tools that don’t natively communicate. For startups and solopreneurs, it gives professionallevel automation without hiring a developer.
My Favorite Zapier Automations
If you’re curious which automations give the most bang for your buck, here are a few realworld Zaps that save me huge amounts of pain each month:
- Automatically dump website form submissions into a Google Sheet (and email me a summary each Friday)
- Get Slack pings when a payment is received via Stripe so I never miss a client update
- Sync calendar invites from multiple Google and Outlook accounts into one master calendar
- Back up all attachments from Gmail to Dropbox so nothing is accidentally deleted
- Send a personalized thankyou email automatically whenever someone completes a form, using info pulled from the form response
- Post Instagram updates to a business Facebook Page automatically
I keep tweaking these Zaps over time as my needs change, and it’s quick to do. The Zapier template gallery (and their featured blog) are helpful for sparking new ideas if you ever feel stuck.
Of course, if you have very specific business needs, you’ll probably want to adapt or build your own Zaps. But browsing others’ setups can be a major timesaver and makes onboarding new team members much easier. There are now thousands of user-shared template examples available, so you can pick and modify Zaps without reinventing the wheel. If you ever need inspiration, just check out the gallery or search community forums for your use case.
How Zapier Stacks Up Against Alternatives
Zapier isn’t the only automation tool out there. Here’s how it compares to some other options I’ve tried or seen mentioned:
- Make (Integromat): More flexibility for powerusers (and usually cheaper per task), but with a steeper learning curve and fewer “out of the box” templates. Great for advanced automation fans.
- IFTTT: Aimed at simple, personal automations (social media, home automation, etc.). Easier for oneoff tasks, but far less power for business workflows.
- Pabbly Connect: Cheaper lifetime pricing and growing rapidly, but in my experience with limited integrations, less user support, and fewer “enterpriseready” features. Still a good budget option.
- Workato / Tray.io: Built for complex, enterprise automation where IT teams run the show. Way more expensive but supports even more flexibility. Often overkill for individuals or small teams.
For most people and most businesses, Zapier strikes the perfect balance of usability, integration options, and support. The only real downside comes for highvolume users (where cost may become a factor), or if you need extremely advanced integrations that involve raw scripting or handling huge datasets.
Tips to Get More out of Zapier
After using Zapier for years, I’ve learned a few simple tricks that help maximize its value:
- Start small, automate something you do every day, then expand as you get comfortable.
- Use builtin delay/filters to avoid spamming apps or creating accidental loops.
- Check the “Zap Runs” log every few weeks to spot errors early or stumble upon workflows you might not need anymore.
- Use the formatter tools inside Zapier, they save a lot of time compared to wrangling data in spreadsheets or another app later.
- Set up alerts for failed Zaps if your workflow is missioncritical.
- Explore the public template library before making Zaps from scratch. There is probably a shortcut already built!
- If you’re on a team, share Zaps for common use cases so no one is reinventing the wheel.
It’s easy to go overboard. Test and tweak as you learn, and you’ll probably find automating even one small task saves hours over a month!
Who Should Give Zapier a Try?
Honestly, almost anyone who runs online apps or handles digital projects will find Zapier pretty valuable. It especially shines if you:
- Work with multiple apps (email, CRM, forms, docs, chat, etc.)
- Handle a lot of routine or repetitive work that doesn’t require human judgment
- Don’t want to learn programming or pay for custom integrations
- Manage small teams, marketing, sales, client onboarding, or reporting
- Want a low-cost way to make your tech stack much more powerful
From local businesses to online agencies, side hustlers, and even enterprise IT departments, there’s almost always a way to make life easier with a bit of smart automation.
Even if you just use Zapier’s free tier to get started, you’ll quickly spot more things you can automate as you get into the groove.
Zapier Pricing Plans In More Detail
Here’s a breakdown of each plan and what you actually get:
- Free: 5 Zaps, singlestep only, 100 tasks/month. Great to learn the ropes.
- Starter: 20 Zaps, 750 tasks/month, multistep workflows, more integrations. Most freelancers and small teams stay here.
- Professional: Unlimited Zaps, 2,000+ tasks/month, advanced features (like logic branching with Paths). Ideal for growing businesses.
- Team: All Pro features plus collaboration, management, and shared folders. Handy for agencies or internal IT.
- Company: Custom pricing, advanced controls, SSO, onboarding help. For bigger businesses.
All paid plans come with priority support, so help is always on hand. Paid plans also unlock “premium apps.” Things like Salesforce, Quickbooks, Shopify, or MySQL.
You can pause, upgrade, or downgrade any time, and Zapier will tell you proactively when you’re close to task limits, so no surprise charges! Seats are per user on Team and Company arrangements, so you can scale easily.
If you’re just getting started, there’s no harm in using the free plan to see if it works for you before unlocking extra features.
Final Thoughts on Zapier
I’ve spent years automating tasks with Zapier, and it’s honestly one of those rare business tools that consistently saves me time without a big learning curve or complicated setup. Whether you want to connect two apps or automate parts of your entire business, Zapier’s straightforward approach makes automation simple for anyone.
No tool is perfect. Occasional glitches happen, especially if one of your apps changes unexpectedly. But overall, reliability is excellent, support is friendly and fast, and there’s a clear focus on improving the product every year. For noncoders or anyone who wants more productive use of their work hours, it’s a super useful addition to your online toolkit.
I always recommend starting with a few small Zaps and seeing what you can automate. Once you see the time savings, you’ll probably want more. Zapier’s affordable plans make it easy to grow as your workflow gets more automated. From solo hustlers to big agencies, there’s a lot of value to be found here.
If you still have questions or want help brainstorming ways to automate your own work, I’m always happy to share my tips or walk through realworld examples. Drop your questions in the comments or head over to Zapier’s community forum. Chances are, someone has solved the exact thing you want to automate!
Ready to try Zapier? Sign up free and start automating today. No credit card needed, and you’ll see right away how simple (and addictive) automation can be.
I’m convinced you’ll start to wonder why you didn’t put the busywork on autopilot sooner!
PS: If you use Zapier already and have some eye-catching automations, I’d love to hear about them! Or if you need a hand with a tricky Zap, just reach out. Happy to help you brainstorm creative solutions.